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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 ..................................................................................................... 10 RECORDING SECRETARY OF VMTA ............................................................................................................ 12 TREASURER ............................................................................................................................................... 13 STATE CHAIR FOR THE LOCAL ASSOCIATIONS OF VMTA ........................................................................... 15 CERTIFICATION CHAIR ............................................................................................................................... 16 LOCAL CHAPTER  PRESIDENT .................................................................................................................... 17 HISTORIAN ................................................................................................................................................ 18 MTNA FOUNDATION STATE CHAIR ........................................................................................................... 19 NEWSNOTES EDITOR ................................................................................................................................ 20 YEARBOOK AND NEWSNOTES ADS CHAIR................................................................................................. 21 CHAIR FOR VMTA COMMISSIONED COMPOSER COMPETITION ............................................................... 22 VMTA CHAIRS OF MTNA COMPETITIONS .................................................................................................. 24 MTNA Baldwin Jr. High Piano Competition .......................................................................................... 24 MTNA Jr. High Instrumental Competitions ........................................................................................... 24 MTNA Yamaha High School Competitions ............................................................................................ 24 MTNA Collegiate Artist Competitions ................................................................................................... 24 

CHAIR OF STUDENT COMPOSITION COMPETITION .................................................................................. 29 CHAIR OF CONCERTO COMPETITION ........................................................................................................ 31 CHAIR OF DISTRICT AUDITIONS ................................................................................................................. 33 COORDINATOR OF DISTRICT AUDITIONS .................................................................................................. 35 CHAIR OF STATE AUDITIONS ..................................................................................................................... 36 CHAIR OF INDEPENDENT MUSIC TEACHERS FORUM ................................................................................ 37 KEYBOARD SKILLS CHAIR ........................................................................................................................... 38 SIGHTREADING CHAIR ‐ PIANO ................................................................................................................. 40 THEORY CHAIR .......................................................................................................................................... 41 STATE MUSIC FESTIVAL COORDINATOR .................................................................................................... 42 YEARBOOK CHAIR ..................................................................................................................................... 45 WEBMASTER ............................................................................................................................................. 47 COLLABORATIVE CHAIR ............................................................................................................................ 48 SIGHT READING‐SINGLE LINE INSTRUMENTS............................................................................................ 49 INSTRUMENTAL SKILLS ............................................................................................................................. 50 PARLIAMENTARIAN .................................................................................................................................. 51 

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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.

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(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

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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 web-site 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.

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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 1st 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 $500.

5. 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.

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(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

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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

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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.

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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)

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(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 15th), the renewing members sheets should be kept (and duplicate sheets for new members

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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.

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(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.

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(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).

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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.

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(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

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(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.

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(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.

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(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

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(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 1st 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.

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(Revised 11/17/11) NEWSNOTES EDITOR

The VMTA NewsNotes Editor will: 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 15th 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 15th 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.

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(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 e-mail 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.

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(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 email 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

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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.

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(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 30th 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”

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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.

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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,

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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, 2nd, 3rd 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 1st 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

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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.

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(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 (1st place only) are invited to perform their compositions at the VMTA Convention in the Winners’ Recital.

3. A list of 1st 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 1st hour and $10 for each additional hour. (Subject to change.)

FALL CONVENTION Certificates and awards are presented at the VMTA Convention Winners’ Recital.

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PRIOR TO NOVEMBER 1st 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.

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(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 post-convention 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

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1. Within 48 hours of the close of the competition, mail a letter with results of all events, names of judges and information about the Winners’ Concerto Concert to each participant and teacher involved.

2. Send the same report to the VMTA President and President-Elect. SUMMER-SEPTEMBER 1. Prepare a complete report in triplicate (number of entries, financial details,

judges, suggestions for the future, etc.) for the June Conference. Submit a copy of this report electronically to the NewsNotes Editor.

2. Check the VMTA Yearbook and see if the rules need up-dating. Be sure the Yearbook Chair has any up-dated information, i.e., date of competition, postmark deadline for submitting applications, location of the competition and name and address of Chair. This information must be sent to the Yearbook Chair by June 30 and refers to the competition taking place the following spring.

3. During late summer, consult with the conductor of the Concerto concert concerning scores and parts needed for the Convention concert. Any not available to the conductor must be provided.

4. Explore free sources first; if not available on loan, arrange for rental. 5. Set up a rehearsal scheduled with the conductor and notify (in writing) all

students involved. Include date, time and location of the Winners’ Concerto Concert. (Try to send directions and map to the convention, as well as hotel reservation information.) Also, remind students to remember their stage etiquette and the importance of being present to receive the award.

