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Texas Music Teachers Association
Texas Music Teachers Educational Foundation
 Policies & Procedures

Compiled and adopted 2003. Revised through 2009
Any change in TMTA policies and procedures
must be documented by motion and date.
Italicized sections indicate new additions or changes from previous version

ADVOCACY

TMTA is represented on the executive board of the Texas Coalition for Quality Arts Education. (August 2005)

AFFILIATION

1. To organize a local association, the group must contact MTNA for the required application form and gather information such as bylaws, yearbook, officers, and a roster of members as outlined on the application form.  Materials will be sent to the TMTA Immediate Past President for approval.  (August 2009)

1. When the application is approved by the Immediate Past President, it shall be presented to the Executive Board for action at the next meeting. If the application is approved by the Executive Board, the Immediate Past President shall present the charter to the president or a designated member of the local association at the next annual convention. (Bylaws revision 2007)
2. Student participation may begin as soon as the new association application is approved by the Executive Board. (Officers June 2007)

ASCAP

Royalty fees are paid for all TMTA performances by MTNA. Two copies of the convention program book are sent to the MTNA Executive Director following the convention.

AWARDS

1. Recognition is given in three categories: TMTA Teacher of the Year Award, TMTA Outstanding Pre-Collegiate Teaching Award, and TMTA Outstanding Collegiate Teaching Award. An engraved plaque is presented to each recipient at the annual state convention along with a stipend of $599.99 for professional enrichment.
2. A member may receive only one TMTA Teacher Recognition award in his/her lifetime.
3. All nominating materials for Teacher Recognition candidates must be typewritten in black ink on letter-size paper, or submitted as an email attachment. (August 2009)
4. Only information included on the actual form for Teacher Recognition honors would be mailed to voting members.  No attachments would be accepted.  (August 2008)
5. The TMTA Board of Directors and the Student Affiliate Coordinators are sent nominating materials and may vote in all three categories (January 2005)
6. A professional enrichment grant for up to $2,000 is available through the TMTA trustees if interest funds are deemed adequate by the TMTA trustees. The grant may be divided among candidates. Applicants must follow guidelines as determined by the trustees.
7. Members who attain 50 years of membership are recognized by MTNA at the annual conference. TMTA will recognize Texas members who have achieved that milestone at the TMTA annual convention. Honorees will receive complimentary convention registration. (August 2006)
8. A local association will be awarded the distinction of Best of State Award for excellence and participation.  An award of $200 will be contributed to the Morris fund in honor of that association. (June 2003)
9. After an association has earned the Best of State Award, that association may not apply for the award againuntil after a period of two years. (June 2007)
10. Chairmen, Coordinators, Officers, and Board should use the TMTA suppliers for plaques, ribbons and medals. Contact the TMTA office for information. 
11. Best of State badge ribbons would be presented to the members of the current Best of State Association.  (August 2008)

BOARD OF DIRECTORS, CHAIRMEN, AND TRUSTEES

1.  The TMTA/TMTEF Board of Directors includes elected, appointed and automatic directors (Executive Board-voting members) as well as chairmen and trustees.  (August 2009)
2. Chairmen are appointed by the President with Board approval and may only serve three years in each position. They should be appointed annually with a three-year term limit.
3. In even years, the Executive Board shall elect one TMTA Trustee and one TMTEF Trustee to serve a six-year term. During the last two years of their term, the trustees shall serve as chairmen and shall be voting members of the Executive Board.
4. A parliamentarian, appointed by the President, may attend meetings in an advisory capacity.
5. Copies of Executive Board minutes should be sent to all board members, chairmen, trustees, past presidents, and the TMTA office. A copy shall be included in the archives and with the audit records for each year.
6. The Executive Board shall exercise general supervision and control of the affairs of the Association.
7. Meetings of the Executive Board will be at the annual convention and in August.  Other meetings may be called if necessary.  (August 2009)
8. Each chairman will send an annual written report to the TMTA office regarding activity, suggestions, and expenses. Oral reports will be accepted at non-convention meetings.
9. Procedure notebooks will be maintained and given to the next chairman of that position. (August 2008)
10. Members may hold only one voting position at the state level, either TMTA/TMTEF Board or SA Committee. (June 2004)
11. No TMTA memberin a leadership position shall use their position or name to promote any company or product outside his own employment. (August 2004)
12. Board members’ travel expenses are paid to attend board meetings outside of conventions or conferences.  Chairmen, past presidents, and local association presidents are welcome to attend at their own expense. (August 2004)
13. No individual may serve in dual capacity if there is a conflict of interest or convention responsibility. (August 2006)
14. Any motions from a chairman or coordinator should be presented in writing to be previewed by the officers prior to any board meeting. (August 2006)

CERTIFICATION

Certification status will be listed for all certified members in program books, magazines, and other printed materials.

