VIRGINIA MUSIC TEACHERS ASSOCIATION HANDBOOK

Transcription

1 VIRGINIA MUSIC TEACHERS ASSOCIATION HANDBOOK January, 2012 INDEX PREFACE... 2 PRESIDENT... 3 PRESIDENT ELECT/CONVENTION CHAIR... 6 CONVENTION ORGANIZATIONAL PLAN... 8 VICE PRESIDENT/MEMBERSHIP CHAIR RECORDING SECRETARY OF VMTA TREASURER STATE CHAIR FOR THE LOCAL ASSOCIATIONS OF VMTA CERTIFICATION CHAIR LOCAL CHAPTER PRESIDENT HISTORIAN MTNA FOUNDATION STATE CHAIR NEWSNOTES EDITOR YEARBOOK AND NEWSNOTES ADS CHAIR CHAIR FOR VMTA COMMISSIONED COMPOSER COMPETITION VMTA CHAIRS OF MTNA COMPETITIONS MTNA Baldwin Jr. High Piano Competition MTNA Jr. High Instrumental Competitions MTNA Yamaha High School Competitions MTNA Collegiate Artist Competitions CHAIR OF STUDENT COMPOSITION COMPETITION CHAIR OF CONCERTO COMPETITION CHAIR OF DISTRICT AUDITIONS COORDINATOR OF DISTRICT AUDITIONS CHAIR OF STATE AUDITIONS CHAIR OF INDEPENDENT MUSIC TEACHERS FORUM KEYBOARD SKILLS CHAIR SIGHTREADING CHAIR PIANO THEORY CHAIR STATE MUSIC FESTIVAL COORDINATOR YEARBOOK CHAIR WEBMASTER COLLABORATIVE CHAIR SIGHT READING SINGLE LINE INSTRUMENTS INSTRUMENTAL SKILLS PARLIAMENTARIAN

2 PREFACE The VMTA Executive Board Handbook is intended to serve as a guide to new and continuing members of the VMTA Administrative Board. It will be in a constant state of revision. Additions and/or corrections should be submitted to the President, who will make sure that the Handbook is updated with all policy and procedural changes of the organization. It is suggested that each board member study the entire manual to better understand the workings of VMTA and the interaction between positions. Close to the end of your term, go back over the job description for your position to see if you need to make any changes. Please keep this document in the files for your job and give it to the person named to succeed you in your position. 2

3 (Revised 12/2000) PRESIDENT The President of VMTA will: 1. Preside at all meetings of the Association 2. Call and preside at meetings of the Administrative Committee 3. Appoint all standing committee chairmen as needed with the approval of the Administrative Committee 4. Represent VMTA at the Southern Division Conference and at National meetings at MTNA conventions. VMTA will reimburse the President s expenses when attending any VMTA or MTNA event, once they are submitted to the Treasurer. In addition, the duties of the President of VMTA include the following: 1. Arrange meeting accommodations with hotel for the June Conference and any other intermittent meeting needs 2. Appoint the Parliamentarian, Historian and chairmen of special interest sections, and appoint all standing committee chairmen as needed with the approval of the Administrative Committee 3. Appoint people to the Certification Committee and the Certification Credentials Committee as vacancies occur 4. Appoint a Nominating Committee consisting of a chairperson and two members. This should be done at the first General Business Meeting following the election of state officers. The committee should represent different areas of the state and include people who are familiar with the membership of the Association. The Nominating Committee must fill the slate of officers who will be nominated at the June Conference. They will be elected at the General Business Meeting at the Fall Convention at the close of the present administrative term. 5. Assist the President-elect in arranging and planning the Convention. The President presents awards, introduces guests and presides at the banquet at the Convention. The President organizes the head table, honors table, and/or awards at the Convention. 6. Request the visit of the National Representative to the State Convention from MTNA headquarters, including securing necessary accommodation reservations and transportation from the airport or train station 7. Answer all correspondence addressed to VMTA, including correspondence on Divisional and National levels, and prepare any reports as requested, including the annual President s Report to MTNA 8. Assure that changes in existing programs and any new rules, procedures or programs which are adopted at state meetings are explained to the general membership via NewsNotes and that individual chairmen are made aware of any changes that would affect their job 9. Work closely with Newsnotes editor to insure effective communication of information to the general membership. If the President decides to only use the graphic artist and not a NewsNotes editor, then he/she is responsible for 3

