ARTICLE I: - NAME AND RELATIONSHIPS	ARTICLE VII: - MEETINGS
ARTICLE II: - MISSION AND FUNCTIONS	ARTICLE VIII: - PUBLICATIONS
ARTICLE III: - MEMBERSHIP	ARTICLE IX: - QUORUM AND VOTING
ARTICLE IV: - DUES	ARTICLE X: - AMENDMENTS AND BYLAWS
ARTICLE V: - GOVERNMENT	ARTICLE XI: - RATIFICATION
ARTICLE VI: - ELECTIONS

ARTICLE I: - DUTIES OF OFFICERS	ARTICLE III: - DUTIES OF STANDING COMMITTEES
ARTICLE II: - STANDING COMMITTEES	ARTICLE IV: - SPECIAL COMMITTEES AND COMMISIONS

• Section 1. Name: The name of the organization shall be the North Carolina Music Educators Association, a federated unit of the Music Educators National Conference: The National Association for Music Education.

• Section 2. Relationships: This organization shall remain in a close relationship with the North Carolina Department of Public Instruction, Music Educators National Conference, the Arts Education Leadership Coalition (NC), as well as other arts and educational organizations.

• Section 1. Object. The mission of the North Carolina Music Educators Association is to promote music as a fundamental component of education and to provide opportunities for life long learning by supporting teachers, students, and communities in developing and fostering excellence in music.

• Section 2. Functions: (a) The Association, through its sections, districts and special committees, shall encourage and promote music education in North Carolina by means of clinics, publications, contest festivals, workshops, professional meetings and other activities; (b) The Association shall provide professional service and assistance to other organizations whenever feasible.

ARTICLE III MEMBERSHIP

• Section 1. Active membership shall be granted to any individual engaged in music education who is a member of the Music Educators National Conference.

• Section 2. Collegiate membership is offered as provided by the constitution of the Music Educators National Conference.

• Section 3. Commercial membership may be granted to business firms as stipulated in Article IV, Section 6. Membership is limited to NCMEA activities.

• Section 4. Honorary membership shall be conferred by the Board of Directors.

• Section 5. Retired membership may be granted to an individual who was formerly engaged in music education and who was a former active member of MENC.

• Section 6. The right to vote and hold office is reserved for active and retired members.

• Section 7. Associate membership may be granted to any individual employed as an arts administrator but not actively engaged in the teaching of music. Associate members may not vote, hold office or participate in contests, but may attend conferences and meetings and will receive The North Carolina Music Educator.

• Section 8. Introductory membership shall be open to persons in their first year of full-time teaching who have been collegiate chapter members during the preceding school year. The membership shall be limited to one membership year. Introductory members shall have the same privileges as active members.

• Section 9. Only students taught or trained by active members shall have the right to participate in festivals, clinics, contests or other activities operated under the jurisdiction of the Association.

ARTICLE IV - DUES

• Section 1. Active membership dues in the North Carolina Music Educators Association shall be twenty- two dollars ($22.00) plus the appropriate dues required for membership in the Music Educators National Conference.

• Section 2. Associate membership dues shall be four dollars ($4.00) annually.

• Section 3. Retired membership dues shall be four dollars ($4.00) annually or $50.00 for life.

• Section 4. Collegiate dues are to be paid directly to MENC through the chapter.

• Section 5. Introductory membership dues shall be 50% of the active membership dues.

• Section 6. Commercial membership dues shall be forty dollars ($40.00).

• Section 7. Active membership dues cover a period of one year beginning with the initial enrollment.

ARTICLE V - GOVERNMENT

• Section 1. The elective officers of the NCMEA shall be the President, the President-Elect, the Recording Secretary and two Members-at-Large. The President- Elect shall advance automatically to the presidency. The terms of office for these positions shall be two years.

• Section 2. The appointive officers of the NCMEA shall be the Historian, the Parliamentarian, the Editor of the publication and the state Chair of collegiate chapters of MENC. Appointments are made by the President. The terms of office for these positions shall be at the discretion of the President.

• Section 3. The Executive Director is an employee of NCMEA and is an ex-officio member of the Executive Board and the Board of Directors. Responsibilities are outlined in the Job Description (see page 13). Continued employment shall be determined by the Board of Directors, upon annual review (See Appendix B for Executive Director Annual Review Guidelines).

• Section 4. The representative from the State Department of Public Instruction is an ex-officio member of the Board by virtue of his/her position as State Music Consultant. The representative shall serve as Mini-Grant Chair and shall publish an article in The North Carolina Music Educator about state-wide activities in the arts as well as other public educational concerns.

• Section 5. A Music Industry representative is elected by the North Carolina Association of School Music Dealers and serves as an ex-officio member of the Board and reports concerns from the music dealers and other exhibitors at the annual In-Service Conference to the Board.

• Section 6. The Board of Directors of NCMEA shall consist of the following, each having one vote: The President, the President-Elect, the immediate Past President, the Recording Secretary, the duly elected Chairs of the band, choral elementary, higher education, middle school choral, orchestra, and collegiate MENC chapters sections, two Members-at-Large and the District Presidents. In addition, the Board of Directors shall include these non-voting members: the appointive officers, committee and commission chairs and ex- officio members.

• Section 7. The Executive Committee shall consist of the President, the President-Elect, the Past President, the Recording Secretary, the Section Chairs, and the Members-at-Large. The Executive Director shall serve as an ex-officio member of the Executive Committee.

• Section 8. Vacancies in the office of the President, President-Elect, Recording Secretary, or on the Executive Committee, shall be filled, upon the recommendation of the President or acting president, by and at the discretion of the Board of Directors until an election for the unexpired term is held at the next general meeting or by mail if the next meeting is more than six months distant. If the President-Elect is unable to assume the office of President at his appointed time, a President shall be elected by the membership.

ARTICLE VI - ELECTIONS

• Section 1. The President, the President-Elect, the recording secretary and the two members at large shall be elected by secret ballot in odd numbered years at the annual meeting. Installation shall be held in conjunction with the annual meeting.