CODE OF ETHICS

The MTNA Code of Ethics is adopted as the TMTA Code of Ethics.

CONTRIBUTIONS

Contributions are made each year from TMTA to:

1. MTNA: $500 directed toward the MTNA/TMTA Fellow
2. TMTEF General Fund: $1 per member
3. Fargason Memorial Fund: $250 in honor of deceased members.  (June 2008)
4. Elizabeth Morris Fund: $250 in honor of deceased members.  (June 2008)
5. Texas Coalition for Quality Arts Education: $600 (January 2006)
6. An additional $1,000 to the Fargason Memorial Fund in the event of a surplus of operating funds at the end of the fiscal year

CONVENTION

1. All non-exhibitor teachers attending the convention shall pay the teacher registration fees as set by the Board.(August 2007)
2. Complimentary convention registration shall be extended to MTNA Collegiate Chapter members in exchange for four hours work at convention. (April 2005)
3. Other Collegiate Chapter members are extended half-price convention registration. (April 2005)
4. Family members, non-participating students and any other general attendee over the age of six shall also pay convention fees.
5. Student fees are included within the activity fee.
6. Session presenters who are not members of TMTA are entitled to complimentary convention registration.
7. Exhibitors will receive two complimentary convention registrations per booth up to a maximum of eight. They will receive exhibitor badges. Additional badges may be purchased at the fee set by the Board.
8. TMTA will waive registration for the following convention to one member attending for the first time. The recipient will be selected through a drawing from names of all first-time attendees and will be announced at a general session.
9. Donations may be received toward convention activities. Those gifts are designated in the convention book as: Contributors $1-$250, Donors $251-500, Sponsors $501-1000 and Underwriters over $1,000. (July 2007)
10. Site visits to potential convention locations are arranged by the TMTA President. Optimum planning is five years in advance.

DELEGATE ASSEMBLY

1. Local associations may appoint delegates to the convention delegate assembly according to their membership totals as defined by the TMTA Bylaws. They may appoint as many alternates as allowed delegates. These names are to be submitted by May 1 to the TMTA office.
2. MTNA/TMTA Collegiate Student Chapters may have one voting delegate per chapter at the TMTA Delegate Assembly and may present reports. (August 2006)

DUES

1. Current active membership dues are $35 per year. (January 2004)
2. Graduating seniors in college may be recommended by a college instructor to receive free MTNA and TMTA membership the first year following graduation: StAR awards.
3. Membership dues are structured to correlate with MTNA dues regarding senior members, half-year members, and dual members.
4. TMTA offers one-year concurrent free memberships to persons awarded free membership by MTNA in incentive drawings.
5. TMTA offers a one-year complimentary membership to the winner of a drawing at the TODA/TCDA and TMEA conferences. All others who registered are contacted for possible membership.
6. TMTA offers a one-time dues rebate of $20.00 to first-year active members who submit an application form to TMTA with proof of their first renewal. (August 2006)
7. Members in good standing who have attained the age of seventy (70) years will be assessed 75% of the regular amount of state dues required for the active membership classification.
8. A contribution of 50 cents per Student Affiliate member from the SA dues will be made to the TMTEF Ruth Pitts Travel Fund and a 50 cent contribution per SA member from the dues will go to the Elizabeth Morris Fund.  (June 2009)
9. Participation fees will be doubled for any student who participates in TMTA/TMTEF student activities and whose teacher or sponsor is not an active member of TMTA. (August 2006)

ELECTIONS

1. The Nominations and Elections Committee shall be responsible for securing monitors for the ballot box. Each monitor shall check member eligibility at the location of the ballot box during the annual convention.
2. Ballots will be circulated to all Association members and available at the ballot box during stated hours at the state convention according to procedures specified by the Executive Board and printed on the ballot.
3. Ballots will have a line for printed name and signature. (2007)
4. In even-numbered years the ballot shall list candidates for President-Elect, Vice-President for Student Activities and Vice-President for Business Activities. (2007). There will be a line for a write-in candidate for each office. Each year the ballot shall also list four nominees for Director and shall have two lines for write-in candidates for Director, with members voting for two Directors. All candidates will be elected by a plurality.
5. Résumés of nominees for elected positions are limited to 250 words.   (August 2008)