4 making sure that all chairs turn in reports for NewsNotes by the deadline and serve as proof reader, make sure the postal account has enough funds for bulk mailing, arrange with the Membership Chair for the mailing labels or mailing list to be sent to the graphic artist, and tell the printer how many copies are needed. Also send any pertinent information to the VMTA website manager for inclusion on the web-site. 10. Be prepared to represent VMTA at local chapter meetings if requested. The President should be well informed about MTNA programs, certification and all VMTA activities so questions can be answered. 11. Be instrumental in forming new chapters in Virginia 12. Be responsible for overseeing all essential business of VMTA, periodically checking with committee chairmen and officers to keep abreast of on-going activities and answer questions or make decisions as necessary in the smooth operation of the Association. 13. Make sure that the VMTA Handbook is checked at the end of the term to see if revisions are necessary. 14. Each June, contact the Local Association presidents to find out who their Membership, Certification, Theory, Skills, and Sight Reading Chairs are. Put this information into a document to go to the State chairs of each of these categories so they know who they are dealing with. SCHEDULE OF RESPONSIBILITIES Convention 1. Preside at the Administrative Committee meeting, General Business meeting and other convention activities 2. Act as host to the National Representative at the Convention activities 3. Correspond with winning students, teachers, Commissioned Composer, workshop presenters and the guest artist following the Convention. Letters to student winners of MTNA events should inform them of requesting travel funds from the VMTA treasurer before the Southern Division Conference. November-February 1. Remind the VMTA Treasurer to send our share of the Divisional Travel Funds to the Treasurer of the Southern Division. The amount is fixed by the Administrative Committee. (As of 1999, the amount sent was $1.00 per member.) 2. Arrange meeting reservations for the June Conference 3. Send the President s Report to National headquarters sometime in January. Forms will be sent from National describing specific requirements. 4. Serve on the Executive Board and Council of Presidents for the Southern Division Conference which takes place in late January/early February 5. Correspond with VMTA students and their teachers following the Divisional competitions. Each Division winner is eligible for additional travel funds to attend the National auditions upon request to the VMTA Treasurer. If the winning student(s) do not plan to attend to compete, they do not receive any money. 4

5 March-October 1. Attend all pertinent meetings and sessions at the National Convention 2. Assist in organizing the Convention with the President-elect 3. Plan the agenda for the June Conference, consulting with committee chairmen and officers prior to the Conference. 4. At the time that the results of the Commissioned Composer are announced, send the composer s contract (found in the MTNA President s Handbook or request one from National) to National headquarters. Congratulatory correspondence to the composer should include information concerning the submission of a tape of the composition and the score to National headquarters by December 1 st in order to be considered MTNA Composer of the Year. It is the composer s responsibility to send the tape and score in time. When the commissioned composition is completed, the VMTA President writes to the Executive Director of MTNA requesting MTNA s share of the composer award to be sent to the VMTA Treasurer. MTNA matches the state award up to $ Preside at the Administrative Committee Meeting and General Business Meeting at the June Conference 6. Work closely with the Yearbook Editor to insure that the proper information is included in the Yearbook and that distribution is timely 7. Attend the leadership conference at MTNA in Cincinnati in September. 8. Plan the agenda of the meetings at the Convention, consulting with committee chairpersons and officers. 9. The President of VMTA is responsible for administering the Association efficiently and should be able to perform any job within the Association if necessary. The President shall serve as consultant in assisting the succeeding President when the term ends. 5

6 (Revised 11/17/11) PRESIDENT-ELECT/CONVENTION CHAIR The President-elect will: 1. Preside at VMTA meetings in the absence of the President, 2. Represent VMTA in any area in the absence of the President, 3. Act as Convention Chair and arrange the Convention Program with the approval of the Executive Committee. As Convention Chair and in cooperation and with the assistance of the President of VMTA, the President-elect will: 1. Appoint a committee to assist in the coordination of the entire conference. 2. Arrange for the site of the Convention. The site must include adequate hotel facilities and may include a host college. Confirmation and details of the facilities must be in writing with the appropriate representative from the host college and/or hotel. Convention facilities should include the following: a) Room for workshops b) Locations for recitals and concerts c) Practice facilities for auditioning students d) Rooms for the auditions with proper instruments e) Audio-visual aids, lighting, podiums, tables, music stands, seating, etc. 3. Through the host college or community, locate a capable orchestra willing to present the Concerto Concert and discuss their availability for that concert. This is necessary prior to making a tentative program. 4. Confirm a date for the Convention in late October or early November (almost a year in advance). Any change from this time must be discussed at a General Meeting. 5. Plan for artists and clinicians, take responsibility for all necessary arrangements with artists and clinicians (confirmed by late spring) and arrange a tentative program 6. Arrange meeting times for the Certification workshop and meeting, IMTF, Council of Presidents (usually during lunch), and other special meetings 7. Tour the host facilities and the possible banquet site. This should be done in cooperation with the President of the Host Chapter. 8. Communicate or meet with the local Host Chapter in early spring to instruct the chapter of their responsibilities. The Host Chapter will: a) Form a Banquet Committee to arrange banquet details: Madrigal or chamber group to present short program Table decorations Door prizes (optional) b) Assist convention competition chairs: Post a list of winners at registration desk Prepare practice room schedules with directions for students 6