• Section 2. The Nominating Committee, composed of not less than five members, one of which is the chair, shall be appointed by the President, and shall be announced to the Board of Directors no later than then January Board Meeting in the odd-numbered years. The Nominating Committee shall present the proposed slate of officers at the May Board Meeting for approval. The Chair is responsible for presenting information to the Editor for publication in the fall journal. The slate shall be presented to the membership via the North Carolina Music Educator, following by a November election. The nominating committee will serve as an election committee to supervise the election and to tabulate ballots.

• Section 3. Additional nominations may be made by any member of the Association by submitting the nomination in writing to the Executive Director 30 days prior to the annual meeting. Signatures of twenty or more active members must accompany the nomination.

• Section 4. Section Chairs shall be elected in even numbered years at the annual meeting.

• Section 5. District Presidents shall be elected by their respective district members; even-numbered districts in even-numbered years, odd-numbered districts in odd- numbered years. District Presidents may be re-elected.

• Section 6. A mail ballot may be conducted at the discretion of the Board of Directors.

ARTICLE VII - MEETINGS

• Section 1. The Association shall meet annually as determined by the Board of Directors.

• Section 2. The executive committee shall meet prior to the Board of Directors meetings in January, May and August and upon the call of the President or upon the joint request of not less than three members of that committee. A quorum of five members of the executive committee shall be required for the transaction of business.

• Section 3. The Board of Directors shall meet in November, January, May and August or at the call of the President or upon the joint request of not less than five members of the Board. A quorum of not less than ten members shall be required for the transaction of business.

ARTICLE VIII - PUBLICATIONS

• Section 1. The North Carolina Music Educator shall be the official publication of the Association and shall be published four time a year in September, November, February and April.

• Section 2. Other publications shall be provided as approved by the Board of Directors.

• Section 3. The North Carolina Music Educators Handbook is published by the Association and is provided for all members.

• Section 4. A Directory of North Carolina Music Teachers is provided for the Board of Directors and is available for purchase by others.

ARTICLE IX - QUORUM AND VOTING

• Section 1. A quorum shall consist of twenty percent of the active members registered for any general meeting of the Association.

• Section 2. The President may poll the membership by mail vote. Official action may result from a simple majority of the mail vote returned.

ARTICLE X - AMENDMENTS AND BYLAWS

• Section 1. The constitution and by-laws of the NCMEA may be amended with the approval of two-thirds of the majority present at a regular meeting of the Association, or by a simple majority of the mail vote as prescribed in Article XI.

• Section 2. Proposed amendments to the constitution must be submitted to all active members at least thirty days in advance of the annual meeting.

ARTICLE XI - RATIFICATION

• Section 1. This Constitution is valid only after acceptance by two-thirds of the members attending the initial conference of the full organization and is effective only upon acceptance and approval by the National Executive Board of the Music Educators National Conference.

• Section 1. The President shall preside at meetings of the Association, enforce due observance of the Constitution and By-Laws and Standing Resolutions; call meetings of the Association, Executive Committee, and Board of Directors; attend all state, division and national meetings as well as planning conferences to represent the Association; and appoint committees not otherwise provided for in the Constitution. The President serves as an ex-officio member of other standing committees. When an immediate action is necessary, he/she shall be empowered to act with the concurrence of the Executive Committee.

• Section 2. It shall be the duty of the President-Elect to perform all the duties of the President in the event of the absence of the President, to serve as Chair of the Finance Committee, to attend all state, division and national meetings as well as planning conferences to represent the Association and, generally, to prepare to assume the office of President.

• Section 3. The immediate Past President shall serve as consultant to the President and act as Chair of the Membership Committee. In this capacity he/she will assist District Presidents in recruitment and other matters related to membership. The immediate Past President will perform other duties as are assigned to the office by the President and/or the Board of Directors.

• Section 4. The Recording Secretary shall record the minutes of all meetings, file permanent records with the Executive Director and the Historian, and act as secretary to the Board of Directors.

• Section 5. The Executive Director shall file a record of all meetings, maintain a membership list, keep complete financial records of the Association, pay all bills and perform other duties as directed by the Board of Directors. The individual serving in this office shall be bonded by the Association and shall receive a salary. The Executive Director shall be an ex-officio member of the Executive Committee.

• Section 6. The Board of Directors shall administer the business and educational affairs of the Association, and have the responsibility for its general policies and program of activities, fill vacancies in offices by temporary appointments pending regular elections, and plan and develop effective means of promoting music education by working closely with the districts of NCMEA.

• Section 7. The Executive Committee shall be responsible for the business management and control of the funds thereof, fix the time and place of annual meetings and cooperate with the President in planning the details of such meetings, represent and act for the Board of Directors in the intervals between meetings of that body, provide annually for the complete auditing of the accounts of the Association, conduct an annual review of the Executive Director, supervise all elections to the end that only active and retired members shall cast secret ballots, and be responsible to the Board of Directors for the carrying out of the established policies of the Association.

ARTICLE II - STANDING COMMITTEES

• Section 1. The Finance Committee shall consist of the President-Elect as Chair, the Executive Director, two Section Chairs appointed by the President, and the two elected Members-at-Large.

• Section 2. The Publications Committee shall consist of the Editor as Chair, two Section Chairs and two District Presidents appointed by the President.

• Section 3. The Coalition Committee shall consist of an appointed chair, the President, Past-President, President-Elect, State Department of Public Instruction representative, Arts Supervisors representative, Music Industry representative, and others as needed.

• Section 4. The Constitution Committee shall consist of a Past President as chair, the President-Elect, the Parliamentarian, and two District Presidents, all appointed by the President.

• Section 5. The Membership Committee shall consist of the Past President as Chair, all the District Presidents, and such other members as the President shall appoint.

• Section 6. Additional members to the committees listed above may be appointed by the President with the approval of the Board of Directors.

ARTICLE III - DUTIES OF STANDING COMMITTEES

• Section 1. The Finance Committee is charged with preparing and submitting to the Executive Committee a budget for operation of all phases of NCMEA and dealing with any other financial matters not herein specifically assigned.

• Section 2. The Publications Committee is charged with the responsibility of determining the editorial policy of The North Carolina Music Educator and the format and contents of other publications.

• Section 3. The Coalition Committee is responsible for promoting a sequential, well-balance, comprehensive and high quality program of music education through the state.

• Section 4. The Constitution Committee shall review bi- annually the Constitution and By-Laws and make recommendations for needed revisions and amendments.

