2010 Standing Rules

Standing Rules for the Student Affiliate Committee
of the Texas Music Teachers Association
and Texas Music Teachers Educational Foundation

Adopted June 2000; Updated or Revised as Noted;
Reprinted June 2010

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 Bylaws, 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 Teachers National Association (MTNA) with dues current. The Executive Board shall approve all appointments.
    5. The Committee year shall be from July 1 to 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 Midwinter Meeting in January. (January 2004)
    8. The Communications Coordinator records minutes of SA Meetings. (January 2001, Revised January 2010)

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 Midwinter 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 in dates, phones numbers, addresses
      11. Proposals
    3. 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)
    4. Each coordinator shall annually update the TMTA SA Handbook and TMTA Website. Changes shall be reported to the VPSA. (June 2004)
    5. Each Coordinator shall send announcements and information for the TMT and the TMTA Website to the VPSA. (June 2004, Revised January 2010)
    6. 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.  
    7. 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)
    8. The Assistant Coordinator should plan to accept the Coordinator’s position after the term expires. (June 2004, Revised January 2010)
    9. The outgoing Coordinator shall be responsible for TMTA Handbook information for the following year.
    10. The outgoing Coordinator shall give the incoming Coordinator all materials relating to the duties of that area.
    11. The outgoing Coordinator shall consult with the incoming Coordinator when submitting recommendations to the VPSA for the incoming committee.
    12. The TMTA Office shall confirm membership status prior to presentation to the Board for approval of appointments.
    13. 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)

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. The TMTA Officers shall screen motions and recommendations presented by the VPSA from the SA Committee. Motions shall be presented to the Executive Board by the VPSA. The Executive Board shall have final authority on motions presented. (June 2003, Revised January 2010)
      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 Executive Board through the Coordinator. (Revised January 2010)
      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 TMTA SA 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. (January 2003, Revised January 2010)
      3. Outgoing Coordinators shall give incoming Coordinators copies of their TMT articles for the next issue. Incoming Coordinators may submit articles of their own to include additional information. (Revised January 2010)
      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 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. Other carriers or any form of express mail must be submitted in advance to the VPSA to be submitted to the VPBA for approval. (Revised January 2010)
      5. Registration for student events will be on the forms posted on the TMTA website. Registration policies for each event will be posted on the TMTA website, on the website forms, or in the TMTA Handbook. (June 2003, Revised January 2010)

MEETINGS AND EVENTS (June 2000)

    1. Committee members shall be sent information one month prior to meetings, whenever possible. (June 2005)
    2. The VPSA, SA Coordinators, and Parliamentarian attend the Midwinter 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; Revised January 2010)
    3. 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)
    4. Committee members shall attend the SA Awards Reception and other SA Activities at Convention. (June 2005)
    5. Committee orientation shall be held at Convention; members of the new Committee shall attend. (June 2005)

VOTING (June 2000)

    1. The voting process shall be:
      1. The Coordinators shall be the voting members of the Committee. A Coordinator may designate a proxy member of his/her committee to vote at meetings. (June 2005, Revised January 2010)
      2. Voting members shall canvas their committees and vote accordingly.
      3. Voting members shall attend Midwinter 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)

DEADLINES (January 2001, Revised January 2010)

Each Coordinator and the VPSA should submit the following by the published or announced deadline:

    1. Articles about their activities for the TMT and Prelude ezine.
    2. Proposals sent to VPSA for the Midwinter Meeting.
    3. Information, Mid-winter Meeting arrangements, and proposals sent to the SA Committee by the VPSA.
    4. RSVP for Midwinter Meeting.
    5. Reports e-mailed to VPSA for Midwinter Meeting. (January 2010)
    6. Corrections for the TMTA SA Handbook to the VPSA and TMTA SA Handbook Chair. (January 2007, Revised January 2010)
    7. Corrections for Forms and the Website from Coordinators to VPSA. (January 2007, Revised January 2010)
    8. Coordinators’ Reports for June meeting e-mailed to the VPSA. (January 2007, Revised January 2010)

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)

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.

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 $15.00 per composition. (January 2001, Revised June 2009)
      2. Performance Contest judges shall be paid $35.00 an hour. (Revised June 2009)
      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 will be provided by TMTA for judges during the judging day at appropriate intervals.
    5. If possible, schedules shall be arranged to avoid overnight lodging for judges. Accommodations should be comfortable, not extravagant. (January 2004, Revised January 2010)
    6. Judges shall be used who reside within a reasonable distance of the competition. (January 2004)

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.

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)

STANDING RULES (June 2000)

  • 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.

 

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