Maine Music Teachers Association

PRESIDENT

The President is the official representative of the Maine Music Teachers Association.  The president must be a diplomatic leader, be businesslike in all work, and assume general responsibility for the welfare of the association.

 

Duties:

• Determine places and dates for executive board meetings. Send notification of meetings and agendas to executive board members at least two weeks in advance.

• Plan all general membership meetings and executive board meetings, and preside overall. 

• Preside over all other situations at which it is clearly his/her duty to do so.

• Appoint all standing and ad-hoc committees as needed. Serve as an ex-officio member of all committees, when required, except the nominating committee.

• Oversee the efficient functioning of vice presidents, chairs, and their committees.

• Inform MTNA of officer and chair appointments.  Notify them of all activities, policies, and changes in the association.

• When invited, attend local functions as the representative of MaineMTA.

• Keep copies of the minutes of both executive board and general membership meetings in the president’s file.

• Either attend or send a representative to attend the MTNA Leadership Summit and the MTNA National Conference.

• Either attend or send a representative to attend the MTNA State Presidents Advisory Council meeting at the MTNA National Conference.

• Create the MaineMTA fall and spring newsletters. Each newsletter should include, at minimum, association news, announcements, and a list of new and newly certified members.

• Keep good records and ensure a smooth transition by carefully training the incoming president.

 

Monthly Responsibilities:

 

Even-numbered years:

• Schedule executive board meetings at your discretion.

January: 

• Prepare Spring Newsletter.

• The slate of officers needs must be announced in the newsletter 30 days before the biennial Monster Festival. 

February:

• Send out newsletter.

• Review and update the president’s portion of Duties and Monthly Responsibilities.

March/April:

• Monster Festival. 

• New officer terms begin at the conclusion of the lunchtime general membership meeting.  Be prepared to pass on necessary documents to the incoming president. 

• Contact MTNA and notify them of the new officers.

• Attend or send a representative to attend the MTNA National Conference. Attend or arrange for a delegate to attend the State Presidents Advisory Council Meeting at the MTNA National Conference.  Arrange to bring Maine’s contribution for the MTNA Foundation Raffle.  After the conference, submit an expense report to the treasurer for reimbursement of 50% of expenses. 

May/June:

• Check with the vice president of programs on plans for the upcoming school year events (Fall Conference & Pine Tree).

July/August:

• Oversee the website for updates on current membership. (This will be coordinated between the vice president of membership and the webmaster.)

• Prepare Fall Newsletter

September:

• The Fall Newsletter goes out.

• Check in with the commissioned composer chair about the work to be commissioned the following year for the Quad State Conference. 

• President attends the MTNA Leadership Summit in Ohio.

October/November: 

• Fall Conference and Master Class  

• Select Commissioned Composer.

 

Odd-Numbered Years:

• Schedule executive board meetings at your discretion.

January:

• Prepare the Spring Newsletter.

February:

• The newsletter goes out.

March:

• Attend or send a representative to attend the MTNA National Conference. Attend or arrange for a delegate to attend the State Presidents Advisory Council Meeting at the MTNA National Conference.  Arrange to bring Maine’s contribution for the MTNA Foundation Raffle.  After the conference, submit an expense report to the treasurer for reimbursement of 50% of expenses.

May: 

• Pine Tree: hold general membership meeting during lunch.

May/June:

• Check with vice president of programs on plans for the upcoming school year events (Quad State Conference & Monster Festival).

July/August: 

• Oversee the website for updates on current membership. (This will be coordinated between the vice president of membership and the webmaster.)

• Prepare the Fall Newsletter.

• The commissioned work should be done.

September:

• The president attends the MTNA Leadership Summit in Ohio.

• Fall Newsletter goes out.

October: 

• Quad State Conference – Hosting rotation:  Maine (2013) —> Vermont (2015) —> New Hampshire (2017) —> Massachusetts (2019) —> Back to Maine (2021)

 

PRESIDENT-ELECT

The president-elect assumes all duties of the president in the absence of the president. He or she assists the president, as needed. The president-elect also serves as chair for the MTNA Competitions.

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Duties:

• Attend all executive board and general membership meetings.

• Organize the MTNA Competitions

          - Secure a location and adjudicators in case a student enters

          - Communicate this information to MTNA.

• Become familiar with the duties of the president.

• Fulfill all duties of the president if the president is unable to do so.

• Succeed to the office of president if for any reason the president cannot perform the duties of the office.

• Keep good records and ensure a smooth transition by carefully training the next president-elect.

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IMMEDIATE PAST PRESIDENT

The immediate past president is a valuable resource to MaineMTA by virtue of his/her leadership experience and knowledge of the association’s operation. The immediate past president advises and supports the other officers.

 

Duties:

• Attend all   executive board and general membership meetings.

• Chair the nominating committee, which is formed two months before the election of officers in even-numbered years.

• Submit a new slate of officers to the president to be announced in the spring newsletter.

• Fill unexpected board vacancies, with the approval of the board.

• Act as an adviser during the orientation process of the incoming president.

• Keep good records and ensure a smooth transition by carefully training the next past president.