• Section 5. The Membership Committee shall develop a program for extending the membership of the Association to all music educators in North Carolina and shall encourage membership in the various categories of the Association.

• Section 6. These Standing Committees shall make annual reports to the Board of Directors and such other reports as requested by the President or the Board of Directors.

ARTICLE IV - SPECIAL COMMITTEES AND COMMISSIONS

• Section 1. The Arts Supervisors Committee is charged with meeting annually at the In-Service Conference, selecting a chair who will serve for two years in an ex- officio capacity on the Board, contact members and plan activities for the In-Service Conference.

• Section 2. The Government Relations Committee shall consist of the Past Presidents. They will elect a chair who will serve as an ex-officio members of the Board for two years. This committee is encouraged to work with the Public Relations Committee and should be concerned with North Carolina fiscal and legislative policies and procedures which may affect the status of music education in the state.

• Section 3. The Honors Superintendent Committee shall consist of a chair and three district Presidents, all appointed by the President. The Chair is responsible for presenting information to the Editor for advertising the award in the September and January issues of The North Carolina Music Educator, for collecting material documenting nominations, submitting the committee’s nomination to the Board of Directors for approval, and for following the procedures set out in the Instructions for Nominating the Honor Superintendent.

• Section 4. The In-Service Conference Committee shall consist of an appointed chair and such members as are needed. The Chair is responsible for collecting program information and serves as the facilitator of physical logistics such as space assignments, equipment requests and room set ups, both prior to and during the conference.

• Section 5. The Mini-Grant Committee shall be chaired by the State Music Consultant from the Department of Public Instruction and three additional members, all appointed by the President. The Chair shall follow the Guidelines in Mini-Grant Procedures (see p. 20) and submit the recommendation to the Finance Committee. The Chair of the Finance Committee shall submit the nomination(s) to the Board of Directors for approval.

• Section 6. The Music Education Advocate Award Committee shall consist of a chair and three NCMEA members, all appointed by the President. The Chair is responsible for advertising the scholarship by submitting information to the Editor of the North Carolina Music Educator for publication in both the fall and winter issues, for submitting the committee’s recommendation to the Board of Directors for approval, and for following the Award Guideline Procedures

• Section 7. The Barbara Bair NCMEA Scholarship Committee shall consist of a chair and three NCMEA members, all appointed by the President. The Chair is responsible for advertising the scholarship by submitting information to the Editor of The North Carolina Music Educator for publication in both the fall and winter issues, for submitting the committee’s recommendation from the applications received to the President, the Executive Director and the recipient. See NCMEA Scholarship Criteria in Continuing Operating Procedures for further information.

• Section 8. The Research Committee shall consist of an appointed chair and two additional members. The Chair is responsible for collecting, editing and submitting research articles for publication in The North Carolina Music Educator for informing the membership of the most recent research published. The committee is also responsible for planning session(s) for the In-Service Conference.

• Section 9. The Ruth Jewell Scholarship Committee shall consist of a chair and three NCMEA members appointed by the President. The Chair is responsible for submitting information to the Editor of The North Carolina Music Educator for publication in both the Fall and Winter issues, for submitting the committee’s recommendation for the winner to both the President and the Executive Director as well as the recipient. For further information, see the guidelines in the Ruth Jewell Scholarship section of Continuing Operating Procedures.

          All commission Chairs function within the MENCnetwork.

• Section 10. EXCEPTIONAL EDUCATION. The Exceptional Education Chair is responsible for keeping the Association informed concerning state and federal guidelines for exceptional education and for submitting articles for publication in The North Carolina Music Educator about research and activity in the arts for special populations. The Chair should work with the Section Chairs to plan session(s) for the In-Service Conference.

• Section 11. INFORMATION SERVICE SPECIALIST. The Information Service Specialist is responsible for collecting, editing and publishing The Directory of North Carolina Music Teachers.

• Section 12. General Music. The General Music Chair serves as the state liason to the MENC Society for General Music and is responsible for keeping the Board informed about activities, conferences, and publications related to the implementation of General Music at all levels of the curriculum. The Commission Chair, working with Section Chairs, is responsible for planning activities for the Annual In-Service Conference.

• Section 13. MULTI-CULTURAL AWARENESS. The Multi-Cultural Awareness Chair is responsible for keeping the Board informed about activities, conferences and publications related to the uses of music in a multi-cultural society and for working with Section Chairs in planning a minimum of one meeting/session for the In-Service Conference.

• Section 14. MUSIC IN OUR SCHOOLS MONTH. The Music in Our Schools Month Chair is responsible for disseminating information to all Board members, ordering a promotional package for MIOSM from MENC through the NCMEA Executive Director, promoting MIOSM through media, collecting and assembling a scrapbook of North Carolina MIOSM activities and coordinating both the assembly of and acquiring personnel to supervise the NCMEA Booth in the Exhibit Hall at the In-Service Conference.

• Section 15. RETIRED MEMBERS. The Retired Members Chair is responsible for informing the Board and the Executive Director of member retirements, for sending announcements of retirements to the Editor of The North Carolina Music Educator and for coordinating retired member activities.

• Section 16. TEACHER EDUCATION. The Teacher Education Chair serves as the state liaison to the MENCl Society for MusicTeacher Education and is responsible for keeping the Board informed about activities, conferences, and publications related to teacher education. The Chair, with the Chairs of Higher Education and Research, is responsible for planning activities for the annual In-Service Conference.

• Section 17. TRI-M. The Tri-M Chair must be the advisor of an active Tri-M Chapter and serves to coordinate TRI-M activities at the state level.

The Executive Director shall be employed by the Board of Directors to execute the daily operations of NCMEA. Compensation and other terms of employment shall be set by the Board of Directors. The Executive Director shall have no executive powers or duties other than those delegated by the President or the Board of Directors. The position is subject to an annual review. The execution of the daily activities of NCMEA shall be vested in the office of Executive Director. The Executive Director shall be a non-voting member of the Board of Directors and serve as an ex-officio member of all committees. The Executive Director shall assume control of the funds of the organization, subject to direction by the Board of Directors. He/she shall be bonded in an amount approved by the Board. (Proper liability insurance will cover this bond.) The Executive Director must have computer skills adequate for the efficient operation of all NCMEA activities. The Executive Director must have an adequate home office or have an office space provided by the Association.