6. Obtain student biographies, information about the conductor and orchestra and prepare the program.

7. Consult with the President-elect concerning necessary physical arrangements for the concert such as stagehands, someone to hand out programs, warm-up room for the concert, and if needed, a warm-up room prior to the rehearsal, etc.

CONVENTION-CONCERTO CONCERT 1. Remind the VMTA Treasurer to prepare checks for winners and the

honorarium for the conductor. These will be presented at the close of the concert. Be sure checks and certificates are in the hands of the VMTA President by concert time.

2. Remind the President-elect to invite the conductor and spouse to be VMTA’s guests at the banquet.

3. Arrange for someone to take pictures for the VMTA scrapbook 4. At the close of the convention, arrange for scores and parts to be returned. 5. Present expenses to the VMTA Treasurer with a complete financial report of

the entire competition.

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(Revised 11/21/11) CHAIR OF DISTRICT AUDITIONS

The duties of the District Auditions Chair for each District in the state include the following: SPRING Secure a date and place and set a deadline for submitting applications. The location and date should be confirmed in writing. This information must be submitted to the local Yearbook Editor and to the Coordinator of District Auditions who will send it to VMTA Yearbook Editor by June 30th. FALL Promote participation in District Auditions in the designated district by providing information at local chapter meetings. Have an application form available online or printed in the local yearbook or newsletter for teachers to copy. Be enthusiastic about the value of participation in the event. WINTER 1. After the entries have been received, obtain necessary number of

certificates and judging forms from Coordinator of District Auditions. Sign certificates in black ink.

2. Be sure all entrants have passed the required Theory and Sight Reading tests.

3. Select judges and send letters of confirmation to judges one month prior to the audition date; include time, place, etc. Enclose a sample judging form.

4. Set up a schedule and distribute to teachers 5. Confirm location of Auditions at least three weeks in advance 6. If judges serve the whole day, provide them with lunch. 7. Explain to the judges that, although there can only be one 1st place, an

additional deserving student may be chosen as an alternate and allowed to participate in the State Auditions. 2nd, 3rd, and Honorable Mentions may also be chosen

8. Inform judges that the VMTA treasurer will mail their checks. 9. The use of ballots by judges in making their decision is preferred by

VMTA. AFTER THE AUDITION 1. A complete report stating place and date of event, number of participants,

judges’ names and all winners plus the names of the teachers should be sent to: a. VMTA President and Secretary b. President of the local chapter c. Treasurer (include addresses of judges and addresses of teachers so

that checks for 1st place winners and alternates may be sent to their respective teachers)

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d. VMTA NewsNotes Editor e. Editor of the local chapter newsletter f. Coordinator of District Auditions

2. Submit entry fees and all documented expenses to VMTA Treasurer. 3. Send students’ judging forms to respective teachers 4. Write thank you notes to judges and place of auditions

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(Revised 11/21/11) COORDINATOR OF DISTRICT AUDITIONS

The Coordinator of the VMTA District Auditions must have an adequate supply of judging sheets and certificates to comply with the requests of District Audition Chairs. In addition, the Coordinator should be able to assist the District Audition Chairs and be able to answer questions. Duties include the following: 1. Receive the reports from the District Chairs.

2. Send names and addresses of 1st place winners and alternates to the

State Auditions Chair by June 10th. 3. Be responsible for checking the information printed in the Yearbook and

making any necessary additions and/or corrections to submit to the Yearbook Editor by June 30.

4. Obtain the name of each District Chair and the dates and application

deadlines for each District. The names of Chairmen will be published in the Yearbook.

5. Check with District Auditions Chairmen before the yearbook deadline to

find out if they are willing to continue in their position. If someone resigns, find a new Chairman and send the person all information about the responsibilities of the job.

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(Revised 11/28/11) CHAIR OF STATE AUDITIONS

SUMMER Receive from the State Coordinator of the District Auditions a list of names and addresses of winners and alternates together with their teachers’ names and addresses 1. Consult with the President-elect and arrange for the place and time for

auditions 2. Secure qualified judges, preferably persons who will not know the

participants and their teachers 3. Update yearbook and website with any changes to application. OCTOBER 1. Send written confirmation to the judges stating location, time and judges

fees. A sample judging form and repertoire list should be included. 2. Receive student applications from teachers (deadline Oct.1st). 3. Notify teachers of the place, time and warm-up facilities. Teachers will

notify their students. 4. Contact the Monitors’ Committee of the Host Chapter regarding the

number of monitors needed for the event – usually one outside the room and one inside the room.

