Provide support to the President and Executive Officers.

Actively participate in all NCMTA meetings and events.

Attend MTNA meetings/events as necessary and possible.

Plan/organize the Annual NCMTA Conference with the Local Conference Chair.  Some of the items to think about:

Suggested guidelines for planning the conference (November to October):

This assumes the conference is in late October.  Adjust as necessary.

November

• Meet with the Local Conference Chair to begin planning and create a timeline (this guideline might be used for that purpose).   
• Request the budget from the prior conference with the Treasurer.  This will help you know how many people, meals, etc. to expect. 
• Begin creating a conference budget based on the prior year(s).
• Strongly encourage the Local Conference Chair to assemble a team at their school to assist them. It is suggested that the Local Conference Chair seek one person for each of the following responsibilities:Communicate with the Piano Teachers Chair to make sure they are aware that they need to contract the guest artist and a speaker for the Friday banquet.  The Piano Teachers Chair needs to be aware that the titles and descriptions for the presentations are due at the same time all other Presenter Proposals are due.
• Hotels/accommodations/catering,
• Local sponsors/advertisers/exhibitors,
• Facilities/rooms, and
• Coordinator of student assistants (college students to assist—especially for the Friday MTNA competitions).
• Seek suggestions from all relevant Chairs with ideas on events/presentations they might want to include at the conference. This is important for them to consider now—especially if they will be seeking any funding.
• Update the budget plan for the upcoming conference.
• Update the Presenter Proposal Form and get it on the website.  Be sure to include a deadline (early May?).

December

• Local Conference Chair should have created a listing of the available rooms for the conference.  Included in this listing should be the basic size of each room, the number of people each room can hold, the type and quality of the piano, the technology in the room, and the general appearance.
• Remind the Local Conference Chair that they should remind their faculty that they need to send Presenter Proposal Forms to the President Elect (Conference Chair) prior to the date that other presenter proposals are due.

January

• On-site visit.  Meet with the Local Conference Chair at the conference location and begin planning the best use of spaces.  Request a small stipend to do this from the board.
• Create a spreadsheet to begin planning the conference (with rooms, times and days).  Electronically share this document with the Local Conference Chair (GoogleDocs or Dropbox?).
• Create a rough draft of the schedule using the information and suggestions from the prior conference.
• Communicate with the relevant Chairs about planning presentations/events for inclusion in the conference. Again, this information is needed prior to the date that the Presenter Proposal Form is due.
• Finalize, with the Piano Division Chair, the guest artist.  Determine if there will be one or two presentations, and a master class so those can be scheduled.
• Contract other guest presenters if necessary.

February

• Hotel information, including discount codes, should be acquired. 
• Seek sponsors from throughout the state (especially local NCMTA organizations?) and nation (publishers?).  Consult with the Editor on this.  This can be delegated.
• Get a list of possible local sponsors/advertisers from Local Conference Chair and begin contacting them.  Consult with the Editor on this.  

March

• Remind the Local Conference Chair that they should remind their faculty that they need to send in Presenter Proposal Forms to the President Elect (Conference Chair) prior to the date that others are due.
• Begin contacting possible sponsors and exhibitors.
• Attain information on who, from the hosting institution, will provide the formal welcome at the Friday banquet.

April

• Update the schedule as necessary.
• Write an article for the website and the May Bulletin announcing the guest artists and presenters and include hotel information.
• Finalize catering choices so they can be added to the Registration Form.  Add 10-20% to the prices on the registration form to cover guest meals, taxes, and additional expenses. 
• Finalize special presentations/meetings by communicating with the following Chairs: Piano; Voice; String; WW/Perc/Brass;  Composition/Theory; Organ/Harpsichord; MTNA Certification; Planning Senate; College Faculty; Independent Music Teachers; Arts Awareness & Advocacy; and Student Activities.  Remind them that you need all the information requested on the Presenter Proposals Form regarding their events, and that they are due when all the other Presenter Proposal Forms are due. 

May

• Update the schedule as necessary.
• The Registration Form should be on the website sometime during this month.  Be sure to have the Registration Form approved by the Treasurer beforehand.
• Presenter Proposal Forms should be due by this point so that final decisions can be made regarding the schedule.
• Touch base with the Piano Contest Director to make preliminary plans for the Honors Recitals.  You will need to decide how many recitals, how long they will be, and how much time is needed to set-up for each recital. 
• Edit the Conference Sponsor/Advertiser Information with the Treasurer and Editor.
• Determine who will take care of the banquet centerpieces/decorations, preferably a local MTA.  Negotiate a budget for this. 