• A. Duties Relating to Operations:
  • 1. Execute all decisions of the NCMEA Board and committees as directed by the Board.
  • 2. Maintain close communication with the NCMEA President.
  • 3. Oversee the operation of the NCMEA state office and serve as custodian of all NCMEA owned property.
  • 4. Exercise responsibility for seeing that the operations and activities of NCMEA are in compliance with all federal and state laws and procedures.
  • 5. Maintain adequate amounts of insurance on association owned property and liability insurance on association sponsored activities.

• B. Duties relating to Finance:
  • 1. Collect all monies due the NCMEA and deposit same on a timely basis into accounts authorized by the NCMEA Board; pay all bills and demands against NCMEA as authorized by the approved budget or otherwise authorized by the Board; keep accurate records of all receipts and disbursements, using commonly accepted bookkeeping procedures and provide the Board with quarterly Financial Reports; exercise responsibility that all disbursements remain within the authorized budget.
  • 2. Prepare an annual budget for the operations of NCMEA and receive all budget requests which shall be submitted to the Finance Committee for action and recommendation to the full Board. The Executive Director shall be an ex-officio member of the Finance Committee.
  • 3. Execute all contracts and commitments made on behalf of NCMEA as authorized by the Board.
  • 4. Prepare an Annual Financial Report at the close of the fiscal year to be presented to the Board of Directors.
  • 5. Exercise responsibility for filing all financial and tax reports as required by the IRS and other agencies and for the preparation of an annual audit review. Maintain a file of all the Financial Reports.
  • 6. Determine the amount of NCMEA funds deemed in excess of normal operational needs, if any, and invest these funds into vehicles that will earn reasonable safe rates of return.

• C. Duties Relating to Publications:
  • 1. Arrange for the printing of all NCMEA materials/publications.
  • 2. Prepare articles and information as needed for publication in the North Carolina Music Educator.
  • 3. Prepare and have printed and distributed to all active members the NCMEA Handbook in odd numbered years. The Handbook would be sent to new members as they join.
  • 3. Prepare a newsletter containing In-Service Conference Information to be mailed to all members in early September.
  • 4. Collect and maintain a library of all NCMEA publications.

• D. Duties Relating to Support Services:
  • 1. Keep a file of the minutes of all official meetings as provided by the Recording Secretary and distribute copies to the Board members.
  • 2. Maintain a data-base file of all active and retired members of NCMEA. This file should include information as to expiration date, teaching area and district affiliation. Information from this date-base should be made available to authorized members as directed by the NCMEA Board.
  • 3. Maintain a file of Financial Reports of all Contests, Festivals, and Clinics and file these on a yearly basis with the auditor.
  • 4. Assist the President with the preparation of the agenda for Board meetings.
  • 5. Distribute notices of meetings to all persons expected to be in attendance at those meetings.
  • 6. Answer, in a prompt and efficient manner, all correspondence and phone calls directed to the office.
  • 7. Maintain an adequate supply of stationery, certificates, plaques, forms and other office supplies as needed.
  • 8. Maintain all office files necessary to accomplish NCMEA goals and activities.
  • 9. Distribute all applications for scholarships and grants.

• E. Duties Related to the Annual In-Service Conference:
  • 1. Exercise responsibility for the overall arrangements and operations of the Annual Conference.
  • 2. Negotiate and execute all contracts for conference and conference sites, meeting facilities and hotels.
  • 3. Conduct all business with hotels, establish "master accounts" and make room reservations for all clinicians.
  • 4. Arrange for food functions as authorized by the NCMEA Board.
  • 5. Make hotel reservations for NCMEA President, Editor, clinicians, and others as directed.
  • 6. Coordinate housing through the "Housing Bureau".
  • 7. Exercise responsibility for all phases of Conference Registration to include the publication of the Pre- Registration Form in "The Music Educator", the publication and distribution of a Conference Brochure, the scheduling of Showcase Session in cooperation with the exhibitors, the securing of efficient clerical personnel to assist with Conference Registration and the preparation of an accurate accounting of all monies received.
  • 8. Exercise responsibility for all phases of Exhibitor activity, including the sending of reservation forms to all prospective exhibitors (mailing list to be maintained for this purpose) booth assignments according to plan, supervision of exhibitor registration, and placing of exhibitors in assigned booths and the procurement of door prizes.
  • 9. Secure adequate security personnel for all areas related to exhibits and registration.

• F. Duties related to NCMEA sponsored clinics, festivals and adjudicated events.
  • 1. Distribute all forms to Site Chairs for use in recording Financial Affairs of the event as follows:
    • a. Instruction form.
    • b. Financial Reporting Form.
    • c. Adjudicator/Clinician Agreement and Reimbursement Request forms (including NCMEA Travel Policy).
    • d. Supply Request and Plaque Request Forms.
    • e. Send Adjudication Sheets, Certificates and Plaques as requested.
    • f. Receive and verify the NCMEA Financial Reporting Forms and pay honorarium to site chairs of various events.
    • g. Compile a summary of all reports for review by the NCMEA Board.

  The Executive Director will not be responsible for organizing or conducting sponsored or sanctioned activities. He/she will not make policy decisions, but will refer such questions to the proper elected officers. The Executive Director is responsible for knowing the policies and practices of the national and state organizations and shall make membership and fiscal decisions in light of these policies.

THE EDITOR

The Editor shall be employed by the Board of Directors to gather, edit, and coordinate the creation, publication and distribution of information about Association activities and policies in The North Carolina Music Educator. The Board shall fix the duties and salary of this position. The Editor shall be an ex-officio member of the Board of Directors.
The President shall appoint a Publications Committee to assist the editor in carrying out his/her duties. The Editor shall carry out the following duties:

• 1. Supervise the creation, publication and distribution the The North Carolina Music Educator.
• 2. Gather and edit news of interest to the membership, including operational information about Association business and sponsored activities.
• 3. Coordinate the solicitation of advertising and include such materials in the magazine upon payment of advertising fees.
• 4. Select news from MENC and from other journals for publication.
• 5. Cause the following specific information to be gathered and printed:
  • a. Membership information and conference plans
  • b. Contest dates, sites, regulations, and forms.
  • c. Contest results and financial statements.
• 6. Establish deadlines and procedures for gathering the required information and provide all Board members with these forms, by mail, three weeks prior to the respective deadlines.