7 Prepare program for Winners Recital gather info for this program from the competition chairs include winners of the VMTA Student Composition Competition c) Provide information from Chamber of Commerce for Convention folders restaurants, churches, places of interest d) Arrange for local publicity e) Arrange receptions for Convention Artist s recital and Concerto concert f) Schedule coffee breaks g) Assist the President-elect with arranging for suitable pianos and tuning 9. Inform members of VMTA Convention details by announcing the programs at the June Conference and preparing information for Summer NewsNotes and the VMTA web-site: a) List complete program, maps, biographies and photos of artists, clinicians, and Commissioned Composer, registration forms for the Convention, hotel and meals 10. Formulate a list of guests of VMTA who will be invited to the banquet. This list always includes the Chairman of the Host University Music Department, conductor of the orchestra, the national representative, and all artists and clinicians. Spouses should also be included. 11. Confirm details of the premiere of the Commissioned Composers composition as a special session or on the Concerto Concert. 12. See that all pianos used for convention activities are tuned and in good repair 13. Take care of all official correspondence with artists and clinicians, obtain photos and bios of each, remind them of location and times for programs, and make necessary arrangements for equipment for programs 14. Make necessary arrangements with the hotel for the banquet. Choose the menus, get prices and deadlines. Also obtain prices and deadlines for hotel rooms. (Some hotels have stiff penalties if the organization does not meet projected room number estimates find this out early, prior to NewsNotes publication to avoid problems with the contract.) 15. Prepare Concert Artist program, Convention Schedule Book and Commissioned Composer/Members Concert program 16. The President or President-elect should be available to: a) Introduce each workshop b) Welcome the Convention Artist c) Present awards to audition winners and the Commissioned Composer 7

8 CONVENTION ORGANIZATIONAL PLAN NOVEMBER Decide on the location of the following year s convention DECEMBER-JANUARY 1. Make hotel and college arrangements for the convention. These will be approved by the VMTA President. 2. Things to know from prior conventions: a) How many hotel rooms are needed each night b) How many convention meeting rooms, competition and practice rooms are needed c) Banquet and meal prices and number estimate d) Room rates package deals offered by hotels be on the look out for contracts which have a mandatory fee for not achieving the estimated number of rooms JANUARY-FEBRUARY 1. Make orchestra arrangements if not using a college orchestra. The orchestra will prepare concerto literature of winners of the concerto competition held in April. 2. Set up a convention committee within the host chapter. The committee should consist of chairman or co-chairmen to organize committee responsibilities and people to work with each competition chairman State Auditions, Junior High, Senior High, and College Winds, Brass, Percussion, Voice and the Jr. High, Sr. High and College Piano competitions. 3. Plan Hospitality to attend to coffee and receptions 4. Plan Banquet menus, table decorations, flowers 5. Set up Registration for the front desk and meal tickets 6. Plan Programs for Winners Recital 7. Plan Hotel/College liaison (one person) to arrange college performing group for banquet 8. Ensure Pianos have tuning availability for practicing, and check performance benches 9. Obtain Vendors contact local businesses and members needing space; and arrange for tables and space SPRING 1. Arrange workshops and guest artist for the convention a) Obtain bios and photos of clinicians and commissioned composer b) Write contract for guest artist and any guest clinicians and obtain bio and photo 2. The President-elect and local convention committee continues any needed contacts with the college or hotel as the convention continues to be organized. 8

9 3. Have all arrangements made for the June Conference so they can be included in the Summer NewsNotes and on the website. Included information should be : a) Registration form for hotel, meals, and convention b) Directions to the convention site c) Convention schedule of workshops, concerts, competitions, meetings and meals d) Bios for clinicians, guest artist and commissioned composer SUMMER 1. The President-elect will send all the above Convention information to the web-site manager to be included on the VMTA web-site. 2. Continue any needed contact 3. An organizational meeting of the convention committee usually takes place during the last half of the summer. SEPTEMBER-OCTOBER 1. Once the number of competition applicants is known (National contacts the State chair) schedule the following: a) Assist competition chairs with scheduling practice times and make them aware of what rooms are available chairs will make the convention committee aware of the specified practice requirements for each event b) Arrange for the special needs of each competition: 1) Judges will need box lunches usually arranged through college food service 2) Stands and warm-up rooms for instrumentalists 2. Host Chapter arranges folders for registration to include: a) Local brochures of the city and college b) Favors (pencils, notepads, etc.) c) Convention Schedule Book (supplied by President-elect) 9

10 (Revised 11/17/11) VICE PRESIDENT/MEMBERSHIP CHAIR The Vice President/Membership Chair of VMTA will: 1. Preside at VMTA meetings in the absence of the President and President- Elect. 2. Maintain accurate membership data as the designated membership Chair for VMTA. Computer print-outs are sent from National every month. The Membership Chair checks that all information is correct on each print-out and makes any changes necessary for addresses, phone numbers or spelling and sends this information to National. The Membership Chair must send a continuous update of membership to the computer service used by VMTA (usually the Membership Chair). This information is needed for labels for Newsnotes and other mailings. The Chair sets the date needed to complete the membership roster for the VMTA Yearbook. This information is sent directly from National to Jeanette and John Winsor who take care of the initial sending of the Newsnotes and handle membership information for the website. Extra Newsnotes are sent to the membership chair and are mailed along with the yearbook. The editor of the yearbook sets the date for the completion of the roster for the Yearbook. The Membership Chair sends all new members a state brochure, VMTA Yearbook, a current Newsnotes and a welcoming letter. Leftover Yearbooks are sent by the Yearbook Chair from the previous year. The Membership Chair is sent all the current Yearbooks that are not sent out in August. The state brochure should be up-dated every year by the Chair. In the winter, the Membership Chair receives a master membership list from National to be verified by the Chair. This needs to be returned to National within two weeks or in compliance with their deadline. The Membership Chair, along with the President of VMTA, will assist in aiding people to form new chapters in areas lacking a local support group. The Membership Chair may receive assistance from the National Membership Chair. Preparation of the Membership List: 1. A new member roster is sent from National every two weeks during the main months for receiving dues and once a month after September. From May until the state deadline for membership renewal (August 15 th ), the renewing members sheets should be kept (and duplicate sheets for new members 10