July

• Finalize the times for the Piano Honors Recitals with the Piano Contest Director on this.  The forms are due to the Piano Contest Director around July 1. 
• Update the schedule as necessary.
• Work on the schedule so that it can be published in the September Journal and revised for the Conference Bulletin (Section 1).  This is  involved, but can be started in May.

August

• Finalize the schedule so that it can be published in the September Journal and revised for the Conference Bulletin (Section 1). 
• Write an article for the website and the September Bulletin with the final details.  The Registration Form should have been on the website in May.
• Be sure that directions to the hosting institution are on the website. 
• Get a map of the campus—or at least the portion of campus that will be utilized for the website and the Conference Bulletin.  
• Keep in close contact with the MTNA Competition Chair regarding the scheduling of rooms.
• Be sure you have all information about the banquet speakers for the Conference Bulletin.
• Update the schedule as necessary.
• Check with the Local Conference Chair to make sure that student monitors have been assigned to assist on Friday.  Encourage the MTNA Competition Coordinator to work directly with the Local Conference Chair on this.   

September

• Tie up any loose ends with the Local Conference Chair (plan signage, make sure tables and tablecloths have been ordered, that pianos will be tuned and ready, etc.).
• Keep in close contact with the MTNA Competition Chair regarding the scheduling of rooms.
• Finalize the list of sponsors and exhibitors.  Communicate with the Treasurer and Editor on this.
• The final copy of the schedule for the Conference Bulletin is due!
• Be sure to order enough copies of the Conference Bulletin so that all guest presenters and sponsors get a copy.  At least make a copy of the relevant pages for each presenter who is not an NCMTA member.
• Confirm tables and tablecloths have been ordered with the Local Conference Chair.
• Have Local Conference Chair confirm appropriate custodial service during the conference.

October

• Finalize the numbers for meal choices and get them to the catering company—usually a week or so before the conference.
• Assist in the final Conference setup as necessary.
  

Vice President (Membership)

The Secretary’s job is to record minutes and keep records. One job term lasts two years. During this term, the Secretary should be present to take minutes at the three regular board meetings each year and at the general business meeting held during the annual fall conference. The minutes should be submitted to the entire board of directors via email within 10 days of each meeting. Members may submit corrections by email or at the following meeting. The Secretary should update the minutes with corrections as received until the minutes are approved.

• As stated above, the minutes should be submitted to the entire board of directors via email within 10 days of each meeting.
• The latest version of the minutes should be emailed to the president two weeks before the next meeting
• Once the minutes are corrected and approved, they should be sent promptly to the Webmaster to be posted online. Contact information for the Webmaster is listed on the NCMTA website.
• Minutes for the general business meeting should be submitted to the Editor of the NC Music Teachers Journal no later than two months before the date of the fall conference. Contact information for the Editor is listed on the NCMTA website.
• As a courtesy, if any board member does not have email access and is unable to attend a meeting, the Secretary may mail copies of the minutes and all reports to that member.

Format for Minutes:

• List date and location for each meeting
• List members in attendance
• Include time of the call to order
• Consider breaking up the minutes into at least these four headings: Items from the President, Reports, Old Business, and New Business. More subdivisions are just fine, but using a minimum of four helps to organize the minutes and make them readable.
• Include time of adjournment

Content:

• The NCMTA board has found it helpful if the Secretary includes a description of the most important points in each report. If a report is extremely short, it is sufficient simply to note that the report was given, without a summary. A lengthy or particularly important report, especially if changes are discussed or motions are made, may need a longer description.
• According to Robert’s Rules, it is not necessary to include the name of the person who seconds a motion, but it should be noted that the motion was seconded.
• Unless withdrawn, all motions should be included in the minutes, whether they passed or not.

Record Keeping:

• All the minutes, in addition to being emailed to the Board of Directors and to the Webmaster, should be printed and filed in a dedicated binder after they have been approved.
• The Secretary is in charge of this binder during his or her term, and should pass it to the incoming Secretary when that term ends.
• All reports for each meeting should be sent to the Secretary in electronic form, and/or collected in printed form at the meeting. The Secretary should file these in the binder with the corresponding minutes.
• At the beginning of each calendar year, the Secretary should make a separate document listing all the motions that were made and passed during the previous year. One copy should be emailed to the President and another filed in the binder.
• If any records are missing and cannot be located, check for hard copies on file at the Wilson Library at UNC-CH.