THE DISTRICT PRESIDENT

The District President is elected by the members of NCMEA working in a geographical district to represent the professional and regional ideas and problems of the district on the Board of Directors. The District Presidents are voting members of the Board of Directors.

Aside from those duties assigned by the Constitution of the District and by its membership, the District President shall carry out the following duties within the framework of the parent organization:

• 1. Assist the membership Chair in recruiting new members of the Association.
• 2. Identify all first-year teachers within their assigned districts, compile a list and submit to the Executive Director by October 1.
• 3. Organize and conduct the district meeting at the annual conference.
• 4. Assist the public relations and governmental relations committees.
• 5. Encourage district festivals, clinics, and other events designed to help students.
• 6. Keep informed of crisis conditions in the district and forward the facts to the Board of Directors.
• 7. Assist in the annual selection process of the Honor Superintendent Award by soliciting nominations of candidates from his/her district.

THE COMMISSION CHAIR

The Commission Chair is appointed by the President to form a committee of members to carry out a specific task of information gathering, research, idea development or any other project the Board feels to be in the interest of improving music education or the professional life of music educators.

The Commission Chair joins the Board as an ex-officio member. The Chair is expected to make verbal and written reports to the Board and, at the conclusion of the project, leave written recommendations for action. Direct expense of postage and telephone incurred in the project are to be reimbursed by the Executive Office, subject to review by the Board.

The Board may dissolve a commission on its own or the Chair’s recommendation that the project is completed.

THE SECTION CHAIR

The Section Chair is elected by the members of a section to be responsible for the orderly carrying out of the section activities and programs and to represent the interest of the section in the larger business of the Association. The Section Chair is a voting member of the Board of Directors.

Aside from the duties assigned by the Constitution of the specific section and its membership, the Chair shall carry out the following duties within the framework of the parent organization:

• 1. Cause programs of interest and merit to be planned and offered for section meetings at the annual conference.
• 2. Recommend to the President performances of high quality for presentation at general sessions.
• 3. Convey to the Editor, by the appropriate deadline, all news vital to the programs and activities of the Section and the information the Editor is required to print.
• 4. Place on file with the Executive Director a copy of the Constitution and By-Laws of the Section.
• 5. Inform and order through the Executive Director the necessary forms to be stocked for Section Activities.
• 6. Plan and execute sponsored activities, select dates, sites, judges and local chairpersons and establish standards and procedures for participation.
• 7. Report contest ratings to the Editor and the Executive Director.
• 8. File all financial reports and records of sanctioned events with the Executive Director by the designated deadlines.
• 9. Speak for the Section at all Board meetings, informing the Board of procedural and policy changes within the Section.
• 10. Keep accurate records of Section business for the use of succeeding chairs.
• 11. Submit nominations of members for Honorary Life Membership at the May Board Meeting.
• 12. Ensure that the Section’s special events treasurers compensate and/or reimburse clinicians in a timely manner.

The Section Chair works in the NCMEA structure to expand the Association’s services to all phases of music education and to assure the quality and performance of Section activities.

COLLEGIATE MENC ADVISOR

The Chair of Collegiate Chapter Advisors is appointed by the President to encourage and assist collegiate members and chapters. The term of office is at the discretion of the Board of Directors and the Chair.

Aside from the responsibilities placed on this chair by MENC, the following duties shall be carried out:

• 1. Represent Collegiate members’ interests to the Board.
• 2. Maintain a roster of chapters and officers.
• 3. Supervise the creation of a program for students during the year as well as at the annual conference, including the selection of statewide Collegiate officers.
• 4. Convey to the Editor information and news about collegiate activities and professional information of special interest to Collegiate members.
• 5. Assist the Association in recruiting collegiate members and in serving their interests.
• 6. The Chair is encouraged to attend the national meeting of Collegiate Advisors at MENC Conferences.

HISTORIAN

The Historian is appointed by the President to collect and maintain all information and materials of lasting value pertaining to the history of the NCSMTA and NCMEA.

In addition to or in connection with the above, he/she shall:

• 1. Keep a list of all Honorary Life Members and their biographies.
• 2. Keep a listing of Past Presidents and other officers.
• 3. Cooperate with the MENC Historical Center.
• 4. Assist with the housing of the permanent records of NCMEA in Jackson Library, UNCG
• 5. Seek out individuals who may have personal knowledge of the early history of NCSMTA and NCMEA and obtain from them either written or oral statements for the permanent files.

PARLIAMENTARIAN

The Parliamentarian is appointed by the President to assist the President and members of the Board to conduct the business of the meetings of the Board in an orderly fashion and in accordance with the rules as set forth in Roberts Rules of Order.

• 1. POLICY FOR SELECTION OF PERFORMING GROUPS (1976)

  • A. NCMEA Annual In-Service Conference

    Selection of performing groups should be left completely to the discretion of the Section Chair or the President.

  • B. Selection for in or out-of-state functions that require NCMEA approval:
    • 1. Any group wishing to perform at either an in-state or out-of-state function the requires NCMEA approval will first apply through the proper Section Chair or the President. The President is too have a selection committee or use his/her own discretion to approve and send the application to the NCMEA Executive Committee or to disapprove and not forward the application.
    • 2. Application must be made on the NCMEA Performance Approval Application
    • 3. Application must adhere to the deadline of the respective function.
    • 4. The NCMEA President will appoint a selection committee made up of the President and the Chair of the band, choral and orchestra sections to make a final choice. In the case of a group that would not come directly under a section, the committee would make the selection after the particular group has applied to the NCMEA President.
    • 5. All applications must be accompanied by a current recording of the group.
    • 6. The NCMEA selection committee is to notify each applicant of action taken and return the recording to the sender.

• 2. GUIDELINES FOR OFFICER EXPENSE (1979) President:
  • In-state travel on official business - $.25 per mile (this does not include NCMEA meetings where all NCMEA members are expected to be present).
  • Out-of-state travel to MENC Conference and Planning Sessions - Coach air fare or $.25 per mile plus related expenses.
  • Out-of-state per diem allotment - Lodging equal to single rate in Conference hotel plus $32.00 for meals (no receipts required.)
  • In-state per diem allotment - Lodging not to exceed $45.00, meals $21.00.