11 should be forwarded to the computer service if different from the Membership Chair). 2. When all renewing members meeting the deadline have been received from National, this roster should be up-dated as follows: a. Make corrections in addresses, phone numbers, married names, etc. b. For each member who has met the deadline, circle the P (paid status). Delete the members who have not met the deadline in your computer. ONLY MEMBERS PAID BY THE DEADLINE are in the state yearbook and, along with new members, are eligible for full state membership benefits. All this information is sent from National with the date that each member paid. The yearbook editor also receives this updated roster. c. Up-date certified member status from information provided by the state certification chairman. Send a copy of certification information to the computer service (if it is a different person) to insure late renewals will be identified. 3. When all renewing members meeting the deadline have been received from National, this roster should be up-dated as follows: d. Make corrections in addresses, phone numbers, married names, etc. e. For each member who has met the deadline, circle the P (paid status). Delete the members who have not met the deadline in your computer. ONLY MEMBERS PAID BY THE DEADLINE are in the state yearbook and, along with new members, are eligible for full state membership benefits. All this information is sent from National with the date that each member paid. The yearbook editor also receives this updated roster. f. Up-date certified member status from information provided by the state certification chairman. Send a copy of certification information to the computer service (if it is a different person) to insure late renewals will be identified. 4. Addendums to the fall roster are sent to the NewsNotes Editor. The NewsNotes Editor already gets this information from National. 5. Address labels for the NewsNotes and Yearbook are provided by the computer service. Names not in the computer at the time of these printings must have labels sent to the publisher by the Membership Chair. The computer service sends the formatted membership labels to be used by those who wish to buy the labels. For the monthly mailings of yearbooks and Newsnotes to members who continue to join during the year, the chair will update the membership roster from the MTNA website and print out labels to mail the Yearbooks and Newsnotes. Labels are also sold to members and to non-members. 11

12 (Revised 11/17/11) RECORDING SECRETARY OF VMTA The Recording Secretary will: 1. Attend all business meetings and conferences of VMTA 2. Take minutes of both Executive Committee Meetings and General Conference Meetings. It is required that the Recording Secretary tape each Executive Committee Meeting and General Conference Meeting and that this tape will be available until the minutes of the meeting have been accepted or corrected. In the case of a teleconference meeting, the digital audio recording will be downloaded from the host site. 3. Keep the Executive Committee Meeting minutes, General Conference Meeting minutes, and all reports provided by officers and chairmen. 4. Keep a roster of members attending each business meeting and include this in the minutes. 5. Mail the VMTA President a copy of Executive Committee Meeting minutes and mail a copy of the General Conference Meeting minutes to the VMTA President and NewsNotes Editor. 6. Keep all previous records of VMTA on file, i.e., minutes, reports from officers and chairmen, copies of VMTA Yearbooks and NewsNotes. 7. Assist the President with Handbook revisions close to the end of the President s term if asked. 12

13 (Revised 11/21/11) TREASURER The VMTA Treasurer keeps itemized accounts of all receipts and disbursements by category, presents a financial report to the President and Administrative committee upon request, and makes all financial records available for audit, should one be deemed necessary. The VMTA fiscal year extends from July 1 June 30. The VMTA Treasurer will 1. Consult with the officers in the spring to form a budget. This can be done by examining the income/expense comparison report for the current and preceding fiscal years, checking for categories of expenses or income that should be adjusted, and making recommendations to the Executive Board. Once decisions have been made, a budget should be prepared and sent to the general membership prior to the annual spring business meeting, in order that this budget can be approved at that meeting. 2. Receive membership dues collected by MTNA from the Vice President/Membership; receive moneys collected from the sale of advertisements and mailing lists. 3. Upon presentation of expense statements, accompanied by relevant receipts, pay bills incurred by officers and chairmen in the execution of their assigned duties. Also pay invoices submitted by businesses that officers and chairmen have engaged. [Cash advances are available only for events requiring significant out-of-pocket expenses and are limited to $100. VMTA officers and chairmen should inform the Treasurer in advance of expenditures exceeding $500.] 4. Maintain files of VMTA executive board actions that pertain to financial matters and keep VMTA Cost Basics updated. 5. Write checks for judges and winners of VMTA competitions, referring to Cost Basics for specifics. 6. Reconcile VMTA bank statements monthly and seek the highest interest rate for surplus funds, as long as the Federal Deposit Insurance Corporation insures them. 7. Secure the services of a CPA or professional tax preparer to file Federal income tax form 990 for tax-exempt organizations each year by the required date (currently November 15). 13

14 8. Maintain a month-by-month time line of VMTA financial activities to assist in orienting the new treasurer when a change of office occurs. 14