EXHIBITORS

1. Exhibitors are charged $100 penalty for closing their exhibits prior to the close of exhibits.
2. Failure to pay the penalty would forfeit any future exhibit rights.
3. Exhibitors are limited to one showcase per convention.
4. All exhibitors who bank outside the U.S. must pay showcase and exhibit fees with a cashier’s check.
5. Exhibitors will receive two complimentary convention registrations per booth up to a maximum of eight registrations. They will receive exhibitor badges.

JO ANN DUNN FARGASON MEMORIAL CONCERT

1. The Fargason concert is so named to honor Jo Ann Fargason, a former president. The fund was started with contributions given by her daughters and others in her memory.
2. Contributions are solicited each year from local associations. The current challenge is for each association to give $5.00 per member of which $3.00 goes into the Fargason Fund. (June 2007)
3. Individuals are encouraged to contribute.
4. Donations, honorariums, and memorial gifts are accepted for the Fargason Fund through the TMTA office.
5. The monies in the Fargason Fund are frozen assets. Only the interest money may be used for expenses of the concert at convention.(August 2009)

FINANCIAL

1. The fiscal year of the association is October 1 through September 30. (January 2003)
2. Checking account balances are to be kept at minimum levels:  $1,000 for TMTEF and $40,000 for TMTA. (July 2006)
3. Upon receipt of an insufficient funds check, the VPBA will notify the association or individual that an additional $35 will be charged. The original amount and added fee must be paid by money order or cashier’s check. (August 2005)
4. $50,000 must be kept for reserve funds. Reserve funds are to be used for emergency operating expenses. Withdrawal requires recommendation from TMTA trustees and two-thirds of the board. Normal operating expenses may be taken from operating accounts at Chase Bank and also at Frost National Bank.
5. TMTA/TMTEF requires two signatures on checks over $3,000.
6. The ceiling for expenditures by the Officers is $1,500.
7. In the event of a surplus of operating funds at the end of a fiscal year, $1,000 will be placed in the Fargason Fund in addition to the $250 in honor of deceased members. The balance of the surplus of operating funds will be placed in the TMTA Money Market.  (August 2004)(June 2008)
8. Earnings from TMTA investment money is used for TMTA Teacher Recognition Awards. (June 2004) (August 2009)
9. Earnings from TMTEF investment money from the various funds is used for supplemental funding of the MTNA/TMTA State Winners Concert (Fargason Fund), ensemble awards (Morris Fund), MTNA/TMTA winners (Johnson Fund), to provide SA participation awards, Whitlock Awards, and the Collegiate Scholarship (TMTEF General Trust Fund).
10. Tax is not paid on TMTA meals and purchases. Tax exempt forms are available from the VPBA.
11. Office staff, Officers, Directors, and Chairmen are automatically bonded through TMTA insurance policies.
12. For new items over $1,000 three bids should be secured. (June 2003) (August 2009)
13. Budgets are prepared by the Officers, sent to the Executive Board prior to the board meeting, and approved at that meeting. 
14. The VPBA will furnish budget information to all officers, board members, coordinators and chairmen.
15. TMTA is required to file the IRS Form 990. It is prepared by our accountant and due on the 15th of the fifth month of the fiscal year.
16. Quarterly sales tax for study materials sold each year is paid to the Texas State Comptroller. The report is prepared by the bookkeeper and is paid by the VPBA.
17. Quarterly employment 941 tax reports are prepared and filed by the bookkeeper.
18. Monthly 941 tax deposits are made by the VPBA.
19. Surplus monies from the amount budgeted for awards and scholarships will be added to the TMTEF travel fund at the end of the fiscal year. (June 2006)

HONORARY MEMBERS

Honorary Members are charter members, Past Presidents, and other individuals who have given distinguished service to TMTA. Honorary membership is given automatically to Past Presidents. Others are recommended by the Executive Board and are voted on by the general membership. Honorary Members do not pay state dues, but have the option of continuing membership with MTNA by paying national dues.
Honorary membership has been conferred on:

JUDGES

1. TMTA guidelines for judges and reimbursement policies for their expenses are to be followed.
2. Student Affiliate Standing Rules contain specific amounts for SA judges.
3. Convention Student Activity clinicians are paid $30 an hour and allowed up to $100 for travel and expenses. (June 2005) (June 09)
4. The chamber music clinician honorarium will be $30 per hour plus up to $100 for travel expenses. (June 2005)
5. All-Star Festival judges are provided from Collegiate Chapters.  Each judge receives complimentary convention registration and a $10 meal allowance for 4 hours of judging.  (August 2009).
6. Performance Contest judges are limited to one (1) out of state judge per judging panel. (August 2009)
7. Meals are provided only for judges, contest chair, and coordinator.  Limited refreshment will be provided for breaks.  No food is allowed for monitors and other workers. (August 2009)  
8. Judges for the Chamber Music Clinic and the June Leondar Chamber/Ensemble Music Contest will be the same judge.  It is suggested that the Contest be held first, followed by the Clinic. (August 2009)
9. MTNA/TMTA performance judges are paid $40 an hour plus lodging and meals.  (August 2008)
10. MTNA/TMTA composition judges are paid $15 per composition. (January 2008)

MAILING LISTS

1. TMTA members receive a 50% discount on TMTA mailing lists.
2. TMTA electronic mailing lists are $250. (July 2007)

MTNA COMPETITIONS

Every teacher who enters students in MTNA/TMTA Performance Competitions should volunteer for four hours or pay a $50 fee. The $50 teacher fee would go into the TMTEF Ruth PittsTravel Fund. (June 2005)

MTNA/TMTA COMPOSITION AWARDS

TMTA will present the following awards to the students whose piece is performed at the annual convention.
Elementary                  $100
Junior                          $150
Senior                          $200
Young Artist               $250
(Awards increased January 2007)

MTNA/TMTA PERFORMANCE AWARDS

TMTA will present the entire amount of the following awards to the students who perform at the Fargason Memorial concert or at the annual convention. (June 2005)
Art Feese Award: $275 Junior State Winners
Donald E. Johnson: $275 Senior State Winners
Jo Ann Dunn Fargason Award: $275 Young Artist State Winners
Thelma Hearn Award: Each member of the State Young Artist Chamber Music Contest shall receive $250.  (August 2008)

MTNA FOUNDATION FELLOW

The MTNA Foundation Fellow from TMTA shall be selected by the TMTA officers. Notification shall be given to the honoree, and the nominee shall be announced. All contributions should be sent directly to MTNA. (June 2006)

OFFICERS

1. The Officers consist of the President, Immediate Past President, President-Elect, Vice President for Business Activities, and Vice President for Student Activities. Every other  year a Vice-President-Elect for Business Activities will also serve.(June 2007)
2. Meetings are held in conjunction with other MTNA or TMTA activities, if at all possible, and include a summer orientation and office work session.
3. All material, such as brochures, magazines, newsletters, and surveys must be reviewed by the Officers prior to public distribution.
4. Officers have the authority to set convention dates and places.
5. Officers are given $25 for meal allowance per day for officer business travel.  (June 2008)
6. Only the President and President-Elect should attend the Leadership Summit held by MTNA. TMTA will pay the remaining half of the lodging that MTNA does not pay for the president and lodging and airfare for the President-elect. (August 2005)
7. No TMTA Officer should use his position or name to promote any company or product outside his own employment. (August 2004)

OFFICE MANAGEMENT

1. Office hours are 8 a.m. - 5 p.m. Monday through Friday. The office is closed January 1, one day at Easter, Memorial Day, July 4, Labor Day, Thanksgiving and the Friday following, December 24, 25, and 31.
2. The office address should be used for all forms, reports, bills, and contacts.

1106 Clayton Lane 240W
Austin, TX 78723-2478
Phone: (512) 419- 1352
Fax: (512) 419-1354
Email: texasmta@tmta.org

3. Purchase orders are required for any purchase over $50 by office personnel. The President should approve purchase orders prior to purchase.
4. At the end of each year, office should replace oldest file with newest file regarding:

1. Membership lists
2. Theory tests and records
3. World of Music tests and records
4. Audit materials

5. Mailing list or label sales are to be approved by the President. The TMTA list of members is only sold to other music entities.

PAST PRESIDENTS

1. The Advisory Council of Past Presidents lends guidance to the officers and Board of Directors. They should offer additional help with funding and grant applications.
2. One member of the ACPP should review any convention contracts signed by the officers.
3. They meet at the annual convention.