  Executive Director: Same expense allotment as listed for President except expenses will be paid to all official NCMEA meetings where attendance is necessary.

  President-Elect: Expenses to MENC Conferences and Planning Sessions on the same basis as NCMEA President.

  Editor: In-state travel to Conference and Board meetings - $.25 per mile. Travel to MENC Conferences paid on the same basis as NCMEA President.

  Collegiate President: In-state travel for promotional work - $.25 per mile. Travel to MENC Conferences - 75% of actual expenses based on same schedule as NCMEA President.

  All above expenses except meal to be validated by receipts.

• 3. GUIDELINES FOR SELECTION OF HONORARY LIFE MEMBERS (1974)

  The following guidelines for the nomination and selection of Honorary Life Members were established in 1974:

  • 1. Automatic Life Memberships shall be granted to all retiring Presidents of NCMEA.
  • 2. Recommendations for other life members shall be made at the May Board Meeting by the Section Chairs from the list of twenty-five year members, active or retired, and shall be persons who have served at the local, district and state levels.
  • 3. Recommendations for the following year are to be made at the section meeting at the annual fall In-Service Conference. Each nomination is to include a biographical sketch of the person which will include such information as is pertinent to the individual’s qualifications.
  • 4. Deadline for the submission of all nominations shall be set for the date of the May Board meeting.
  • 5. A committee appointed by the President will receive all nominations and present their recommendation for action at the August Board meeting.
  • 6. The new Honorary Life Members will be sent a letter by the Executive Director inviting them to attend the conference as the guest of the Association.
  • 7. Each Honorary Life Member will be informed that he/she will receive a free subscription to The North Carolina Music Educator and shall not be required to pay state dues in the future. If he/she is an active or retired member of MENC, he/she should inform the national office of this fact on his/her membership renewal form each year. If, after retirement, the life member does not continue his/her MENC membership as a retired member, he/she must contact the Editor of The North Carolina Music Educator to continue his/her yearly subscription to The North Carolina Music Educator.

• 4. INSTRUCTIONS FOR NOMINATING HONOR SUPERINTENDENT (1972, Amended 1998)
  • 1. Nominations: Each of the fifteen NCMEA District Presidents are invited to nominate a candidate from his/her district. The District President is expected to consult with the music teachers of the district to determine their feelings.

  • 2. Nomination procedures by the District Presidents:
    • 1. Select an outstanding superintendent in your district. You may consult with the music teachers in your district for their suggestions.
    • 2. On or before April 15 each year, have a presentation as outlined above in the hands of the Honor Superintendent Awards Chair.
    • 3. Arrange for the preparation of the presentation to be submitted as in (2) above to include:
      • a. Identification: Name, school district, address, telephone number, and picture (if available).
      • b. Biographical sketch describing the superintendent’s experience, education, number of years in present position, educational institution(s) attended, degrees earned, professional organizations, civic clubs, honors, etc.
      • c. Statement of nomination to include reasons and evidence for this honor as indicated under Qualifications.
      • d. Copies of any pertinent recent articles.
      • e. Comprehensive statistical data of music activities (number of teachers and students involved).
      • f. All information typed and in booklet form.

  • 3. Qualifications: Nominees should be exceptionally skillful in their respective unit, but especially should be aware of the cultural arts (particularly music) as an indispensable part of the school curriculum as indicated by their personal attitude and philosophy; results in terms of understanding programs; number of teachers in music and other cultural arts; number of children involved in music and other cultural arts; opportunities for teacher growth; financial support for the arts; evidence of community and school board support; and understanding of the music program’s special needs in terms of space, program and equipment.

  • 4. Previous Nominations: A member who has nominated a superintendent for a previous year should notify the Chair in the event that he/she would like for the nomination to remain active.

  • 5. Award: The Honor Superintendent will receive a wall plaque suitable for display in his/her office. The inscription will be written by the Executive Committee.

  • 6. Award Presentation Process:
    .The Awards Chair shall furnish information to the President who shall make the formal announcement of the award to the recipient and extend an invitation to attend the In-Service Conference for recognition.
    • a. The Chair shall notify the nominating member of the name of the recipient.
    • b. The nominating member shall arrange a personal interview, request from the nominee a short personal philosophy statement about the importance of the cultural arts in the curriculum, arrange for publicity phono(s) and forward this information to the Editor of the North Carolina Music Educator for publication in the convention issue.
    • c. The nominating member shall arrange for publicity through the local newspapers and other media. Forward copies of this matieral to the Honor Superintendent Awards Chair.
    • d. Prior to the Conference, the Chair shall confer with the recipient to schedule the award presentation and determine his/her accommodation needs. Such needs shall be reported to the Executive Director.
    • e.. NCMEA shall provide for the expense of overnight lodging as well as evening and breakfast meals if not provided by other sources. Receipts should be submitted to the Chair (Amended 1998).
    • f. The President will make the presentation at the State Superintendent’s Conference and request that the plaque be brought back to the In-Service Conference for that recognition.

  • 7. The Chair will make the presentation at the In- Service Conference.

• 5. PERMANENT RECORDS OF NCMEA (1977)

  As per the agreement entered into by the President of NCMEA and Dr. Lawrence Hart and Dr. James Thompson of UNCG in September, 1977, the permanent records of NCMEA will be housed in Jackson Library on the campus of UNCG.
  The Historian shall be responsible for assisting with the housing of the permanent records and will serve as a liaison person with the library personnel.
  All officers and members of the NCMEA Board of Directors are encouraged to turn over materials of an historical nature to the historian each year excepting those files necessary for current operations.
  All persons seeking access to these files for research purposes shall be required to obtain written permission from the NCMEA Board of Directors.

• 6. PAST PRESIDENT RECOGNITION (1979)

  In recognition of the services rendered to NCMEA, a plaque will be presented at the conference of the final years’s service of the Immediate Past President of NCMEA.