15 (Revised 11/17/11) STATE CHAIR FOR THE LOCAL ASSOCIATIONS OF VMTA Notify all local association presidents of meeting time and place for the Council of Local Association Presidents Meeting: these meetings are normally held at the Fall State Convention. Presidents should be asked to send a representative to the meeting if they are unable to attend. 1. Conduct the meeting for the Council of Local Association Presidents, in which local associations yearbooks are shared. 2. At the meeting, relay message(s) from the VMTA President and from the MTNA Chair for Local Associations. 3. Prepare a written report of the meeting, to be delivered at the General Business Meeting of the Convention and printed in VMTA NewsNotes. 4. Keep the roster of Local Association Presidents up-to-date and supply copies of the roster to the VMTA President, State Yearbook editor, and to the MTNA Chair for Local Associations. 5. Attend the Executive Committee meetings at the VMTA State Convention, the Spring Business Conference and any others which may be called. 6. Solicit agenda items from local associations for the Spring Business Conference and pass these along to the VMTA President. Work closely with the VMTA President on the organization of the Spring Business Conference, particularly in the area of special workshops and/or conferences. 7. DUTIES for MTNA: A. Prior to the MTNA Convention, encourage Local Association Presidents to submit agenda items relevant to the local association meetings to take place at the Convention (business and issues meetings). Convey these to the MTNA National Chair for Local Associations. B. Try to attend the MTNA National Convention and in particular, the local association meetings. Report results of these meetings to the state Local Association Presidents and/or VMTA President. C. Comply with request from MTNA Local Associations Chair for the Local Association Annual Report (due in mid-june). Prepare this by sending out copies of the report form to Local Association Presidents and summarizing their answers. 8. Prepare the spring report to be delivered at the Spring Business Conference and printed in VMTA Newsnotes. 9. In general, act as a conduit for information flowing between MTNA, the VMTA President and the state local associations 15

16 (Revised 11/17/11) CERTIFICATION CHAIR 1. Be communication link from National to local certification chairs. 2. Be in charge of the mentoring program, pairing up applicants with an NCTM. 3. Administer Proficiency and Practical Teaching Examinations at State Convention (these will be discontinued after 2012) 4. Organize certification session for the state convention. 5. Help with marketing and publicity. 16

17 (Revised 6/2000) LOCAL CHAPTER PRESIDENT The Local Chapter President represents the local organization at VMTA Conferences and Conventions including the meetings of the Council of Local Presidents. A Chapter President who cannot attend such meetings must appoint someone to fill this obligation. At the business meetings of the Fall and Spring VMTA Conferences, the Chapter President must submit in triplicate a report of the activities of the local chapter. This report will be used for the NewsNotes publication. REPONSIBILITIES OF THE LOCAL CHAPTER PRESIDENT FURTHER INCLUDE: 1. Appoint Local Chairmen for the following VMTA activities: a) Certification b) District Auditions (may be grouped with another local chapter) c) Fall Festival (may be grouped with another local chapter) d) IMTF e) Sight Reading Festival f) Skills Testing g) Theory Testing 2. Submit to the President of VMTA a list of local officers and the chairmen of the VMTA sponsored activities, even if no change has occurred. This must be done no later than the June Conference. It is important that the VMTA Treasurer, Membership Chairman and NewsNotes Editor have the correct name and address of the local chapter s Treasurer. 3. Submit to President of VMTA and VMTA Yearbook Chairman, no later than June 30, a list of dates and deadline dates for the local Fall Festival, Theory Testing, Skills Testing, Sight Reading Festival, and District Auditions. 4. Send material pertaining to your local organization to the State Historian for inclusion in the VMTA Scrapbook. 5. Be supportive of State and National Activities: a) Provide proper publicity for students from the local chapter who win at the State, Divisional or National level b) Encourage attendance at VMTA and MTNA Conventions c) Be knowledgeable about VMTA and MTNA activities so you can answer questions from present, new or prospective members. 17

18 (Revised12/2/11) HISTORIAN The Historian records the ongoing activities of the organization at the state and local levels through pictures and publicity articles which are kept in scrapbook format. The Historian will: 1. Purchase scrapbooks (Gibson brand with magnetic refills, K45) 2. Organize each book according to administrative term 3. Collect Yearbooks, NewsNotes, news clippings, performance programs, pictures, and similar items of interest for the Historian s records 4. Display scrapbooks at each state convention 5. Submit financial report and receipts for expenses incurred to the State Treasurer 6. Submit report in triplicate at the June Conference 7. As an appointed officer, attend all VMTA Board meetings 8. Make available any pertinent information upon request 18

19 (Revised 12/6/11) MTNA FOUNDATION STATE CHAIR The State Chair for the MTNA Foundation will: 1. Encourage contributions to the scholarship fund. 2. Encourage and plan fund-raising events to increase contributions. Activities such as benefit recitals may be done at the local level. 3. Encourage each local organization to have a representative who understands the MTNA Foundation Program and who can aid in obtaining contributions. 4. Include articles about the Foundation and a contribution form in issues of NewsNotes. 5. Remind the VMTA President to apply for the State Travel Grant. The deadline of this is December 1 st of each year. IRS regulations make it impossible for the Foundation to issue these grants without a formal request and a copy of the VTMA budget. 19