• Provide guidance for the current NCMTA President
• Attend NCMTA Board meetings
• Term:  2 years
• In even-numbered year, chair the nominating committee to compile a slate of new NCMTA Executive Board officers. The committee is appointed by the President and is made up of the Past President and 4 active NCMTA members. The nominating committee can meet at the annual state conference and/or correspond by email or telephone.
• Present the new slate of officers at the annual NCMTA state conference general meeting which falls on the following odd-numbered year

Webmaster

The NCMTA webmaster maintains the www.ncmta.org website and is responsible for a functional site, organizing content and updating information as received from board members. The webmaster also ensures that the domain name and hosting package are current with payments to Network Solutions.

1. Be Knowledgeable

• Be aware of procedures for procuring an application packet and making an application for MTNA Certification
• Be able to explain application brochure and procedure
• Review the renewal points folder and know of activities that will count for certification renewal points
• Answer any questions regarding the MTNA Professional Certification Program or know where to refer them for an answer

2. Be a Communicator

• Serve as liaison to local certification chairman--Provide them with ideas for promoting certification
• Recruit candidates for MTNA Professional Certification
• Write a regular article for your state's newsletter/magazine
• Answer all inquiries about certification promptly and pleasantly
• Encourage retention of NCTM through the MTNA Professional Certification Renewal program

3. Be Available

• Recruit candidates for MTNA Professional Certification
• Offer to provide a certification program for local associations

4. Be Visible

• Provide a certification display for your state convention
• Organize a question/answer or other certification information session at a state workshop or as part of the state convention
• Secure mentors, when requested, for candidates applying for MTNA certification
• Acknowledge the names of those newly certified in the state at state convention, and present with certification pin

5. Be an Organizer

• Arrange for time and place at state convention to proctor examinations
• Administer Proficiency and Certification Examinations at State Conventions

• Preside at the Planning Senate meeting at the NCMTA annual state conference
• Attend NCMTA Board meetings and present Planning Senate reports as necessary
• Term:  3 years
• Elections for new Planning Senate chair: every 3 years at the annual Planning Senate meeting
• Make-up of Planning Senate:  current and all past NCMTA Presidents
• Purpose:  offer suggestions and provide guidance for the NCMTA Board

Editor, NC Music Teacher

Overall Responsibilities:

• Solicit ads for the journals and the Conference Bulletin (CB)
• Collect information from board members for the journals and CB.
• Submit information for design and printing.
• Proof publications before printing
• Send invoices for ads

June

• Send reminder to advertisers with prices, deadlines, specifications for the coming year

July

• Send reminder to advertisers with prices, deadlines, specifications for the coming year
• Start receiving ads for the Sept. journal, and remind those who haven’t contacted me
• Send reminder to board members about the August 1 deadline for the Sept. journal

August

• Collect information from board members for the Sept. journal.  The enclosures for the Sept. issue are as follows:

• Prepare the information to submit for design and printing.
• Collect all ads for the Sept. journal – double check the sizes for journal/CB
• Send reminder about the Sept. 1 deadline for the CB.
• Proof the Sept. journal.
• Mail the Sept. journals

September

• Collect the information for the CB.
• Contact advertisers for ads (correct size)
• Prepare all the information for design and printing
• Proof the CB
• Provide for the CB’s to be at the board meeting and Conference
• Send ad invoices if not already done so

October

• CB’s to the Conference
• Be sure all exhibitors get a Conference Bulletin
• Continue to collect for ad invoices

November

• Continue to collect for ad invoices

January

• Contact advertisers and encourage ads for the May journal

March

• Send reminder to board members about April 1 deadline for May journal

April

• Collect information from board members for the Sept. journal.  The enclosures for the May  issue are as follows:

• Prepare the information to submit for design and printing.
• Collect all ads for the May  journal – double check the size for journal

May

• Contact advertisers with prices, deadlines, specifications for ads for the coming year
• Proof the May journal, and send it to the printer
• Invoice any advertisers who have not paid for this year
• Solicit new advertisers
• Mail the May journals.