5. Make arrangements to provide refreshments and/or lunch for the judges 6. Make certificates. 7. Discuss with the President-elect arrangements for practice facilities for the

students competing. 8. Secure checks for the judges from the VMTA Treasurer. DAY PRIOR Have President sign all certificates. DAY OF THE EVENT 1. Announce and post the names of winners, 2nd, 3rd, and Honorable

Mentions 2. Provide the VMTA Treasurer with the names of winners so checks can be

written. Give the checks and thank you notes to the judges. 3. Provide the Coordinator of District Auditions with the names of winners

and selections to be performed on the Winners’ Recital 4. Announce participants in the Master Class (2nd place winners).

AFTER THE CONVENTION

1. Within 48 hour, mail the judging sheets and certificates out to the teachers involved.

2. Notify the President and News Notes editor of winners and teacher names.

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(Revised 11/17/11) CHAIR OF INDEPENDENT MUSIC TEACHERS FORUM

The IMTF Chair for VMTA is a liaison from National. Information pertaining to IMTF should be sent to all local chapter chairs. This information may include: 1. Material from MTNA 2. Material pertaining to state IMTF activities 3. Ideas usable for workshops for local chapters 4. Ideas or information that local chairmen can disseminate in their local

forums. The IMTF Chair for VMTA will: 1. Plan and lead a session at State Convention. The chair should choose a topic for the session and do any necessary preparation. The session may be in the form of a workshop, panel discussion, forum or other appropriate format. 1. Make workshop ideas available for local chapters 2. Keep all information for records, i.e. zoning, business licenses, credit and

release time and studio policies 3. Attend IMTF sessions at the National Convention or send a delegate to

represent the State IMTF Chair.

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(Revised 6/2000) KEYBOARD SKILLS CHAIR

The VMTA Skills Testing Program consists of Keyboard Skills and Skills for Single-Lined Instruments. Duties for each chair include the following: SUMMER 1. Obtain the list of local chapter presidents from the Local Association

Chair. Write to each president, requesting the name, address, phone number and e-mail of the local Skills Chair and the number of syllabi needed by their chapter. This information is needed by August 1.

2. Send the requested number of syllabi to each chapter by Sept. 1. Request that $2, payable to VMTA be sent or return unsold syllabi by Nov. 30. (Teachers may make checks payable to their local chapters and the local chapter Treasurer may then make a check payable to VMTA for the number of syllabi retained.)

3. To each local chairman, send an additional sheet outlining all procedures, fees, dates, etc. Local chairmen may photocopy the application form for those teachers who already have the correct requirements.

4. Send Skills information for the NewsNotes convention issue (June 15th deadline).

SEPTEMBER-DECEMBER 1. Answer any correspondence and telephone calls concerning Skills 2. Prepare tests and score sheets for each level 3. By Nov. 30, all local chairmen should return unsold packets or remit $2 for

each packet. If not, follow up with a phone call or note. JANUARY 1. Send Skills information for the March NewsNotes (Jan. 15th deadline). 2. Deadline for applications to be in the hands of local chairmen is Jan. 15th.

Local chairmen should telephone or e-mail the state chairman within 7 days after this date, requesting the number of tests needed for each level.

3. Send requested tests and score sheets to each local chairman by Jan. 30th.

FEBRUARY-MARCH 1. Local chapters administer tests 2. Local chairs compile all test results and send the results to the state chair

with 14 days of testing 3. Once all the results are tabulated, order the needed number of certificates

and ribbons. 4. Send certificates and ribbons to local chairs for them to fill in and distribute

to the local teachers 5. Request all local chair submit all expenses and receipts to the VMTA

Treasurer by April 15th.

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6. Request local chairs to solicit suggestions and comments from the teachers and judges and compile them in written form. These should be sent to the state chair by May 15th.

7. Compile expenses with receipts and necessary forms to the VMTA Treasurer for reimbursement.

SPRING-JUNE 1. Compile all suggestions and comments received from local chapters 2. Prepare a report in triplicate for the June Conference. One of these will be

submitted to the summer issue of NewsNotes. 3. Attend the VMTA Board meeting. Any necessary changes for the coming

year may be discussed and voted upon at this time. 4. Update the Guideline and Outlines if necessary. Confer with the VMTA

President and/or local Skills Chairs if necessary. 5. Submit revised guidelines to the Yearbook Chair by June 30.