• 7. SCHOLARSHIPS
  • A. NCMEA BARBARA BAIR SCHOLARSHIP (1978)
    • 1. Description of Award:
      • a. The scholarship will be a one-time award of $1,000.00 and will be paid directly to the recipient and the college of choice at the beginning of the school year.
      • b. The scholarship will be awarded to a graduating North Carolina high school senior who has been accepted and will be entering a North Carolina college or university the following fall as a Music Education Major.
      • c. Scholarship applications may be obtained from the Executive Director and are to be completed and returned by March 1.
      • d. The recipient will be informed and invited by the Chair to be a special guest at the NCMEA In-Service Conference for a formal presentation of the award. The NCMEA Scholarship Chair will make this presentation.
      • e. The scholarship will be announced at the recipient’s own high school awards ceremony by a representative of NCMEA.

    • 2. Criteria and Selection Process:
      • a. Qualifications: The nominee will be judged upon the following:
        • i. Musical talent
        • ii. Personality
        • iii. Academic standing
        • iv. Extra-curricular and curricular activities
        • v. Character
        • vi. Interest and/or actual experience in teaching
      • b. Nominations will be made by the nominee’s music teacher. The nominating teacher must be a member of NCMEA.
      • c. Nominees shall submit a written essay on the topic entitled “Why I Want to Become A Music Educator”.
      • d. A Selection Committee of five members will be selected by the President of NCMEA.
      • e. A recording of the applicant’s performance should be submitted for the purpose of preliminary screening. This recording should include no more than three selections of varying styles.
      • f. The Application for NCMEA Scholarship must be submitted with the tape. This should include academic standing, curricular and extra-curricular activities and music activities as well as the above-name essay.
      • g. All recommendations, the recording and the scholarship form should be submitted to and received by the Scholarship Chair no later than March 1.
      • h. By April 1, all applicants will be notified as to their selection or rejection as finalists. If needed, personal interviews/live performances will be schedules by the committee to determine the winner.
      • i. Final decisions will be announced by letter, by the chair, to the winner and the nominating member, following the May Board Meeting. k. The Chair shall encourage the nominating member to have the award announced at the winner’s high school awards ceremony by the Chair or a representative.

  This form is available on the Forms web page

  (NCMEA Board of Directors acepted recommendation November, 1977, and proposal for implementation, November, 1978.)

  • B. RUTH JEWELL SCHOLARSHIP
    • 1. Description and Procedure of Award:
      • a. The scholarship will be a one-time award of no less than $300.00 and no more than $1,000.00 and will be paid in a lump sum to recipient and the college or university at the beginning of the recipient’s senior year.
      • b. The scholarship will be awarded to a Music Education Major who is a resident of North Carolina attending a North Carolina college or university.
      • c. Applications for the scholarship are sent by the Executive Director to the administrators of all North Carolina college or university music departments in early January. Completed applications for the scholarship are to be returned to the Executive Director by March 1 after the close of the first semester or quarter of the applicant’s junior year. Additional applications may be obtained from the Executive Director.
      • d. A recipient will be informed and invited by the Chair to be a special guest at the NCMEA In-Service Conference for a formal presentation of the award. The Ruth Jewell Scholarship Chair will make the presentation.
      • e. The scholarship will be presented in a suitable awards ceremony at the recipient’s college or university by the Chair or a representative.

    • 2. Criteria and Selection Process:
      • a. Residency and enrollment as set forth above.
      • b. Qualifications - Selection will be based on the following:
        • i. Musical talent
        • ii. Leadership
        • iii. Service to school and community
        • iv. Scholarship
        • v. Financial need
      • c. Applicant will submit an essay stating the reasons for entering the field of Music Education.
      • d. Applicant must have maintained a 2.8 academic average on a 4.0 scale, or a 1.8 average on a 3.0 scale as verified by transcripts.
      • e. Applicant will list three references that the committee may contact for letters of recommendation.
      • f. Applicant must be recommended by the Music Department Chairperson or Dean.
      • g. A scholarship committee of three to five members will be appointed by the President of NCMEA. This committee will review all applications prior to the May NCMEA Board meeting. The committee will recommend their choice of a nominee to the Board at the May meeting. The NCMEA Board will approve the nominee as presented by the Scholarship Committee.
      • h. A check will be sent to the winner and the college or university in August to assist in enrollment expenses of the first semester or quarter of the recipient’s senior year.
      • i. The amount of the award will be determined by the interest obtained from the Ruth Jewell Scholarship Fund. However, this amount will not exceed $1,000.00 nor will it be less than $300.00. The exact amount shall be determined by the NCMEA Board.

  This form is available on the Forms web page

• 8. MINI-GRANT AWARD
  • A. Description and Procedure:
    • 1. The Music Education Incentive Mini-Grant Program is intended to afford music teachers an opportunity to develop special projects to increase the existing potential for a quality music education program.
    • 2. These projects may be proposed for funding on a matching or non-matching basis at the applicant’s discretion. The total amount of funding requested from NCMEA may not exceed $500.00. No individual will be awarded more than one mini-grant within a five year period.
    • 3. The proposal must show clearly its relation to the ongoing program and compliance with the program outlined in the North Carolina Standard Course of Study. The proposal should be designed to improve teacher competencies and/or opportunities for students enrolled in the music program.
    • 4. If the project is a research proposal, it should be directed toward “action research”. The grant may not be used for Master’s or Doctoral projects.
    • 5. Application must include budget breakdown showing how funds will be spent.
    • 6. Application blanks may be secured from the Executive Director.
    • 7. Completed applications for the mini-grant are to be sent to the Executive Director by March 1 for an award to be made for the NCMEA fiscal year beginning the next July 1.
    • 8. All completed application blanks will be forwarded to the Chair of the Mini-Grant Committee for action (See No. 2 under Criteria and Selection Process).

  • B. Criteria and Selection Process:
    • 1. Applicant must be a current member of NCMEA. Preference will be given to active teachers in North Carolina.
    • 2. Applications will be approved by a committee appointed by the President and approved by the NCMEA Board of Directors. Priority will be given to projects which, in the opinion of the committee, will result in positive improvements of the overall program, both local and statewide. By May 1, the committee will forward the approved applications to the Executive Director, listing them in order of preference. In preparing the budget, the Finance Committee will determine how many of the proposals can be funded for the next fiscal year and make their recommendations to the NCMEA Board for approval at the May meeting.
    • 3. The Executive Director shall notify all applicants of their acceptance or rejection within five days following the board meeting. The successful candidate(s) will be requested to make a written request for the funds prior to the beginning of the project. (July 1 at the earliest.)
    • 4. A written report assessing the outcome of the project must be submitted to the Chair of the Mini-Grant Committee within six weeks of the stated completion date. At the same date, an itemized financial report with attached invoices reflecting all expenditures of project funds should be submitted to the Executive Director. The Chair will present a summary of the written report at the next regular NCMEA Board meeting.