REIMBURSEMENTS

1. Copies made on home copiers are reimbursed at $.05/side.
2. Mileage is reimbursed at $.40 per mile.  (June 2008)
3. Reimbursement is made to the officers and directors for expenses entailed in attending a meal or function at the MTNA Conference which relates to their positions on the Executive Board. Receipts must be sent to the VPBA. (June 2005)
4. Expenses for any committee that meets outside of the TMTA Convention and the Midwinter Meeting must have prior Officer or Board approval. Approved expenses include travel and one-half of lodging.
5. Expenses may be paid for the current TMTA President to attend another state convention.
6. Membership dues for TMEA are paid by TMTA for the Arts Awareness and Advocacy Chairman.
7. Reimbursement for transportation and lodging for the state annual convention shall be made to the officers and the office personnel.
8. Hotel accommodations during the TMTA convention are provided for the convention chair. (August 2008)   
9. Reimbursement for transportation and lodging for the South Central Division Meeting will be made for the VPSA and President. 
10. Reimbursement for transportation and lodging for the MTNA Conference for five days will be provided for all officers.  (August 2009)
11. A travel allowance of $300 to the MTNA Conference is provided for the:

1. Certification Chairman
2. MTNA/TMTA Activities Director (representing the chairmen of IMTF, Arts Awareness and Advocacy, and MTNA Foundation)
3. MTNA/TMTA Collegiate and Competitions Director (representing the chairmen of College Student Chapters and Membership, College Faculty Forum, and MTNA Competitions) (June 2005)

12. Reimbursement for stationery, postage, and other incidental expenses incurred in the performance of their responsibilities shall be made to the officers, chairmen, coordinators and committee members.
13. TMTA will not reimburse tax. Tax-exempt forms are available from the VPBA, website or TMTA Office.
14. Reimbursement for two hotel nights at the state convention shall be made to the ensemble and performance coordinators. (August 2007)

REINSTATEMENT
Associations requesting reinstatement must submit the following to the Immediate Past President:

1. Letter requesting affiliation
2. Verification of qualified membership of two or more music teachers
3. Names of officers
4. Any bylaw changes (Bylaws revision 2007)

TEXAS MUSIC TEACHER MAGAZINE
The Texas Music Teacher will be published twice a year. (July 2006)                                          
TRAVEL

1. Airline tickets should be booked at least 30 days in advance. The lowest coach fare should be secured via the internet or preferred airline. Rate should be confirmed with the VPBA before booking.
2. Request for reimbursement of the ticket price must be submitted on the appropriate form.  Receipts are required and should be attached to the expense form.
3. The VPBA should be notified if airport transportation is required. Shuttle or taxi fees should be approved before reimbursement.
4. Mileage will only be reimbursed at $.40 per mile up to the lowest airfare. (June 2008)
5. Overnight stays must be approved by the VPBA. TMTA will not pay for incidentals such as room service and telephone charges.
6. One meal is provided per board or committee meeting.

 TRUSTEES

1. TMTA Trustees should maintain a list of Friends of TMTA to use for resources for both financial and practical advice.
2. Expenditures of the interest from the TMTEF General Trust Fund, the Fargason Memorial Fund, the Donald Johnson Fund and the Elizabeth Morris Fund are the responsibility of the TMTEF trustees.
3. Expenditures of the interest from the TMTA General Investment Account are the responsibility of the TMTA Trustees.
4. In order to provide a steady flow of income to fund awards, no more than 5% of the total portfolio of the various funds in the TMTEF account be pulled annually. This includes the General Trust Fund, the Fargason Memorial Fund, the Johnson Fund and the Morris Fund. (June 2004)
5. An individual may be named as a Texas Teaching Fellow with a $1,000 minimum contribution to the TMTA Investment account. (June 2006)
6. The TMTA Trustees shall determine and award grants from the funds raised through the Texas Teaching Fellow program. (June 2006)

WEBSITE

1. Information, forms, news, and reports are available at the TMTA website (www.tmta.org).
2. Officers, Directors, Chairmen, and Coordinators are responsible for providing accurate and current information for the website to the President-Elect.
3. Information posted on the website must have officer approval.
4. A fee of $100 per membership year is charged for linking to the TMTA website. Postings to be online within two weeks of contract and only sold to other music entities. (January 2005) (July 2007)

Student Affiliate Standing Rules

Standing Rules for the Student Affiliate Committee
of Texas Music Teachers Association
and Texas Music Teachers Educational Foundation
Adopted, June 2000; Updated or Revised as Noted
Reprinted January 2007

1. TMTA STUDENT AFFILIATE COMMITTEE

   (Section adopted June 2000. Name changed to “Committee” June, 2005.)

