NCMEA Board Policies

NCMEA BOARD POLICIES AND PROCEDURES

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  1. SELECTION OF PERFORMING GROUPS (1976)
    1. NCMEA Annual In-Service Conference
      1. Selection of performing groups should be left completely to the discretion of the
        section chair or the President.
    2. 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 that
        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 this particular group has applied to the NCMEA
        President.
      5. All applications must be accompanied by a current recording of the group.
        The NCMEA selection committee is to notify each applicant of action taken and
        return the recording to the sender.
  2. 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. He/she should
      be sure to reduce the total cost of North Carolina state membership when computing the
      total cost. If, after retirement, the life member does not continue is/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.
  3. PERMANENT RECORDS OF NCMEA (1977)
    1. 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.
    2. 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.
    3. 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 files necessary for
      current operations. (Board Minutes, Executive Committee Minutes, Section Board
      Minutes, NCMEA Financial Reports, Conference Programs, photos, Issues of The North
      Carolina Music Educator and other appropriate publications.
  4. PAST PRESIDENT RECOGNITION
    In recognition of the services rendered to NCMEA, a plaque will be presented at the
    conference of the final year’s service of the President of NCMEA. (Revised 4/17/10)
  5. PROCESSING INTRODUCTORY MEMBERSHIP (1999)
    Introductory Members: First year teachers who were Collegiate Chapter Members during the
    preceding school year are eligible for a 50% reduction in dues. This status should be noted
    when completing the MENC Membership Form. The teacher should be sure to reduce the
    North Carolina State Membership dues by 50% when computing the total cost.
  6. WEB PAGE/WEB MASTER
    NCMEA shall provide a Web Page, which shall be maintained by a Web Master who may
    or may not be an employee of the organization. Members are encouraged to read the Web
    Page often and Board Members should make every effort to provide the Web Master with
    up-to-date information that keeps the Web Page current.
  7. PARTICIPATION OF HOME/CHARTER SCHOOL STUDENTS IN NCMEA-
    SPONSORED EVENTS
    Students must be enrolled in a regular scheduled class receiving one unit of credit and
    sponsored by a MENC/NCMEA member.
  8. NCMEA CONFLICT OF INTEREST POLICY
    The members of the Board of Directors and the Executive Director of NCMEA shall avoid
    conflicts of interest and any conduct which may suggest the appearance of impropriety. If a
    potential conflict of interest arises, the board member or Executive Director must disclose the
    potential conflict to the Board of Directors. Further, the board member shall exclude
    himself/herself from any discussion or vote on the matter creating the conflict.
  9. WHISTLEBLOWER POLICY
    1. Reporting Responsibility
      It is the responsibility of all NCMEA directors, officers and employees to comply with
      the NCMEA Policies and Procedures and to report violations or suspected violations in
      accordance with this Whistleblower Policy.
    2. No Retaliation
      No director, officer or employee who in good faith reports a violation of the NCMEA
      Policies and Procedures shall suffer harassment, retaliation or adverse employment
      consequence. An employee who retaliates against someone who has reported a violation
      in good faith is subject to discipline up to and including termination of employment. This
      Whistleblower Policy is intended to encourage and enable employees and others to raise
      serious concerns within the Organization prior to seeking resolution outside the
      Organization.
    3. Accounting and Auditing Matters
      The Finance Committee of the Board of Directors shall address all reported concerns or
      complaints regarding corporate accounting practices, internal controls or auditing. The
      Finance Committee chair shall immediately notify the Finance Committee of any such
      complaint and work with the committee until the matter is resolved.
    4. Acting in Good Faith
      Anyone filing a complaint concerning a violation or suspected violation of the NCMEA
      Policies and Procedures must be acting in good faith and have reasonable grounds for
      believing the information disclosed indicates a violation of the NCMEA Policies and
      Procedures. Any allegations that prove to be unsubstantiated and which prove to have
      been made maliciously or knowingly to be false will be viewed as a serious disciplinary
      offense.
    5. Confidentiality
      Violations or suspected violations may be submitted on a confidential basis by the
      complainant or may be submitted anonymously. Reports of violations or suspected
      violations will be kept confidential to the extent possible, consistent with the need to
      conduct an adequate investigation.
      Approved by the NCMEA Board, April 26, 2008
  10. DOCUMENT RETENTION POLICY
    The NCMEA Document Retention Policy will eliminate accidental or innocent destruction
    of documents. In addition, it is important for administrative personnel to know the length of
    time records should be retained to be in compliance.

The following table provides the minimum requirements.

Type of Document Minimum Requirement
Accounts payable ledgers and schedules 7 years
Audit reports Permanently
Bank Reconciliations 2 years
Bank statements 3 years
Checks (for important payments and purchases) Permanently
Contracts, mortgages, notes and leases (expired) 7 years
Contracts (still in effect) Permanently
Correspondence (general) 2 years
Correspondence (legal and important matters) Permanently
Correspondence (with customers and vendors) 2 years
Deeds, mortgages, and bills of sale Permanently
Depreciation Schedules Permanently
Duplicate deposit slips 2 years
Employment applications 3 years
Expense Analyses/expense distribution schedules 7 years
Year End Financial Statements Permanently
Insurance Policies (expired) 3 years
Insurance records, current accident reports, claims, policies, etc. Permanently
Internal audit reports 3 years
Inventories of products, materials, and supplies 7 years
Invoices (to customers, from vendors) 7 years
Minute books, bylaws and charter Permanently
NCMEA Conference Program Books * Permanently
North Carolina Music Educators Journal * * Permanently
Patents and related Papers Permanently
Payroll records and summaries 7 years
Personnel files (terminated employees) 7 years
Retirement and pension records Permanently
Tax returns and worksheets Permanently
Timesheets 7 years
Trademark registrations and copyrights Permanently
Withholding tax statements 7 years

* Added for NCMEA ©2004 National Council of Nonprofit Associations, www.ncna.org
May be duplicated for non-commercial use, with attribution, by charitable organizations.