Piano Teachers Chair

Contest-Festival Repertoire List:

• Assemble the selection committee, usually consisting of five members including yourself.  The previous Piano Section Chair is often included on the committee, for the first year. 
• The four members of the committee beside yourself can be assigned to each of the four sections of the list (Jr A, B, Sr A, B) to review and make suggestions for revisions.  Once the committee is constituted, most of this work will be done by the individual committee members in advance of the first (and hopefully, only) face-to-face meeting of the committee.  This meeting typically happens in January. NCMTA pays the mileage for the committee.  Ask the members to report the mileage to you, so that you may report it to the treasurer for re-imbursement.
• Go back to the list from seven years previous to begin construction of a new list.  The previous list should be updated, especially in the 20^th century section to reflect new additions to the repertoire.  Historical lists will be forwarded from Chair to Chair.
• Include musical incipits for each of the selections.
• The January meeting should result in the first draft of the new list.  The next step is to have a music store employee research the list on availability of editions, and check for errors. 
• Ideally, the list should be on the Website by February.
• The list should also be submitted to the editor of the NCMT for publication in the May Journal.  The Piano Contest-Festival Rules are also published in the May NCMT.

Conference:

• The primary responsibility of the Piano Section Chair is to select the conference artist, usually a pianist.  The NCTMA board must approve the Conference Artist and fee.  Host the conference artist, arrange for hospitality and ground transportation while he/she is here.  The conference artist’s fee is $2000.  They are responsible for their own airfare.  We cover lodging and meals.  The $2000 covers their concert and all extra sessions they give.
• In addition to the concert, the conference artist usually teaches a Saturday afternoon master class, and does a session on Saturday and Sunday morning.  Arrange for the students who perform in the Master Class.
• Conference artist timeline. By February, you should receive a photo and "bio" to be included in the May NCMT magazine (This same photo and "bio" may be used again in the September NCMT magazine and in the conference bulletin. By May, you should make hotel reservations for the Conference Artist for the fall conference.  (NCMTA will pay for the room. By July, you should have the recital program from the Conference Artist to be printed in the September NCMT (deadline July 15), and also to be sent to the NCMTA Vice-President (Conference Chair) in order for it to be printed in the convention bulletin. By August, you should have the flight agenda from the Conference Artist. Send to the Treasurer a detailed agenda for the Conference Artist: hotel location and fee (how many nights) and number of conference meal tickets needed. See that publicity information is available to the Local Convention Chair. Arrange with the Local Conference Chair to have the recital program printed by the Conference College or university. Check with the Local Conference Chair concerning microphone, podium, etc. for the Piano Section Sessions.
• Preside over the piano section meeting.  Should be conducted according to Roberts Rules.  Agenda items:  Reading of the minutes of the previous year's meeting. Report of Vice-Chair of Workshops. Report of Contest Director. Announcements. Old Business, New Business.
• Piano Section Banquet    Preside at the annual Piano Section Banquet. Make arrangement for the speaker or a musical program. Arrange with the Local Convention Chairman for the head table

Other:

• Prepare a piano section letter, to be published in the May Journal.  April 1 deadline
• Select a Piano Section Nominating Committee (3-4 members) at the even-year conference.  The committee will nominate a Piano Section Chair, Vice-Chair and Secretary.  (Encourage the committee to make a decision at the conference, in order to avoid extra expenses.) Officers are elected in odd-year Conference and serve through the next odd-year conference.
• Attend January board meeting, May board meeting, and board meeting in connection with the conference.  Make reports at each of those meetings.

Workshops:

• The Vice chair is responsible for identifying Fall clinicians by the January Board Meeting, selecting the dates and coordinating the on site arrangements.
• Workshop information should be submitted by the April 1 deadline for publication in the May journal.
• Workshop information should be sent to the NCMTA Webmaster.

Voice Teachers Chair

I.    Annual State Conference

   a.     Arrange (preferably 2 or more) sessions pertinent to vocal instructors (prior to May deadline)

            i.    Decide presenters for each session

                  1.  If presenter is an NCMTA member or Faculty member of the host school, they will not be financially compensated

                  2.  If presenter is not an NCMTA member or host school faculty, a small stipend may be given

            ii.  Ensure presenters have all necessary equipment, i.e. piano, power-point equipment, hand-outs, etc.

            iii.  Arrange for an accompanist, if needed.  A small stipend may be given.

            iv.  Confirm date, time and location with presenter and accompanist prior to conference

   b.  Arrange for Presiders for each section. 

            i.  Inform presiders of time and location of session.

            ii.  Inform presiders of any special needs of the presenter.

            iii.  Share the following instructions with the presider:

                  As a presider, please be sure to do the following:

1) Get to the room a little early to make sure it is set-up

2) Assist the presenter with any last-minute details (handouts, etc.)