   1. The Student Affiliate Committee (hereinafter referred to as “the Committee”) shall include Coordinators, Assistant Coordinators, Chairmen, Assistants, Parliamentarian, and Committee Members. The Vice President of Student Activities (VPSA) shall serve as chairman.
   2. The Committee shall be responsible for the execution of all duties pertaining to the administration of Texas Music Teachers Association Student Affiliate (TMTA SA).
   3. The Committee shall adhere to TMTA By laws. Committee Standing Rules, policies set by the Committee and the Executive Board, and the current TMTA SA Handbook.
   4. All Committee members shall be active members of TMTA and Music Teacher National Association (MTNA) with dues current. The Executive Board shall approve all appointments.
   5. The Committee year shall be from July 1 June 30. Duties of each Committee member are to be completed during that time.
   6. The entire Committee shall meet during the TMTA Convention at times set by the VPSA. Coordinators, if necessary, shall meet during the convention at times set by the VPSA. (January, 2007)
   7. Voting members and the Parliamentarian of the TMTA SA Committee shall meet at the Mid winter Meeting in January. (January, 2004)
   8. Minutes of the convention Committee meetings are recorded by the Assistant Communications Coordinator. Minutes of the Mid Winter Meetings are recorded by the Communications Coordinator. (January, 2001)

2. COORDINATORS

   1. Each Coordinator shall preside over a committee and shall have primary responsibility for all aspects of a specific TMTA SA activity.
   2. Each Coordinator shall send a written report to the VPSA by the deadline for the Mid Winter Meeting and Convention. Each report shall include, as applicable:
      1. Date and Meeting
      2. Name of Activity and Coordinator
      3. Action taken as Coordinator:
         1. Meetings attended
         2. Sessions
         3. Recitals
         4. Workshops etc.
      4. Expenses and total as of report date
      5. Statistical data, participation count, etc.
      6. Student activities, judges, etc.
      7. Award given and winner information. (January 2007)
      8. Outgoing personnel
      9. Proposed personnel
      10. Changes dates, phones numbers, addresses
   3. Proposals
   4. As applicable, a coordinator shall send a form available from the Vice President of Business Activities (VPBA) or the VPSA for each winner which shall include: name of student, address, phone number, e mail address, teacher’s name, association, type of award, and amount of money to be given. (January, 2007)
   5. Each coordinator shall annually update the TMTA SA Handbook and TMTA Website. Changes shall be reported to the VPSA (June, 2004)
   6. Each Coordinator shall send announcement and information to the TMT and the TMTA Website. (June, 2004)
   7. Each Coordinator shall keep an updated Procedure Notebook, hard copy file or computer file. Records kept shall include pertinent materials such as: (January, 2007)
      1. Job description
      2. Committee Standing Rules
      3. TMTA Bylaws
      4. Reports and Minutes for the past three years
      5. TMT Information and a copy of all articles
      6. SA Committee and event committee personnel lists (January, 2007)
      7. Calendar of dates, deadlines and actions taken
      8. SA Committee and event committee budgets (January, 2007)
      9. Expense reports and records
      10. SA stationery and communications
      11. Information, ideas, suggestions, concerns and any other material pertinent to the position.
   8. The Coordinator delegates to the Assistant Coordinator and provides pertinent information. The Assistant Coordinator shall carry out the duties of the Coordinator, if needed. (June, 2001)
   9. The Assistant Coordinator may move up to Coordinator. (June, 2004)
   10. The outgoing Coordinator shall be responsible for Handbook information for the following year.
   11. The outgoing Coordinator shall give the incoming Coordinator all materials relating to the duties of that area.
   12. The outgoing Coordinator shall consult with the incoming Coordinator when submitting recommendations to the VPSA for the incoming committee.
   13. The TMTA Office shall confirm membership status prior to presentation to the Board for approval of appointments.
   14. All Coordinators shall serve a term no longer than three years. Former Coordinators may serve on the same committee in a non voting capacity after a two year period. (June, 2003)