20 The VMTA NewsNotes Editor will: (Revised 11/17/11) NEWSNOTES EDITOR 1. Prepare the VMTA publication NewsNotes for distribution to the membership. There are two issues: August/Convention issue and March/post-convention issue. 2. Work with the Treasurer in maintaining the bulk mail permit which is renewed each January. Make sure enough monies are in the postal account for the bulk mailing. 3. Send mailing labels to printer after the 8/15 MTNA run of renewals. 4. Collect material and send it on to the graphic artist. Proof the first draft and send it back to the graphic artist. Let the graphic artist know how many copies to make (usually 150 over the number of members). The newsletter will be sent to the printer for printing, lettershop and mailing. 5. Have the web master post the issue on the VMTA site. Check the site to determine which members have opted for the electronic version and send broadcast to them. August issue: deadline July 15 th 1. Include all necessary Convention information provided by the President- Elect. 2. President s report 3. Announcements of upcoming VMTA events submitted by the respective chairmen. 4. Reports as submitted by VMTA chairmen and officers. 5. Minutes of the June Business Conference. March issue: deadline January 15 th 1. Minutes of the Fall General Meeting. 2. Reports of the student auditions at the convention. These should be submitted by the respective chairmen. 3. Reports as submitted by VMTA chairmen and officers. Only accept electronic reports from chairmen - no hard copies. 20

21 (Revised 11/29/11) YEARBOOK AND NEWSNOTES ADS CHAIR 1. The Ads Chair shall solicit advertisements for use in the NewsNotes and Yearbook 2 times per year to coincide with the publication deadlines of July 1 for the Fall issue and January 15 for the Winter/Spring issue. 2. Six to eight weeks before the deadline of each publication, the Ads Chair will contact new and long-time advertisers by and attach the Ad Request form which lists ad sizes, prices, and accepted formats for publication. 3. Advertisers should send ads directly to the graphic artist in one of the preferred formats. Advertisers should be directed to complete the Ad Request form and send it, along with their check made payable to VMTA, to the Ads Chair. 4. When necessary, advertisers may send black and white camera ready artwork to the Ads Chair. The Ads Chair must then mail the artwork to the graphic artist so that it can be scanned for use in the NewsNotes and Yearbook. This should be done no less than a week ahead of the deadline. 5. The Ads Chair will proofread the Yearbook and NewsNotes to make sure all ads have been included and are the correct size in each issue prior to publication. 6. The Ads Chair will mail a copy of the NewsNotes and/or Yearbook to each advertiser included in each issue. The graphic artist must be informed of the number of each issue needed so that they can be shipped to the Ads Chair after publication. 7. The Ads Chair will collect the checks from the advertisers and will mail the checks to the Treasurer in a timely manner. 8. The Ads Chair will provide an invoice to advertisers when requested. 21

22 (Revised 12/2011) CHAIR FOR VMTA COMMISSIONED COMPOSER COMPETITION AUGUST-SEPTEMBER 1. Prepare the competition guidelines sheet/flyer for the following commission year s award, revising as needed. 2. Distribute the information to via or regular mail to VMTA Local Association Presidents, to composers affiliated with Virginia colleges and universities, and to anyone else who has indicated an interest. 3. Begin to secure three adjudicators for the following commission year s competition. OCTOBER-NOVEMBER 1. Prior to the Fall Conference, alert the VMTA Treasurer to have the commission check ready to present at the current winner s premiere performance during the Conference. 2. After the premiere of the current commission winner at the Fall Conference, request the VMTA President to formally request matching funds for the previous year s commission winner to reimburse the VMTA Treasury. 3. As entries arrive, check to be sure that scores and tapes are labeled with pseudonyms (the composer s actual name should not be discernable anywhere on the score or tape). 4. Finish securing the three adjudicators for the following commission year s competition. 5. Enter the previous year s commissioned work in the MTNA-Shepherd Distinguished Composer of the Year competition by forwarding the required scores and recordings to the MTNA Executive Director. DECEMBER 1. After the December 1 deadline, mail the entries to the first judge with instructions for adjudicating the entries and for forwarding the packet to the next judge. Each judge rank-orders the entries, sends his/her rankings to the Commissioned Composer chair, then forwards the entries to the next judge within one week of receipt. The last judge returns the entries to the Commissioned Composer chair along with his/her rankings. JANUARY 1. Tally judges rankings and determine a winner. 2. Return entry materials to the winner and other applicants with notification of results. In the notification to the winner, include three signed copies of 22

23 the commission contract with instructions for its completion and forwarding to the VMTA President. 3. Write to the judges thanking them for their participation and notifying them of the winner. 4. Write to the VMTA President with notification of the results, and requesting reimbursement for the judges and for any other expenses incurred in the course of the competition (postage, paper for flyers, etc.) 5. Forward information on the winner to VMTA Newsnotes. FEBRUARY-APRIL 1. Follow up with the commissioned winner to see that the contract is completed and forwarded to the VMTA President so he/she can send it on to MTNA to insure the timely receipt of matching funds for the commission. 23