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(Revised 12/5/11) SIGHTREADING CHAIR - PIANO

SUMMER 1. Work with the Sightreading Committeee in selection of sightreading

material used for tests. Material can be recycled every four years and must adhere to fair usage copyright law for education.

2. Review and update the Sightreading Syllabus for any additions or revisions.

FALL 1. Send Sightreading Syllabi to local chairs and assist in inquiries about the festival. 2. Organize material by committee as needed prior to distribution. JANUARY-FEBRUARY 1. Send the Sightreading package of tests and information to all local chairs

when they request them 2. After the event, send certificates and ribbons to the local chairs. JUNE Prepare a report in triplicate for the June Conference. One copy will go to the NewsNotes editor for the Summer issue.

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(Revised 12/2/11) THEORY CHAIR

December: Send tests, keys, and CDs to all local chairs throughout the state. All tests begin in January; therefore, these materials should be mailed in late December. March: Purchase certificates, ribbons, and gold seals by March 31. Mail certificates, ribbons, and seals based on the number of students given, when reports come in from local chairs. As Necessary: Any errors reported should be corrected on the master copies of Y1 through Y5 tests and keys in a timely manner

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(Revised 6/2000) STATE MUSIC FESTIVAL COORDINATOR

The State Music Festival Coordinator will have decision-making responsibility within the guidelines set forth in the Administration of the VMTA State Music Festivals. The Festival Coordinator may recommend changes and improvements in State Festival Administration to include entrance requirements, festival procedure, method of scoring, selection of judges, and expenditures. The Festival Coordinator is also responsible for organizing new local State Music Festivals where there is sufficient local interest. JUNE

1. Find out each (new) local chairman's name, address and phone number. 2. Find out each local association's festival date and registration deadline. 3. Find out if the local chairman will need start-up funds and possible

amount. 4. Write article to be included in Fall NewsNotes (1999 deadline June 15)

giving rules of the festival, festival sites, chairmen, dates and registration deadlines.

JULY 1. Review all items regarding festival in the VMTA State Yearbook: a. chairmen names, locations, and phone numbers (p. 5) b. VMTA State Music Festival Page (p.20) c. VMTA Festival Forms (p. 45). 2. Send any changes to the VMTA State Yearbook Editor (usually by around July15th). SUMMER - SEPTEMBER The Festival Coordinator communicates directly with the Festival Chairmen to explain procedures and to give instructions on running the local festival. Each local Festival Chairman will be supplied with a packet containing current copies of the following: 1. Administration of VMTA Festivals 2. Festival Operation Details 3. Packet of forms for duplication: a. Follow-up letter to point of contact at Festival site b. Letter to prospective judges explaining Festival c. Acceptance card for judges d. Follow-up letter to judges e. Instructions to monitors f. Monitors' schedule and rating sheet score form g. Instructions to runners h. Judges' schedule form i. Instructions to registration desk workers j. Instructions to rating sheet workers k. Judges' "notes to the teacher"

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l. Teachers' schedule letter m. Sign-up sheet for local chapter judges, monitors, and workers n. Festival entry form o. Rating sheet p. Instruction letter to judges containing judges' schedule and judges' honorarium card q. Festival Notebook forms: Teacher registration sheet Master Registration: Student entries Audition Room Schedule sheets for a.m. and p.m. Telephone record Printing and copying expenses Postage and mailing expenses Miscellaneous expenses (rental fees, tuning fees, etc.) 4. Copy festival certificate. 5. Send copy of the festival certificate to the person who will be the VMTA President in November, to be signed. 6. When this copy is returned, make a new copy and send this to the NVMTA local Festival chairman to be signed. OCTOBER 1. Request from the VMTA Treasurer start-up funds for the local chairmen not to exceed two-thirds of the total chairman expenses from the previous year's Festival. 2. Send out letter to local chairmen including: a. Insurance form from MTNA b. Request information needed for Festival Coordinator's Convention report: number of students participating number of teachers participating number piano, violin, etc. number of solos or duets c. Request name of person who will pick up certificates at VMTA Convention d. Request financial report at end of festival e. Request final tally of students attending festival 3. Print certificates of participation (if possible after some of the locals' registration deadlines, to get approximate number of certificates needed). CONVENTION 1. Hold an annual meeting with all local Festival Chairmen at the State Convention, if possible. The following will be included in the agenda for this meeting: a. Evaluations of the previous year's festivals b. Reports by local chairmen c. Report on pertinent information from the VMTA President and/or the Executive Board d. Recommendations for improvements and discussion on any changes