• 9. DISTRICT PRESIDENT EXPENSES

  Funds are to be used for the enhancement of the communication network with music teachers in the districts. The funds are to be used for postage, printing of newsletters, and phone calls for district business, but cannot be used for honoraria, refreshments for meetings, etc. District Presidents are encouraged to use the most economical and effective means for communicating with their membership.
  Requests for reimbursement for expenses should be submitted to the Executive Director on official NCMEA Reimbursements Forms. Receipts for requested amounts must be included. The Executive Director will make reimbursement after verifying the expenditures and their use of proper accounting procedures.
  Allocation for each district, effective July 1, 1986 is $.75 per current NCMEA member.

• 10. POLICY REGARDING PAYMENT OF NCMEA MEMBERS FOR CLINICIAN SERVICES

  A clinician is defined as a person who conducts a session at the In-Service Conference of an informal or formal nature, lasting from 60 to 90 minutes, such as a workshop, a methods presentation, a rehearsal demonstration, a performance clinic, a lecture or other topic presentation.
  NCMEA members should not be paid for serving as clinicians at the In-Service Conference. In view of the fact that unforeseen circumstances or emergencies may arise where such payment is necessary, the Board may approve payment of a fee.
  This non-payment policy does not apply where a member serves as a conductor of an All-State group, etc., which would involve rehearsals of several days.

• 11. NCMEA MUSIC EDUCATION ADVOCATE AWARD (1991)
  • A. Description and Procedure
    • 1. The Music Education Advocate Award will be made to a person who has demonstrated exceptional visible support and advocacy for music and the arts in North Carolina as demonstrated by:
      • a. personal attitude, actions and philosophy
      • b. visible success in improving the general status of the arts in North Carolina.
      • c. leadership in the arts
      • d. effective advocacy for music education and the other arts
    • 2. Award: The Music Education Advocate Award recipient will receive a wall plaque suitable for display in his/her office. The inscription will be written by the Executive Committee.

  • B. Procedure and Selection
    • 1. The nominating member shall submit, to the Chair, an Application Portfolio containing the following:
      • a. biographical information
      • b. information detailing the contributions of the nominee, both general and specific, as an advocate for the arts in North Carolina
      • c. evidence of effectiveness as an arts advocate as demonstrated by news clippings, photos, legislative records (if applicable) and letter of endorsement
    • 2. Only current members of NCMEA are eligible to submit nominations. Group participation in the nomination process is encouraged.
    • 3. The Application Portfolio must be submitted to the Chair by March 1.
    • 4. The Selection Committee shall consist of a Chair and three members, all appointed by the President.

  • C. Award Presentation Process
    • 1. The Awards Chair shall inform the President and the Executive Director of the Committee’s selection.
    • 2. The Awards Chair shall present the committee’s selection to the NCMEA Board for approval at the May Board meeting.
    • 3. The Chair shall inform the recipient and invite them to be present at the November In-Service Conference for recognition.
    • 4. The Chair shall notify the nominating member of the name of the recipient. The nominating member shall arrange a personal interview, request from the nominee a short personal philosophy statement about the importance of arts education in the curriculum, arrange for publicity photo(s) and forward this information to the Editor of The North Carolina Music Educator for publication in the convention issue.
    • 5. The nominating member shall arrange for publicity through the local newspapers and other media. Forward copies of this material to the Music Education Advocate Awards Chair.
    • 6. Prior to the Conference, the Chair shall confer with the recipient to schedule the award presentation and determine his/her accommodation needs. Such needs shall be reported to the Executive Director.
    • 7. The Chair will make the presentation at the In- Service Conference.
    • 8. NCMEA covers the expense of overnight lodging as well as evening and breakfast meals if not covered by other sources. Receipts should be submitted to the Chair (1998).

• 12. SUPER FUND GRANTS
  • A. Description and Procedure
    • 1. The NCMEA Super Fund (established in 1992) in intended to afford groups an opportunity to develop and enhance certain projects to increase the potential for a quality music program in North Carolina.
    • 2. These projects may be proposed for funding on a matching or a non-matching basis and must be instituted by a member or members of NCMEA.
    • 3. Grants will be awarded for new initiatives, one-time special projects, or continuation for outstanding “projects of excellence” already providing vital services to the music education students in North Carolina. It is not intended to fund previously established ordinary events such as festivals, clinics and workshops. Grants from the Super Fund will rarely exceed $1,000.00. If, after three years, the project continues to be worthy of funding, but not capable of becoming self-supporting, it should be recommended to be added as a budget line item.
    • 4. The Super Funds may be used for essentials of a project such as honoraria and materials, but should not be used for salaries or food.
    • 5. Super Fund projects must be approved by the NCMEA Finance Committee.
    • 6. The Executive Director shall include an accounting of Super Funds Expenditures in the regular Financial Report.

  • B. Criteria and Selection
    • 1. An individual submitting an application for a group must be a member of NCMEA.
    • 2. Applications will be approved by the NCMEA Finance Committee and approved by the NCMEA Board of Directors.
    • 3. Applications for funding should be received by the Chair of the Finance Committee at least two weeks prior to the August finance committee meeting.
    • 4. Each application should include a proposed detailed budget for the project.
    • 5. At the close of each fiscal year, the Executive Director shall determine the amount of funds remaining in the NCMEA assets from the preceding year and make a recommendation to the Finance Committee as to the amount that can be transferred to the Super Fund to maintain a beginning balance of $15,000.00.
    • 6. The Project Chair may request funds from the Executive Director as needed during the on- going time of the project. Receipts for expenditures are required either before or after payment if made. Upon completion of a project funded by the Super Fund, a full financial evaluation and summary of the activity must be filed with the Executive Director. The Finance Committee Chair will present a summary of this report at the next regular NCMEA Board meeting.