3) Get assistance from someone if there is a problem with the technology in the room

4) Give a very brief introduction to the speaker (often, you can just refer to the page in the Conference Bulletin) and welcome them.

5) Close the session at the appropriate time by thanking the speaker.  You will want to coordinate with the speaker how to do this (perhaps give a 10 or 5-minute warning signal?).

6) Assist the presenter in quickly cleaning things up so that the next session can begin on time.  

   c. Advertise to local voice instructors and voice teacher members about conference.

                                           i.    Possible forms of advertisement include, personal emails, phone calls, post cards

                                          ii.    Advertising materials may be subtracted from the voice section budget

   d.  Arrange and preside over Voice Section Business Meeting

II.    Voice Festival

   a.  Assist Voice Festival Director in any needed areas

III.    Budget

   a.  Maintain spreadsheet of income and expenses for the voice section

   b.  All income checks should be made payable to NCMTA

   c. Contact Treasurer to distribute funds when needed

IV. Other

   a.  Attend all NCMTA board meetings (Feb, May, Oct)

   b. Write article for the May NCMT Journal and submit to the editor. (March)

String Teachers Chair

• Regularly attends board meetings and important related meetings
• Volunteers for and willingly accepts assignments and completes them thoroughly and on time
• Stays informed about committee matters, prepares themselves well for meetings, and reviews and comments on minutes and reports
• Gets to know other committee members and builds a collegial working relationship that contributes to consensus
• Coordinate string related activities for the State Conferences
• Actively recruit prospective members

WW/Perc/Brass Teachers Chair

In accordance with the NCMTA constitution, the chair of the Woodwinds, Brass and Percussion section will advocate fully for activities and interests appropriate for his/her section and area of expertise, in accordance with the Executive Board.  Additionally, the chair may also seek vice chairs and other appropriate positions to further the interests of his/her respective area.  The chair of the Woodwinds, Brass and Percussion section will work to fully integrate wind and percussion instrumental music, teaching and ancillary activities, including recruitment of wind and percussionist membership, into the totality of the NCMTA activities.

Composition/Theory Teachers Chair

1. Commission a new work
2. Young Composers Contest
3. MTNA Composition Competition

Timeline for Commissioned Composer:

• Notify Chris Goldston and Linda Stump at MTNA to add you to their email list.
• Read rules and regulations regarding commissioned composer at MTNA.org.
• At least 10 months before Stake Conference, find commissioned composer (some states find them 1 - 2 years in advance. Past commissioned composers can be found at NCMTA.org.
• Let composer know amount of commission they will get, date of State Conference, the possibility of composition advancing to a national level, and the general rules of the commission.  Refer them to the information at MTNA.org regarding the commissioned composer.
• Fill out 3 contracts for composer, send all 3 to composer to sign, composer then sends all 3 to State MTA President, State MTA president sends to MTNA.
• MTNA signs all 3 copies, keeps one, mails one to composer, and one to State MTA President.
• Establish time that Commissioned work will be performed at the State Conference.
• As state conference is being planned, make sure someone is scheduled to record the commissioned work.  Also make sure there is time planned in conference schedule for rehearsal of commissioned work (if the room can be blocked off 2-3 hours before recital, it is helpful).
• Composer sends composition to Composition Chair at least 4 weeks before premier performance.  (6 weeks before is even better.)
• Important step - State MTA President must notify MTNA AT LEAST 4 WEEKS before premier performance that commissioned composition has been received and premier performance has been established in order to receive $750 from MTNA.
• MTNA will send a check for $750 to State MTA. State MTA will add $750 to that so that composer will be paid $1500 at premier performance.
• Make sure a recording will be made at premier performance.
• Print recital programs a few days before program (including winners of the MTNA Composition Competition).
• Give check to commissioned composer at premier performance.
• Send recording and commissioned work to MTNA by December 1st so that work can compete nationally.
• File a 1099 and a 1096 form for payment made to composer.

Young Composers Contest:

• Post entry deadline at NCMTA.org.
• Make sure mailing address of where compositions are to be mailed to is posted at NCMTA.org.
• Secure judge 3-6 months before entry deadline.  Only 1 judge is needed.
• After entries are received, mail to judge.  Give judge approximately 3 weeks to judge and mail back.
• Notify all teachers of winners.
• Send check to judge.  YCC judge is currently paid $15 per composition.
• Let teachers know when the Young Composers Recital will be.
• When State Conference is being planned, block off at least 1 hour before Young Composers Recital for students to come early and rehearse their compositions.
• Give certificates and judging comments to students.  These can be mailed, or given to students at the Young Composers Recital.
• Prepare program for the NC Young Composers Recital.