3. COMMUNICATION (January, 2001)

   1. The Communications Process shall be:
      1. Local chairmen are to contact the Coordinator.
      2. Coordinators shall present proposals or motions to the VPSA.
      3. The VPSA shall inform Coordinators of any concerns that are sent directly to the VPSA.
      4. Concerns and approved motions shall be presented by the VPSA to the Officers. (June, 2003)
      5. If approved by the Officers, the motions shall be presented to the Executive Board by the VPSA. The Executive Board shall have final authority on motions presented. (June, 2003)
      6. The VPSA shall notify the Coordinators Committee of actions taken by the Board and Officers. (June, 2003)
   2. The SA Committee Process shall be:
      1. The VPSA shall provide the Committee with an agenda including written motions and proposals prior to every meeting. (June, 2005)
      2. Assistant Coordinators, Chairpersons, and Committee Members shall present concerns and recommendations to the Coordinator.
      3. Committees shall meet as needed to formulate recommendations.
   3. The Public Presentation Process shall be:
      1. Handbook changes, TMT articles, and other SA communications shall be sent to the VPSA for approval prior to public presentation.
      2. The final draft of the Handbook shall be e mailed to the outgoing and incoming Coordinators, Officers, and the VPSA for proofing prior to a hard copy draft being printed. Corrections shall be sent immediately to the Communications Coordinator. (January, 2003)
      3. Outgoing Coordinators shall give incoming Coordinators copies of their TMT articles for July 1. Incoming Coordinators may submit articles of their own to include additional information.
      4. Communication to Coordinators from teachers or parents shall be returned to the sender with a request for official communication from the Local Chairman.
   4. Electronic and Mail Communication (January, 2007)
      1. The preferred means of communication for the SA Committee shall be via e mail.
      2. E mails being sent to the complete Committee, to the Executive Board or to local association e mail distribution lists shall be sent as "blind carbon copy".
      3. Conventional mailings are allowed for tests, study materials and awards.
      4. Mailing via USPS is to be Media Mail, First Class or Priority Mail with return receipt. Other carriers or any form of express mail must be submitted in advance to the VPSA to be submitted to the VPBA for approval.
      5. Registration for Student Affiliate membership, theory testing and ensemble shall be by electronic means if possible.
      6. Registration for all other SA activities shall be by conventional mail (January, 2007) and shall include a 2x3” photo of the student and a signed photo release form (or no photo and a signed form not permitting photo release). (June, 2003)

4. MEETINGS AND EVENTS (June, 2000)

   1. Committee members shall be sent information one month prior to meetings, whenever possible. (June, 2005)
   2. SA Coordinators, VPSA, Parliamentarian, and Practice Room Chairman attend the Mid Winter Meeting. Voting Committee members must attend or send a representative from the committee. Assistant Coordinators may serve as representatives for Coordinators. Transportation and lunch is provided for all attending. (June, 2005)
   3. Convention Steering Committee Meetings, as needed, shall be set by the Coordinator and the VPSA. (January, 2003)
   4. Committees wishing to meet at times other than Convention shall submit a request for approval to the VPSA for Officer approval. The Assistant Coordinator shall keep the minutes of committee action taken. (June, 2003)
   5. Committee members shall attend the SA Awards Reception and other SA Activities at Convention. (June, 2005)
   6. Committee orientation shall be held at Convention; members of the new Committee shall attend. (June, 2005)

5. THE VOTING (June, 2000)

   1. The voting process shall be:
      1. Voting members of the Committee shall be the Coordinators, and are identified by an asterisk in the TMTA SA Handbook. A Coordinator may designate a proxy member of his/her committee to vote at meetings. (June, 2005)
      2. Voting members shall canvas their committees and vote accordingly.
      3. Voting members shall attend Mid winter and Convention meetings set by the VPSA.
      4. Procedural, curriculum, or policy changes affecting the general membership shall be approved by the Committee, Officers, and Executive Board. (June, 2005)

6. DEADLINES (January, 2001)

   Each Coordinator and the VPSA is responsible for the following deadlines:

   1. July 1 – VPSA and Coordinators shall send articles about their activities to the TMT SA Editor.
   2. July 15 – Final review of Handbook made. Handbook printed and mailed.
   3. August 1 – Deadline for the VPSA to send information to entire Committee concerning the new year. (June, 2005)
   4. November 1 – VPSA and Coordinators’ articles sent to the TMT SA Editor.
   5. November 15 – Proposals sent to VPSA for the Mid winter Meeting.
   6. December 1 – Information, Mid winter Meeting arrangements, and proposals sent to the SA Committee by the VPSA.
   7. December 15 RSVP due for Mid winter Meeting.
   8. March 31 – Corrections for the TMTA SA Handbook to the VPSA and Communications Coordinator. (January, 2007)
   9. May 1 – Coordinators to send materials for the SA Handbook and the Website to the VPSA, the Web Master and the Assistant Communications Coordinator. (January, 2007)
   10. May 25 – Coordinators’ Final Reports sent to the VPSA and the Assistant Communications Coordinator. Coordinators who are not able to deliver their final reports to these persons by the Friday preceding Memorial Day are to be responsible for brings twenty five copies of their reports to the First SA Committee meeting at the June TMTA Convention. (January, 2007)

7. AWARDS AND SUPPLIES (June, 2001)

   1. All awards shall be approved by the VPSA prior to being purchased or given.
   2. TMTA SA may use the following approved sources for awards and supplies:
      1. Browning Trophies – for medals, plaques, trophies, etc. (June, 2001)
      2. TMTA Office – for all other certificates and materials. (June, 2001)
      3. The use of any other supplier must be submitted to the VPSA in order to be approved in advance by the VPBA. (January, 2007)

8. BUDGET AND EXPENSES (June, 2000)

   1. TMTA is tax exempt. A tax exempt form shall be obtained from the VPBA for all purchases of materials and services. Taxes paid will not be reimbursed.
   2. The TMTA SA Committee shall adhere to the approved Committee Budget. Expenditures above the budgeted amounts shall be cleared with the VPSA and Officers prior to purchase. (June, 2005)
   3. Expenses of Council members shall be within approved guidelines and limited to supplies, phone calls, and other items necessary for the committee.
   4. Expenses of more than a thousand dollars shall have three bids and be approved by the Officers. (June, 2003)
   5. Approved TMTA SA expenses shall be reimbursed if proper records and receipts are kept, reported on the expense form, and sent to the VPBA prior to June 30 of the fiscal year.
   6. All receipts and reports shall be dated.
   7. Copies made on personal photocopy machines shall be reimbursed at 5 cents a page.
   8. Computer ink cartridges, etc. shall be approved before being claimed as an expense.
   9. Expense reports shall be filed prior to June 30 for each fiscal year.
   10. Expenses submitted for the previous fiscal year submitted after September 30 will be recorded by the VPBA as a donation to TMTA and will not be reimbursed.
   11. Approved travel expenses are to be reimbursed using the current mileage rate.

9. JUDGES (June, 2000)

   1. In performance competitions when there are fewer than five entries, only one judge shall be used.
   2. Fees shall be paid as follows:
      1. Original Composition judges shall be paid $5.00 per solo and $7.50 per ensemble entry.(January, 2001)
      2. Performance Contest judges shall be paid $30.00 an hour.
      3. Publication judges shall be paid $125.00 (June, 2001)
   3. Travel directly to and from the contest shall be reimbursed. If mileage is higher than the cost of a flight, the lesser amount is to be reimbursed. Side trips or stopovers shall not be included in travel expenses requested for reimbursement. Judges shall fly coach fare; no first class tickets will be reimbursed.
   4. Meals provided by TMTA for judges shall be limited to one during each judging day and under $10.00 per meal.
   5. Lodging provided by TMTA for judges is restricted to only what is absolutely necessary. If possible, schedules shall be arranged to avoid overnight lodging. (January, 2004)
   6. Judges shall be used who reside within a reasonable distance of the competition. (January, 2004)

10. TRAVEL (June, 2000)

    1. Only approved expenses regarding SA shall be reimbursed.
    2. Travel and lodging for pre approved and necessary committee meetings shall be reimbursed, excluding attendance at the TMTA Convention, which is expected of all TMTA SA Coordinators, Assistant Coordinators, and Chairmen.

11. WEBSITE (June, 2003)

    1. The Committee shall review and use the TMTA Website at www.tmta.org. (June, 2005)
    2. Coordinators shall send information to keep the Website current.
    3. Information for the website shall first be submitted to the VPSA to present to the Officers for approval. (January, 2007)
    4. Coordinators shall check the Website periodically for questions and comments on the message board.

12. STANDING RULES (June, 2000)

    1. SA Committee Standing Rules may be amended or rescinded by a two thirds majority of the votes cast at any SA Committee meeting at which a quorum is present.