24 (Revised 6/2000) VMTA CHAIRS OF MTNA COMPETITIONS MTNA Baldwin Jr. High Piano Competition MTNA Jr. High Instrumental Competitions MTNA Yamaha High School Competitions MTNA Collegiate Artist Competitions JUNE 1. Confirm date and time of auditions and set the deadline for submitting applications. This information will be printed in the August issue of NewsNotes. 2. Send any changes in requirements, entrance fees, etc. to the VMTA Yearbook Editor and the NewsNotes Editor by June 30 th of each year. 3. During the summer, begin recruitment of judges specifying date, approximate length of judging and fee. SEPTEMBER-OCTOBER 1. Acknowledge receipt of each application and confirm whether all requirements have bee met including the teacher s current status of membership (check with the VMTA Membership Chair who must sign Membership Verification Form). Check detailed requirements for each competition and instruments in the AMT June/July issue, remembering repertoire rules and the requirement for typed applications. Each teacher entering students must enclose one check. Also provide date and place of the auditions with directions and/or map. 2. Check with other MTNA competition chairs about the possibility of sharing judges, especially in the areas of wind instruments and strings. General Rule: 3 judges for 5 or more entries and one judge for less than 5 entries, preferably from out-of-state. Chairmen of the above events will serve together as a committee to select a panel of judges for the auditions in each instrument area. 3. Send each judge the following in writing: a. Place of the convention b. Map if available c. Time of the audition d. Location e. Repertoire list or typed program of the audition (competitors identified by no. only) f. Time of orientation session g. Confirmation of fee h. Copy of MTNA Judges Guidelines 24

25 4. Provide the VMTA Treasurer with the necessary information so checks may be prepared for presentation at the conclusion of each audition. 5. A form listing judges must be sent to the Southern Division President, Division Chairman and National Chairman. 6. Consult with the President-elect about the facilities to be used on the day of auditions, how many entries and what instrumental categories. Chairmen of each event will then be advised on practice and warm-up facilities. 7. Contact the Monitors Committee of the Local Host Chapter to organize monitoring of practice rooms prior to the competition. 8. For each instrumental section, type program and list competitors by number. Give approximate timings of each piece as listed in the application form. Photocopy enough copies for each judge. Make copies for judges, monitors and audience. 9. Contact Monitors Committee of the Local Host Chapter to organize arrangement of monitors for practice rooms and competitions. 10. Teacher and student should receive confirmation of audition schedule in writing. Students should also be informed that if they win, they are expected to participate in the next level. Each competitor should receive their competition number, time of arrival for audition and check-in location. 11. The first competitor in each audition may be asked to report one performance period in advance. Each subsequent competitor should be asked to report tow performance periods in advance. (Performance period=15 minutes for Jr. High, 30 minutes for Sr. High, and 45 minutes for Collegiate.) This advance arrival time will allow sufficient practice warm-up and will prevent gaps in the auditions if competitors decide not to appear without giving prior notice. Percussion competitors will need extra time for setting up instruments. THE COMPETITION 1. Secure practice room arrangements for competitors arriving the day before the competition with local chapter Monitors Committee. 2. Take pencils, paper, scotch tape and opaque tape to the competition. Post competition programs outside the audition room. 3. Ask the monitor to collect music and check that it has no personal identification. Use tape for masking any identification. 4. Assign someone to time each performance with a stopwatch. This may be a monitor or the chairman. 25

26 5. Meet the judges at least 15 minutes before the audition. It is suggested that the following be emphasized at the orientation session: a. Recommend competitor to proceed to Division auditions only if a minimum level of competence has been met b. Allow the competitor to choose the first piece c. Allow maximum audition time as stated per event d. Leave enough time to listen to some of each piece on the program e. Allow no conferring between judges during the auditions 6. At the end of each audition, ask a single judge of any competitor will be recommended as the winner and if there is a recommendation for an Alternate. If there is more than one judge, take a ballot for a Winner. I there is a majority, declare the Winner; if not, reballot up to 3 times before judges are allowed to confer. Follow the same procedure for naming an Alternate after having declared the Winner. 7. Announce the Winner and Alternate. Distribute comment sheets to participants or teachers. Inform each winner and give the date and place of Division auditions. (The Southern Division Chairman will send this information) and award information (cash and travel grant if applicable to go to Southern Division auditions). 8. Post names of Winners and Alternates and their teachers names on the Winners noticeboard as each audition is completed. The Winners chosen pieces must also be given to the person designated to prepare the program for the Winners Recital. 9. Ask the winners to participate in the Winners Recital at the Convention. Ask the alternate winner in piano categories to play in the Masterclass, usually conducted by the Convention Artist. 10. Give the names of winners to the VMTA Treasurer as soon as possible so checks can be prepared for presentation at the Winners Recital. The checks and certificates should be in the hands of the VMTA President by the beginning of the Winners Recital. AFTER THE COMPETITION 1. Ask the VMTA Membership Chair to sign the MTNA form listing teachers of competitors to verify that the teachers dues have been paid. 2. The typed original MTNA application, signed and completed medical release forms, 2 checks payable to MTNA for each winning student, completed signed Verification of Teachers Dues Form and copy of the form listing names of judges must be forwarded to the Division Chair by First Class Mail, 26