MTNA Composition Competition:

• Review rules for competition at MTNA.org
• Post entry deadline at NCMTA.org.
• 3-6 months before entry deadline, secure 3 judges.  Judges cannot be the same ones used previous year.  Only 1 judge may be needed if there are only a few entries.  (See rules.)
• When MTNA gives you access to portal, fill in information for judges.
• All submissions are made online as a pdf.  All judging is done online.
• After submission deadline, give judges access to portal.
• Make sure judges know when compositions must be judged by.
• After judging is done, send emails to students notifying them of winners.
• Send checks to judges.  Judges are currently paid $25 per composition.
• Help winners schedule rehearsal time in recital hall before the performance, if needed.
• Prepare program for the recital.  (The winning students and honorable mentions will perform on the same recital as the commissioned composer).
• Prepare certificates for winners and honorable mentions.  These may be mailed or given at recital.
• If there is a State Representative, do not give them a certificate (MTNA rules). A State Representative occurs when only one student enters a category.  Their work will not be advanced to the national level.  Composition Chair and State MTA President may decide if a State Representative will be invited to perform at recital.

Piano Contest Director

The Piano Contest-Festival Director oversees all of the NCMTA Piano district and state contest-festivals by organizing judges, sending and receiving paperwork and emails from district and state chairs, coordinating honors recitals for the state conferences, attending NCMTA Board Meetings, and through completion of many other detailed tasks (included in the job schedule below).

October (When you begin)

• Attend the Thursday evening board meeting at the State Conference

            You will be introduced as the new director

            Get a good supply of stationary and envelopes

• Get the President’s signature to be used on certificates (This can be done at the Conference or electronically at another date.)

November/December

• Send out [Prospective Judges Email] to [Email Addresses of Prospective Judges]
• Have new certificates printed for both district and state contests. (Use last years statistics of entry numbers for estimate. Blue certificates for District Contests and Gold Certificates for the State Contests.) (You may use Quick Copy Shop if you wish. (704)647-2020, PO Box 1527, Salisbury, NC 28145, Account #31 has it on file. When you call them, ask about sending the President’s signature to be included.)
• Also Purchase Gold and Silver Seals as needed. Use last year’s estimates. (Can also be purchased from Quick Copy Shop.)
• Email all district and state chairpersons just to introduce yourself and remind them to secure piano studios at their campus music department if they have not already.

January (first week)

• Send [District Chair Instructions] and [District Registration Form] to all district chairpersons.
• Secure all Judges for District and State Contests. (You can use [Email Confirmation to Judges] as a model.

You can use [2013 Contest Judges-Chart] as a tool to help you organize for future years.

Give them the date and location of their judging assignment and let them know that their district or state chairperson will be contacting them with more information.

Be sure to ask for an updated Bio, updated mailing address.

January (last week)(Or February first week)

• Verify and send district contest checks from Contest applications (received from Chairpersons) to the NCMTA treasurer.
• Send 1^st Email to all district chairs including the following 10 documents:

                        -Financial Form District

                        -Entry List Form District

                        -Journal Stats Form District

                        -Count Sheet District

                        -Superior Form District

                        -State Application

                        -Rating Form

                        -MTNA Music Release Form

                        -Monitors Instructions District

                        -Judges Instructions District

• Send 2^nd email individually to each district chairperson including the following items: Judges contact information for judges assigned to the district, including addresses, emails, phone numbers, etc. and Bios of each judge assigned to the district.

• Send via regular mail Certificates and Seals (send about 10 extra)

February (last week or first week of March)

• Send [State Chair Instructions] and [State Registration Form] to all district chairpersons.
• Send 1^st Email to state chairs including the following 10 documents:

                        -State Financial Form

                        -State Entry List Form

                        -State Journal Stats Form

                        -State Superior Form District

                        -State Rating Form

                        -MTNA Music Release Form

                        -State Monitor Instructions

                        -State Judges Instructions

                        -Teachers Superior Recital Entry

                        -Student Superior Recital Invite

• Send 2^nd email individually to each state chairperson including the following items: Judges contact information for judges assigned, including addresses, emails, phone numbers, etc. and Bios of each judge assigned.