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2. Deliver certificates to individual Festival Chairmen or their representatives. 3. Give report at VMTA Convention Meeting. AFTER CONVENTION Mail remainder of certificates to local Festival Chairmen. NOVEMBER - JANUARY 1. Local festivals are normally held during November. 2. Secure from each local Festival Chairman a complete written report on their individual festivals. 3. Remind local chairmen to send itemized expense report to VMTA Treasurer. 4. Submit expenses of Festival Coordinator to VMTA Treasurer. 5. After reviewing the reports, the Festival Coordinator will either submit the results to be published in the next issue of NewsNotes or present the final report in triplicate at the June conference, whichever comes first.

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(Revised December 2011) YEARBOOK CHAIR

The Yearbook Chair for VMTA is responsible for all areas of publication of the VMTA Yearbook. The duties for the chair include the following: Start a file on your computer to hold all correspondence that you receive. If you receive it via email, have a file to keep the current year messages in. Before you begin the next year- create a new file to transfer files to. The current year file can be labeled New VMTA. The older file can be labeled VMTA, into which goes all the old correspondence. When a new message comes, place it into the ‘new VMTA’ folder. This makes it easier to access all messages. Contact Rose Brown, the Graphics Designer and let her know that you are the current Yearbook Chair. She will forward the Yearbook document that you can work with. Also ask her what her deadline is. In the spring send a notice to the President that he/she needs to remind all officers and committee chairs that the Yearbook material is due by July 1. Also remind the President that you will need updated information on the Calendar page, but deadline for that should be just before you are ready to submit. As you gather information or as it is sent to you from the different chairs, update that information into the new Yearbook document. (use the ‘track’ feature to know when you made changes.) That also helps the Graphic Designer to update the information. If you don’t hear from many chairs by July 15, then you need to check either with the chairs, or the President to get the information. You should have all your information by the end of July so that you can finish and send it to the Graphic Designer. Some dates and places can’t be set, but those can be indicated by “see website for current information.” Check with the President to find out the color for the book, how many copies, etc. You need to check with the Membership Chair to find out how many copies she will need. The Advertising Chair also will need copies to give to the advertisers. The President will also need copies for various events. The goal is to have the Yearbook ready by August 15, so that when the membership list is received, it can go to print. That timeline can be adjusted as needed. (This year the list came later-2011). If all the information is ready and the Graphic Designer has sent back the updated information, then send it to the President to proof read it. If you can find an additional person to do it would be better. Once it’s all approved then it can go to print.

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Once the book is finished with the proof reading it is ready, then it can be posted to the website. If the book is put on the website, then it will be more time efficient. Sending the copies through the mail can be time critical. It will also save on postage.

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(Revised 11/17/11) WEBMASTER

The webmaster maintains the website. The webmaster will: 1. Maintain all VMTA website software. 2. Perform routine updates to the website’s content such as contact information

for state and local officers and administrators. 3. Apply regular membership updates from MTNA to the VMTA member

database. 4. Generate directory contact information for the yearbook. 5. Add and update website information as requested by VMTA officers. 6. Write additional web software as needed (e.g., online conference registration,

etc.). 7. Perform additional web-related tasks on request (e.g., e-mail “broadcasts,”

etc.).

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(Revised 10/15/11) COLLABORATIVE CHAIR

1. Encourage collaborative playing in local chapters and state conferences. 2. Include articles and announcements of collaborative performances at the

local and state level in newsletters and websites. 3. Encourage members to submit session proposals for collaborative

sessions at state and national conferences. 4. Encourage participation in the Collaborative Forum meetings at the MTNA

National Conference. 5. Consider opportunities to create state-wide collaborative events.

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SIGHT READING-SINGLE LINE INSTRUMENTS

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INSTRUMENTAL SKILLS

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(Revised 11/29/11) PARLIAMENTARIAN

The Parliamentarian is appointed by the President and attends all meetings of the Executive Committee, the Executive Board, and any other business meetings if asked. The Parliamentarian is expected to be familiar with Robert’s Rules of Order in order to advise the President on matters of parliamentary procedure. The President should consult with the Parliamentarian on any questions regarding the handling of the agenda before the meeting, if possible. The Parliamentarian does not participate in discussion, give opinions, advise other officers (unless asked), or vote. The Parliamentarian may be called on from time to time to give instructive sessions on parliamentary procedure.