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)
   
   
2. 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)
   
   
3. 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. A PDF copy of the Convention program book will be sent to the MTNA Executive Director following the Convention.  (August 2011)

AWARDS

1. TeacherRecognition 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 $599.00 for professional enrichment. (August 2010)
   
   
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 submitted as an email attachment, on a word document, 8.5 x 11 paper, 12-point Times New Roman font, single spaced, one-inch margins, using the questions on the online form. (August 2010)
   
   
4. Only information included on the actual form for Teacher Recognition honors will be emailed to voting members.  No additional materials will be accepted.  (August 2010)
   
   
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 TMTA trustees using the form on the TMTA website. Any current voting member of the TMTA Board is NOT eligible for the award. (August 2011)
   
   
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.  A $200 donation will be sent to the Morris fund in honor of that association. (June 2003)
   
   
9. After receiving the Best of State Award, an association may not apply for the award againuntil after a period of five years. (August 2010)
   
   
10. Chairmen, Coordinators, Officers, and Board should use the TMTA suppliers for plaques, ribbons, certificates and medals. Contact the TMTA office for information.  (August 2010)
    
    
11. Best of State Convention badge ribbons will be presented to the members of the current Best of State Association.

BOARD OF DIRECTORS, CHAIRMEN, AND TRUSTEES

1.  The TMTA/TMTEF Board of Directors includes elected, appointed and automatic directors and Trustee Chairmen.  (August 2010)
   
   
2. Chairs 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 terms, 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 President regarding activity, suggestions, and expenses.  (August 2010)
   
   
9. Procedure records will be maintained and given to the next chairman of that position. (August 2010)
   
   
10. Members may hold only one voting position at the state level, either TMTA/TMTEF Board or SA Committee. (June 2004)
    
    
11. No TMTA member in a leadership position shall use his 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 Texas MTNA Foundation 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. Elizabeth Morris Fund: $200 in honor of Best of State Recipient. (August 2010).

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 exhibitor Convention registrations per booth. Additional exhibitor badges may be purchased at the fee set by the Board. (August 2010)
   
   
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 designated for convention activities. Those gifts will be listed in the convention book as:  Platinum Patron $1000+, Gold Patron $500+, Silver Patron $200+, Bronze Patron $100+, Sustaining Patron $25+. (August 2010)
   
   
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.  (August 2010)
   
   
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. Membership dues are structured to correlate with MTNA dues regarding senior members, half-year members, and dual members.
   
   
3. 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.
   
   
4. 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)
   
   
5. 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. Beginning with the 2012 elections, TMTA will offer online voting in addition to the use of the printed ballot in the TMT for elections. (June 2011)
   
   
2. Ballots will be posted online from April 15 to June 1, and in the Spring issue of the TMT. They will also be available at the voting box during the state Convention.  (August 2011)
   
   
3. The Nominations and Elections Committee shall be responsible for securing monitors for the ballot box used during the convention.  Eligibility of these voters will be checked by the monitors: eligibility of online voters will be checked by the tellers using a spreadsheet downloaded from the online voting  form. (August 2011) .
   
   
4. Printed ballots will have a line for printed name and signature. (2007)  Online ballots will include a line for the printed name and MTNA membership number. (August 2011)
   
   
5. 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.
   
   
6. Résumés of nominees for elected positions are limited to 250 words.   (August 2008)
   
   
7. The Nominations and Elections Committee shall abide by the procedures as outlined in the job description. (August 2010)
   
   
8. If no eligible candidates are suggested, or if the recommended number of nominees has not been met, the committee has the authority to secure qualified candidates to complete the slate of nominees. (August 2010)

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. All exhibitors who bank outside the U.S. must pay showcase and exhibit fees with a cashier’s check.
   
   
4. Exhibitors will receive two complimentary exhibitor convention registrations per booth. Additional exhibitor badges may be purchased at the fee set by the Board. (August 2010)

JO ANN DUNN FARGASON MEMORIAL CONCERT

1. The Fargason concert is so named to honor Jo Ann Fargason, a former TMTA president. The fund was started with contributions given by her daughters and others in her memory.
   