• Send via regular mail Certificates and Seals (send about 10 extra)

March

• Receive final reports from district chairpersons
• Tabulate district final reports for the May NCMT [May Journal District Results]. Send to editor.
• Send PCF Rules [May Journal Contest Rules Updated for 20xx-20xx) (including any necessary updates) to the editor for printing in May Journal.
• Write thank you letters to district judges as districts are completed. [Judges Thanks] and mail letters and [Treasurer Judges Pay] to NCMTA Treasurer. She will add the honorarium checks and mail them to the judges.
• Write thank you letters to district chairpersons [Chairperson Thanks] and mail letters to the NCMTA treasurer. Indicate the amount each chairperson needs to be reimbursed on a separate sheet when mailing to the treasurer. She will enclose the reimbursement checks when mailing out to each chairperson.
• Send [Superior Recital Entry Form] to webmaster for inclusion on PCF webpage.
• Verify and send state contest checks from Contest applications (received from Chairpersons) to the NCMTA treasurer.

April

• Write thank you letters to state judges, [Judges Thanks] and mail letters and [Treasurer Judges Pay] to NCMTA Treasurer. She will add the honorarium checks and mail them to the judges.
• Write thank you letters to State chairpersons [Chairperson Thanks] and mail letters to the NCMTA treasurer. Indicate the amount each chairperson needs to be reimbursed on a separate sheet when mailing to the treasurer. She will enclose the reimbursement checks when mailing out to each chairperson.
• Receive final reports from state chairpersons
• Tabulate state final reports for the May NCMT [May Journal State Superior Results]. Send to editor.

May (April, May, June, as needed)

• Discuss with Conference Coordinator: How many recitals are needed and possibilities for times and days of honors recitals during the fall state conference.

Summer

• Confirm new district contest dates, locations, any new chairpersons. District Chairs are responsible for finding replacement if they will not continue.
• Coordinate with the State Chairs their place and date.
• Send to the NCMT Editor the Contest Information [September Journal Dates and Chairs] and Contest Registration Form [September Journal District Application] to be printed in the September Journal.

September

• Organize Conference Recitals and create conference recital programs drafts.
• Inform teachers of their students’ performance times and ask them to confirm spelling and repertoire. Give them details on location and specific instructions to pass along to their students for recital day.
• Finalize conference recital programs and print programs (around 3 for each student).

October

• Responsible for Recitals. Prepare brief opening and closing remarks. Having name tags for student chairs so that students will sit in the order that they perform.

NC Scholarship Fund Chair

October (Before the fall NCMTA Conference)

• Prepare the NCMTA Scholarship Foundation Report for the fall NCMTA Conference Board Meeting
• MTNA/NCMTA Conference Performance Winners Information:

Remind NCMTA Competition Chair that you will need the following information after the Fall NCMTA Conference:

                                    -Winning Student Name

                                    -Mailing Address

                                    -Performance Category

Remind the NCMTA State President that you will need a “generic” Congratulatory Letter after the Fall NCMTA Conference          

October/November (After the Fall NCMTA Conference)

• Secure all Winning Student’s contact information from the NCMTA Competition Chair  
• Secure the State President’s Congratulatory Letter
• Mail $50.00 checks to each Winning Student with the Congratulatory Letter

January (NCMTA Board Meeting)

• Prepare the NCMTA Scholarship Foundation Report for the NCMTA January Board Meeting
• Meet with the NCMTA State President, NCMTA Treasurer, and NCMTA Past President to determine the award amount for each performing student at the MTNA Southern Division Competitions and the MTNA National Competitions.

January (After the MTNA SD Competitions: Martin Luther King Weekend)

• Secure the names of all NCMTA students who performed at the MTNA SD Competitions from the MTNA SD Competitions Chair
• Secure the NCMTA State President’s Congratulatory Letter for the MTNA SD Winners
• Mail checks (January NCMTA BOD approved amount) to each student who performed at the MTNA SD Competitions
• Mail checks (January NCMTA BOD approved amount) to each Winning Student with the Congratulatory Letter

March/April (After the MTNA National Competitions)

• Secure the names of all NCMTA students who performed at the MTNA National Competitions
• Secure the NCMTA State President’s Congratulatory Letter for the MTNA National Winners
• Mail checks (January NCMTA BOD approved amount) to each student who performed at the MTNA National Competitions
• Mail checks (January NCMTA BOD approved amount) to each Winning Student with the Congratulatory Letter

May (NCMTA Board Meeting)

• Prepare the NCMTA Scholarship Report for the NCMTA May Board Meeting

College Faculty Chair

• Provides opportunities for communication and collaboration on professional issues affecting college music faculty.
• Fosters professional engagement among NCMTA college faculty members through the posting of information, scholarly articles, and workshop/masterclass videos on the state website.
• Encourages interaction among NCMTA college faculty members through offerings of workshops or presentations at state conference, the creation of a state guest lecture/presenter list, and other avenues as identified by the current chair.
• Maintains a current list of music department heads/contact in higher education schools across the state of North Carolina, including address, phone, and email; the list should be brought up-to-date at the start of each new school year, with adjustments made for administrative changes.