• Secretary

• Duties:

• The secretary is responsible for taking accurate minutes of the meetings of the executive board and the general membership.

• The minutes must be clear and well organized, as they are the legal records of the proceedings.

• The secretary will send copies of the minutes to each executive board member within two weeks of all executive board and general membership meetings.

• Keep separate files of MaineMTA’s Constitution and Bylaws, Policies and Procedures, minutes of the executive board meetings and general business meetings, newsletters, job descriptions, and other materials, as directed by the president or executive board.

• Attend all executive board and general membership meetings.

• Keep good records and ensure a smooth transition of office by carefully training the next secretary.

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SECRETARY

Duties:

• The secretary is responsible for taking accurate minutes of the meetings of the executive board and the general membership.

          - The minutes must be clear and well organized, as they are the legal records of the proceedings.
          - The secretary will send copies of the minutes to each executive board member within two weeks of all executive board and general membership meetings.

• Keep separate files of MaineMTA’s Constitution and Bylaws, Policies and Procedures, minutes of the executive board meetings and general business meetings, newsletters, job descriptions, and other materials, as directed by the president or executive board.

• Attend all executive board and general membership meetings. Keep good records and ensure a smooth transition of office by carefully training the next secretary.

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TREASURER

Duties:

Maintain the MaineMTA checkbook, digitally, on paper, or both. If digitally only, ensure there is a backup. The checkbook must be balanced monthly against bank statements for all MaineMTA accounts.

Complete annual governmental filings, as follows.

Federal form 990N ePostcard

          - Federal forms 1099MISC and 1096, as applicable

          - Obtain completed W-9 forms for all contractors paid $600 or more by MaineMTA in any calendar year.

          - Maine Annual Report

• Write a treasurer’s report for each MaineMTA executive board meeting.

• Write annual treasurer’s report for each MaineMTA general membership meeting.

• Write summary financial reports for all MaineMTA events.

• Take care of Accounts Payable. Write and distribute checks for…

• Pine Tree Competition – Winners, reimbursement of expenses, adjudicators, piano tuning, as applicable

         - Monster Festival – Hall rental, piano tuning, reimbursement of expenses, as applicable

         - Fall Conference/Quad State Conference – Speakers’ honoraria, lunch costs, reimbursement of expenses, hall rental, as applicable

         - Commissioned Composer honorarium

         - President’s trip to MTNA National Convention – reimburse half of cost

         - Winners of MTNA national competitions, if any

         - Annual costs related to maintenance of the MaineMTA.org website.

         - Keep and organize paper documentation of these activities.

• Take care of Accounts Receivable. Collect and deposit checks for…

• All MaineMTA sponsored events

         - Monthly rebate checks from MTNA

         - Ads. Be sure promised checks arrive.

         - Amazon Smile

         - Keep and organize paper documentation of these activities.

• Keep the MaineMTA debit card and track purchases.

• Attend executive board meetings.

• Keep good records and ensure a smooth transition by carefully training the next treasurer

• When notified by the VP of Membership, the treasurer will send a flower arrangement (between $50-$75) on behalf of the association to any MaineMTA member who experiences the death of an immediate family member.

 

VICE PRESIDENT OF MEMBERSHIP

Duties:

Attend all executive board and general membership meetings.

Prepare and maintain the following lists.

          - Current members

          - Certified members

          - New members

• Respond to inquiries from MTNA regarding MaineMTA membership.

          - Be familiar with programs and operation of  MaineMTA and MTNA in order to answer questions from prospective members.

• Prepare and submit

           - Updates to the president for newsletters

           - Possible presentations for executive board meetings and general membership meetings

• Send a welcoming email, describing the many benefits of MTNA and MaineMTA membership, to each new member. Invite new members to the next MaineMTA event and the next local association meeting. Be prepared to act as a mentor for new members.

• At the end of May of each year, send a reminder email to the entire membership that annual dues are due on or before June 30th.

• On June 30th, download Maine’s membership list from MTNA to determine which members have not renewed. Send each one an email that they have a one-month grace period in which to renew before their names are removed from MaineMTA’s active members list.

• On July 31st, send MaineMTA’s webmaster a list of members who have not renewed and whose information should be deleted from the website.

• Notify webmaster of changes in members’ contact information.

• Take the initiative to send thank you notes and other social communications to members.

• Keep good records and ensure a smooth transition of office by carefully training the next vice president of membership.

• Send a hand-written card from our association to any MaineMTA member who is experiencing health struggles or whose immediate family member are suffering.

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VICE PRESIDENT OF PROGRAMS

Duties:

• Oversees all student and teacher programs and facilitates communication about these programs with the executive board.

• Plans and oversees the Fall Conference in odd-numbered years.

• Finds co-chairs for the Pine Tree Competition (held in May in odd-numbered years).

• Finds co-chairs for the Monster Festival (held in March in even-numbered years).

• Finds co-chairs for the Fall Master Class. (provisional)

• Keep good records and ensure a smooth transition by carefully training the next vice president of programs.

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CERTIFICATION CHAIR

Duties:

• Encourage all members to become nationally certified.