   
2. Individuals are encouraged to contribute.
   
   
3. Donations, honoraria, and memorial gifts are accepted for the Fargason Fund through the TMTA office.
   
   
4. The monies in the Fargason Fund are frozen assets. Only the interest money may be used for expenses of the concertat 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 notification, 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.  Delinquent payments will be turned over to a collection agency after ninety days. (August 2010)
   
   
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  $10,000. (August 2010)
   
   
6. The ceiling for expenditures by the Officers is $1,500.
   
   
7. At the end of a fiscal year, the surplus of operating funds will be placed in the TMTA Money Market.  (August 2010)
   
   
8. TMTA interest money from the Frost Accounts is used for TMTA Teacher Recognition Awards. (June 2004)
   
   
9. TMTEF interest 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. Three bids for items over $1,000 should be secured. (June 2003)
    
    
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 auditor 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 by the bookkeeper and filed by the VPBA.
    
    
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:

1. Art Feese (deceased) (1994)
   
   
2. Maxine Fisher (2000)

3. Joe Ince  (1994)
   
   
4. Kenneth Bennight (deceased)
   
   
5. Walter Kerr (deceased) (1976)
   
   
6. Arnold Leondar (2006)
   
   
7. Bill Pitts (2006)
   
   
8. Dortha Bennett (2007)
   
   
9. Joe Frush (2009)

JUDGES COMPENSATION

1. Student Affiliate Standing Rules Section 9 contains information regarding judges.
   
   
2. MTNA/TMTA performance judges are paid $40 an hour plus lodging and meals.  (August 2008)
   
   
3. MTNA/TMTA composition judges are paid $15 per composition. (January 2008)
   
   
4. Performance Contest judges are paid $35/hour with a minimum of two hours judging and are limited to one (1) out of state judge per contest. (August 2009)
   
   
5. Convention Student Activity clinicians are paid $30 an hour and allowed up to $100 for travel and expenses. (June 2005) (June 2009)
   
   
6. The chamber music clinician honorarium will be $30 per hour plus up to $100 for travel expenses. (June 2005)
   
   
7. All-Star Festival judges are provided by Collegiate Chapters.  Collegiate Chapter members acting as judges shall be reimbursed for travel and lodging expenses for their participation in the festival based upon the number of recitals in which they judge, up to a limit of $150.  The amount of reimbursement per recital judged for which each student judge shall be eligible will be $2.00 times the average number of All Star participants per recital.  Student judges will submit an expense report to the VPBA, who, in consultation with the All Star Festival Chair, will mail the appropriate reimbursement check to the student judges.  (August 2010)
   
   All-Star judges judging at least four (4) hours will receive a meal voucher of $10.       (June 2009)
   
   
8. Original Composition judges are paid as follows:

Solos Grade 1-3 = $12
Solos Grade 4 and up = $15
Ensembles fewer than 100 measures = $15
Ensembles greater than 100 measures = $20
Division L = $20 (June 2010)

9. Meals are provided only for SA Performance Contest judges, contest chairman, and coordinator.  Limited refreshments will be provided for breaks.  No food is provided for monitors and other workers. (August 2009) 
   
   
10. Publication judges are paid $125. (August 2009)

MAILING LISTS

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

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 will go into the TMTEF Ruth Pitts Travel Fund. (June 2005)

MTNA/TMTA COMPOSITION AWARDS

TMTEF will present the following awards to every state winner whose piece is performed at the State Convention on the TMTA SA Original Composition Recital.  If winners are unable to perform they may submit their composition to the state chair on a CD or DVD (prior to the convention) to be heard at the SA Booth.  There is no additional monetary award for a division winner.  (January 2007) (August 2010)

Elementary                 $100
Junior                         $150
Senior                        $200
Young Artist               $250

MTNA/TMTA PERFORMANCE AWARDS

TMTEF will present the following awards to each winner who performs at the Fargason Memorial Concert or a General Session at the annual convention. (June 2005)

Art Feese Award to the Junior winners  $175

Donald E. Johnson Award to the Senior winners  $200

Jo Ann Dunn Fargason Award to the Young Artist Solo winners  $250   (June 2011)

Thelma Hearn Award: Each member of the State Young Artist Chamber Music Contest shall receive $250.  (August 2008)

Travel stipends from the Ruth Pitts Travel Fund may be awarded to state and division winners by the TMTEF Trustees.