Timeline:
Summer: contact state conference chair about College Faculty session for upcoming fall state conference (lunch, workshop, masterclass, etc.)

August (beginning of school year): update music department heads contact list
Quarterly or on schedule as determined by current chair: solicit contributions for articles, videos, etc. to be posted on the college faculty section of the NCMTA website

MTNA Competition Chair

See MTNA guidelines.

Technology Chair

Young Artist Competition Coordinator

Reports to MTNA Competitions Chair and follows MTNA yearly guidelines for competitions.

Senior Competition Coordinator

Reports to MTNA Competitions Chair and follows MTNA yearly guidelines for competitions.

Junior Competition Coordinator

Reports to MTNA Competitions Chair and follows MTNA yearly guidelines for competitions.

Independent Music Teachers Forum Chair

This forum provides opportunities for communication and collaboration affecting the independent teacher. It also offers a $500.00 scholarship to an independent music teacher to be used for advanced study. It has been customary for IMTF to present a program at the annual NCMTA Conference. These programs have taken place at breakfast in the past and at lunch this year, 2012. At this meeting, the winner of the IMTF scholarship is presented that award.

• Application for IMTF Scholarship must be sent to NC Music Teacher editor by April 15th to be published in the May journal.
• September 1st is the deadline for scholarship applications. All entries are to be reviewed by a committee of qualified music teachers who will select the recipient. The winner is notified and is presented the award at the IMTF meeting at the upcoming conference.
• The IMTF Chair plans the program for the yearly meetings and coordinates the times, venues and meals with the President-elect, the Conference chair.

Historian

Collect and deposit all NCMTA Archive materials at the Wilson Library, UNC Chapel Hill, 4^th floor. (Conference Recital Programs, Executive Board Reports, Minutes, and the State Conference Handbook. )  May and September Journals are deposited on the 1^st floor.

A NCMTA Yearbook is made each year by the Historian.  Take photos at the conference of NCMTA Superior Winners, Conference Artists and Clinicians, Commissioned Composer, IMTF Scholarship Award Winners, Teacher of the Year Winner, Lifetime Achievement Award Winner, group picture of Past Presidents, and snapshots of the members. Include photos and all recital programs in the yearbook.  The Yearbooks are kept by the Historian and displayed on a table each year at the Conference.

Update the NCMTA Historical Website Page with the Commissioned Composer and Commissioned Work, National MTNA Winners, IMTF Scholarship Winner, Teacher of the Year, and all Outstanding MTNA Awards given to members.

Arts Awareness & Advocacy Chair

MTNA works with affiliated state and local associations to increase community awareness of the importance of music study and the professionalism of music teachers.  The MTNA publication “Community Outreach and Education for the Arts Handbook” is available for purchase from MTNA National Headquarters.  This handbook includes valuable information for promoting music and the other arts in our schools and communities.

Possible avenues of exploration for the AAA Chair:

Student Activities Chair

The main objective of this position is to build a community of collegiate music students who might be considering a career in music teaching and to promote their participation in various activities organized by NCMTA.  The following is a list of the goals for this position:

• To create events that will be of interest to students enrolled in collegiate music programs at the state conference and other times of the year
• To communicate with directors of college music programs to encourage student chapters
• To encourage and assist students to establish collegiate NCMTA chapters in universities and colleges in the state

-The Chairman will direct future chapter organizers to the website for the details of what steps need to be taken to form a chapter.

• To work with the leaders of collegiate chapters to determine events at their schools and support communication between the various collegiate chapters
• To compile/update a list of all the directors of NC college music programs with addresses, phone numbers, and email addresses

Constitution/Handbook Chair

Coordinate any proposed amendments/additions to the NCMTA Constitution/ByLaws. Obtain and update job descriptions for all members of the NCMTA Board of Directors.  Coordinate with the webmaster the linkage of BOD job descriptions on the NCMTA website.

NCMTA Local Presidents

Local Presidents serve as the link between local associations and the state association.

NCMTA Local Conference Chair