27 postmarked no later than 24 hours after the state audition in order for the student to be eligible for the Division Competition. 3. Submit state fees and all documented expenses to the VMTA Treasurer before the close of the convention 4. Prepare a report in triplicate for presentation at the business meeting at the Convention: one will be submitted for the March issue of NewsNotes. (If the competition is not over yet, when the business meeting is taking place, the Chairman of that event will submit 3 copies of the report to the VMTA secretary within a week.) 5. Provide all students and teachers who participated with a copy of a program, list of winners and a copy of the Winners Recital Program. 6. Certificates for Alternates, 2 nd, 3 rd Places and Honorable Mentions and the judging sheets should be given to the teacher at the convention or mailed within 48 hours if the teacher is not in attendance. Include a note of encouragement, thank them for their participation and encourage them to enter again. Alternates should be alerted to the possibility of their participation in Southern Division. 7. Provide 1 st place winners with a letter outlining their obligation as the Virginia representative to the Division Competition. A copy should be sent to the teacher and should include: a. Details of Division auditions date, location, etc. b. Name, address and phone numbers of Southern Division chairman c. Explanation of how to apply for the travel grant 8. Send a copy of the form listing names of judges to the Southern Division President. In addition, send the National Chair the following: a. Form listing names of participating contestants on the state level b. Copy of the form listing judges used at the state level c. Photocopy of state winners and alternates application forms d. A completed Student Winners Bulletin 9. Complete MTNA official lists of Winners and Alternates. Give a copy of each to the VMTA President who will write to the winners to congratulate them and give them information about travel grants. 10. When possible, attend open meetings of these events at the National Convention. If this is not possible, delegate a VMTA member who is attending to go and take notes. SPECIAL DUTIES FOR THE BALDWIN KEYBOARD COMPEITION 27

28 1. The Baldwin Chair will need to send names and addresses of all students and their teachers who participate in this competition to the president of Baldwin, Southern Division Chair and the National Chair immediately after the deadline. 2. If possible, locate a Baldwin dealer near the convention location and invite him/her to the competition and invite him/her to participate in the presentation of certificates. Some local dealers may want to present an additional award to the state winner. 3. Using VMTA letterhead, send a thank you to Baldwin dealers who support the event. 4. At the close of the competition, send the Annual State Report to the National Chair. 28

29 (Revised 11/17/11) CHAIR OF STUDENT COMPOSITION COMPETITION The VMTA Composition Contest Chair is responsible for conducting the State Composition Competition. The rules of VMTA are same as those of the MTNA and are published in the June/July issue of the AMT. MTNA has a very detailed to-do list with deadline dates, online reports, etc. on the website. The Chair will secure judges for the competition. It is important that the judges understand the competition. Therefore, the Chair should send information about the competition when contacting judges. Judges should know what is expected of them, i.e., types of comments to make to students, declaration of winners which go to the Southern Division competition and responsibility for returning manuscripts to the Chair. The Chair must meet NewsNotes deadlines to keep the membership informed of the contest. AUGUST 1. Compositions are received. Check each entry to assure all requirements have been met, forms are correctly completed and correct checks for fees have been included. 2. Send a list of teachers participating to the VMTA Membership Chair to confirm that the members are in good standing. 3. Prepare manuscripts for the judges. No names or other identifying marks should be on the manuscripts. The Chair should use a code for identification. SEPTEMBER 1. As soon as possible, return manuscripts and judges comments to students. Certificates of participation are sent to all except the first place winners; winner s certificates are presented at the Fall Convention. A list of all students and teachers participating should be included with the returned manuscript; winners should be indicated. 2. Winning students (1 st place only) are invited to perform their compositions at the VMTA Convention in the Winners Recital. 3. A list of 1 st place winners and names of their compositions should be sent to the Convention Program Chair to be included in the Winners Recital. 4. Notify the VMTA Treasurer of the names of judges so they may be paid. VMTA pays $15 for the 1 st hour and $10 for each additional hour. (Subject to change.) FALL CONVENTION Certificates and awards are presented at the VMTA Convention Winners Recital. 29

30 PRIOR TO NOVEMBER 1 st 1. Forward the winning compositions to the Southern Division Composition Contest Chair for judging at the Division Level. 2. Division winners are invited to perform at the MTNA National Convention. Travel money is available. Contact the VMTA Treasurer for detail on travel grants. 30

31 (Revised 6/2000) CHAIR OF CONCERTO COMPETITION There are two sections of the VMTA Concerto Competition: Section A high school students 18 years or younger, but not high school graduates at the time of the State Convention following the competition Section B collegiate students who are high school graduates, but who are not yet 27 years old at the time of the State Convention following the competition The date of the Concerto Competition and the application deadline are assigned at the June Conference and printed in the VMTA Yearbook approximately ten months prior to the competition. WINTER EARLY SPRING 1. Select a location for the competition several months in advance. This should be centrally located and must have sufficient room to provide areas for different instrumental categories to run concurrently. Piano auditions need two pianos with at least one being a grand. 2. Send details of the competition and the application form to submit in the postconvention issue of NewsNotes. Remind applicants to check the Yearbook for specifics on scores rental costs. 3. Secure qualified judges for the competition several months in advance. 4. Answer inquiries and receive applications and fees. 5. Check and approve submitted repertoire, remembering the money limit of orchestral parts and score. 6. After all applications are received, make up a schedule and program. This should be sent to all contestants. 7. Send the judges a copy of the judging form and repertoire list and confirm place, time and honorarium. Include directions and/or map. 8. Send the VMTA Treasurer all application fees received and request checks for judges. 9. Confirm the exact facilities needed with the college involved and arrange for piano tunings. AT THE COMPETITION 1. Secure monitors as needed and arrange for refreshments for judges lunch is needed if judges serve all day. 2. At the close of each event, announce and post the names of winners, alternates, 2nds, 3rds, and honorable mentions. AFTER THE COMPETITION 31