• Assist in the certification process by providing information to prospective candidates. Become familiar with the documents in the Certification pages of the MTNA.org website in order to provide accurate and timely information to all applicants.

• Mentor MaineMTA members who wish to become certified.

• Receive updated information from MTNA about the certification program.

• Maintain an up-to-date list of certified members.

• Provide a list of newly certified members to the MaineMTA webmaster for posting on the active members page of the MaineMTA website.

• Provide a list of newly certified members to the president for publication in the newsletter.

• Report relevant information about certification (such as the number of newly certified members, the number of members actively pursuing certification, and changes in the certification program) at executive board and general membership meetings.

• Communicate any concerns of MaineMTA members regarding the certification process to the MTNA Certification Chair.

• Aid in efforts to educate the public about MTNA certification.

• Ensure a smooth transition of office by carefully training the next certification chair.

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COMMISSIONED COMPOSER CHAIR

Duties:

• Stay up to date with the commissioning process and all necessary procedures and deadlines, available at MTNA.org. 

• Communicate regularly with the executive board.

• Find two or three potential composers to present to the executive board.  Provide websites and music samples.

• Once the executive board selects a composer or approves the commissioned composer chair’s recommendation, complete the online composer information form and send it to MTNA.

• MTNA will send an electronic contract for signature by the composer. Ensure that the contract is signed and returned to MTNA.

• Obtain a signed W-9 form from the composer and send it to the MaineMTA treasurer.

• The composition needs to be complete at least 4 weeks in advance of the Quad State Conference. Send copies of the music to MTNA.

• Arrange for payment to the composer from MaineMTA.

• Send a written request to MTNA for reimbursement of 50 percent of MaineMTA’s commissioned composer payment. The request must be made at least two weeks in advance of the Quad State Conference.

• Coordinate logistics necessary for rehearsal and performance of the commissioned work at the Quad State Conference.

• Record the premiere of the composition at the Quad State Conference and submit the recording to MTNA.

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BIENNIAL PINE MUSIC COMPETITION CO-CHAIRS

Duties:

• Work with your co-chair to coordinate the logistics and manpower needed to run the biennial competition in May in odd-numbered years, based on the parameters approved by the MaineMTA executive board.

• Notify the executive board of the date and location of the competition.

• Work with a co-chair to delegate tasks involved in the following areas: sponsors, judges, monitors, publicity, programs, and scheduling.

• Present a proposed competition budget to the executive board.

• Ensure that the Pine Tree Music Competition is financially self-supporting through registration fees, business sponsorships, and program advertising.

• Prepare financial reports for the vice president of programs and the executive board both before and after the even.

• Attend all executive board meetings at which the Pine Tree Competition is on the agenda.

• Maintain and update the Pine Tree Competition binder and be available to train the next Pine Tree Competition co-chairs.

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BIENNIAL PIANO MONSTER FESTIVAL CO-CHAIRS

The Biennial Piano Monster Festival is a non-competitive student event that is held in March of even-numbered years.  Detailed guidelines for running this program exist in digital files as well as in a binder.

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Duties:

• Work with your co-chair to coordinate the logistics and manpower needed to run the biennial Piano Monster Festival as outlined in guidelines in a binder as well as in digital files.                                

• Notify the executive board of the date, location and conductor nine months before the event. 

• Present a proposed budget to the executive board around that same time.

• Choose the repertoire together in July according to the guidelines of past festivals.

• Receive applications from participating teachers at the end of October so that teachers have plenty time to secure the music for their participating students.

• Confirm repertoire choices with all participating teachers before the Thanksgiving break.

• Attend any executive board meetings when the Piano Monster Festival is on the agenda.  Ensure that the Piano Monster Festival is financially self-supporting through registration fees and business sponsorships.

• Prepare a financial report directly after the event to submit to the vice president of programs and the executive board. 

• Maintain and update the Piano Monster Festival binder and digital files.

• Keep good records and be available to train your successors.

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WEB ADMINISTRATOR

Duties:

• Post information for all upcoming MaineMTA events as they become available, including dates, locations, event descriptions, and application forms. Create pages for newly created events, as required.

• Delete information about past MaineMTA events and create placeholder verbiage.

• Post news items to the News page, ensuring that the titles link to the Home page. Items appropriate for posting include…

         - All MaineMTA sponsored events, including Quad State

         - Concerts given by our members

         - Employment opportunities for our members

         - Any other events approved by the executive board

• Send out informational emails to the membership through info@mainemta.org email.

• Update the officers on the Officers Page, as needed.

• Update the Active Members page annually on August 1st and as needed at the direction of the vice president of membership.  

• Update local association meeting dates, including locations, agendas, and news.

• Make updates to Constitution and Bylaws page, as necessary.

• Check for web hosting service (e.g., our current host is GoDaddy) and WordPress updates and make appropriate changes.

• Send the treasurer bills for service and maintenance fees related to the webserver, the email address, the SSL certificate, and any other web-related fees.

• Provide technical and best practice advice regarding website security, page and site layout, and other technical matters for the executive board.

• Answer questions from members regarding use of the website, including access issues and passwords.

• Ensure a smooth transition of office by carefully training the next webmaster.