Division Winners and National Winners who do not compete at state level are still eligible for these awards and will be declared State Winners.(August 2010)

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 if 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 day after, and 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 item over $200 purchased by office personnel. The President should approve purchase orders prior to purchase.
   
   
4. At the end of each year, the office staff 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 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 fundraising 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 directly relating to their positions. Receipts must be sent to the VPBA. (June 2005)
   
   
4. Reimbursement is made to the officers, directors and chairmen for meal events at the MTNA Conference directly related to their positions. (August 2010)
   
   
5. 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.
   
   
6. Expenses may be paid for the current TMTA President to attend another state convention.
   
   
7. A $100 stipend to be used to attend the Collegiate Conference is paid by TMTA to the Collegiate Chapters Chair. (August 2010)
   
   
8. Reimbursement for transportation and lodging for the state annual convention shall be made to the officers and the office personnel.
   
   
9. Reimbursement for transportation and lodging for the South Central Division Meeting will be provided for the officers and to the MTNA Conference for five (5) nights for all officers.  (August 2009)
   
   
10. A travel allowance of $500 to the MTNA Conference is provided for the following directors with the understanding that they attend any forum or meeting held at the conference that pertains to the area of responsibility given to that position. (August 2010)

1. Certification Director
   
   
2. MTNA/TMTA Activities Director I (representing the chairs of IMTF, Arts Awareness and Advocacy, and Technology (August 2010) 
   
   
3. MTNA/TMTA Activities Director II  (representing the chairs of College Student Chapters and Membership, and College Faculty Forum (August 2010)
   
   
4. MTNA/TMTA Activities Director III (representing the chairs of the MTNA/TMTA  Performance and Compositions Competitions and the Collaborative Arts Chair (August 2010)
   
   
5. MTNA/TMTA Activities Director IV (representing the chairs of the MTNA Foundation and the Commissioning Composer program. (August 2010)

11. 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.
    
    
12. TMTA will not reimburse state sales tax or Texas hotel occupancy tax. Tax-exempt forms are available from the VPBA, website or TMTA Office.
    
    
13. Reimbursement for two hotel nights at the state convention shall be made to the ensemble and performance coordinators. (August 2007)
    
    
14. Reimbursement of expenses for Commissioned Composer, including recording, shall be up to $600.

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. 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 TMTA General Investment Account are the responsibility of the TMTA Trustees.
   
   
3. An individual may be named as a Texas Teaching Fellow with a $1,000 minimum contribution to the TMTA Investment account. (June 2006)
   
   
4. The TMTA Trustees shall determine and award grants from the funds raised through the Texas Teaching Fellow program. (June 2006)
   
   
5. Expenditures of the interest from the TMTEF General Trust Fund, the Fargason Memorial Fund, the Donald Johnson Fund, the Elizabeth Morris Fund, and the Ruth PittsTravel Fund are the responsibility of the TMTEF trustees. (August 2010)
   
   
6. 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 may be pulled annually. This includes the General Trust Fund, the Fargason Memorial Fund, the Johnson Fund, the Morris Fund, and the Ruth Pitts Travel Fund. (June 2004)
   

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 Assistant Webmaster. (August 2011)
   
   
3. Information posted on the website must be approved by the Immediate Past President. (August 2011)
   
   
4. A fee of $100 per membership year is charged for links on the TMTA website. Postings to be online within two weeks of contract and only sold to other music entities. (January 2005) (July 2007)

AMENDMENTS

These policies and procedures may be amended by a majority vote of the Board of Directors.