  1. NCMEA FINANCIAL POLICIES AND PROCEDURES
    1. ACCOUNTING METHOD
      1. North Carolina Music Educators Association (NCMEA) shall maintain its books and
        records on a modified cash basis. The primary deviation from the cash basis will be
        the recordation and subsequent depreciation of fixed assets with a value of $500 or
        greater at time of acquisition.
      2. Proper fund accounting will be utilized when required by specific donors/grantors or
        by designation of the NCMEA Board.
    2. CASH MANAGEMENT POLICY
      1. Operating balances shall be maintained at a minimum of one (1) month and a
        maximum of three (3) months average expenditures (excluding those related to the
        annual conference). During the period of receipts and disbursements for the annual
        conference, exceptions to this policy will be necessary. Checking account balances
        shall be at the lowest level that facilitates easy day to day transaction handling and
        minimizes bank charges. Any excess funds shall be maintained in an interest bearing
        money market account.
      2. All funds shall be maintained in accounts and certificates of deposit at FDIC / FSLIC /
        NCUA insured institutions. Any funds on deposit at one institution shall not exceed
        the maximum allowed to be fully insured ($100,000).
      3. The Executive Director shall be responsible for managing the operating balances in
        compliance with the policy.
    3. CASH RECEIPTS
      All cash receipts (including cash, checks, and credit card payments) shall be promptly
      recorded on the books of NCMEA and deposited to a NCMEA depository account.
      Checks will be restrictively endorsed at the time of receipt.
    4. CASH DISBURSEMENTS
      1. All cash disbursements will be approved by the Executive Director with the exception
        of payments to the Executive Director or payments and reimbursements made for
        his/her benefit. All disbursements will be from the primary disbursement account at
        RBC Centura.
      2. No checks will be made payable to cash.
    5. PAYROLL PROCESSING
      The Finance Committee Chair will communicate any adjustments in compensation for
      the Executive Director directly with the payroll processor.
    6. ACQUISITION OF FIXED ASSETS
      1. Acquisition of any fixed asset with a cost in excess of $500 requires prior approval by
        the Finance Committee.
      2. All fixed assets with a value of $500 or more will be recorded on the financial books of NCMEA and depreciated over their remaining useful lives.
      3. Depreciation expense will be recorded annually in June on all fixed assets on the books as of June 15 of that year.
    7. INSURANCE
      NCMEA will maintain adequate insurance coverage at all times. This would include, but not be limited to, workers compensation insurance, replacement value insurance on its property, appropriate general liability insurance, and officer’s and director’s liability insurance.
    8. MAINTENANCE OF W-9 FORMS
      Current W-9 forms will be maintained on all persons for whom NCMEA will potentially have to file a 1099.
    9. GOVERNMENT REPORTING
      The Executive Director shall be responsible for seeing that all required reporting to government agencies is done on both an accurate and timely basis. This would include, but not be limited to, required reports to federal and state taxing authorities, various employee/contractor reporting requirements, and solicitation licensing, if appropriate.
    10. RECONCILIATION OF DEPOSITORY ACCOUNTS
      Reconciliation of all depository accounts will be done promptly each month by the Executive Director.
    11. NCMEA INVESTMENT POLICY
      Any funds/resources in excess of those required under the NCMEA Cash Management Policy shall be designated investment funds and invested as follows:
      1. Short Term Investments – Less than 5 years Funds that would potentially be needed within a five (5) year horizon are to be invested in certificates of deposit at FDIC /FSLIC/NCUA insured institutions. Maturities of these funds will be staggered over time to obtain the maximum yield for the period of the investments.
      2. Long Term Investments – More than 5 years
        1. Funds that would not have a potential use within a five (5) year horizon should be invested through a local financial advisor. The performance of the investments shall be reviewed no less than annually by the Finance Committee, taking into consideration performance against industry benchmarks and trends in the securities market.
        2. The Finance Committee shall be responsible for determining the amounts for each term category above. The Finance Committee shall be responsible for selecting a chair and two or four members of the Investment Committee.
        3. The Investment Committee shall be responsible for making investment recommendations to the Finance Committee for their approval.
        4. The executive director shall be responsible for the timely execution of the decisions made by the Finance Committee.
    12. PROCEDURE FOR SUBMITTING BUDGET REQUESTS
      All section and commission chairs are required to submit budget requests for the next fiscal year prior to the Spring Board meeting. The Executive Director will supply the proper form and set a deadline for submission. These requests are forwarded to the Finance Committee for action and recommendation at the Spring Board meeting. The approved amounts will then become line items on the approved budget for the nest annual year. (July 1 to June 30).
    13. REIMBURSEMENT TO BOARD MEMBERS TO ATTEND BOARD MEETINGS
      1. No reimbursement for travel or hotel expense will be given for attendance at the Conference Board meetings.
      2. Board members will be reimbursed for the following expenses incurred to attend all Board meetings, except the Annual Conference meeting. (Revised 4/17/10)
        1. If attendance is required to attend the Friday evening meeting(s) or if attending on Saturday but travel requires 2.5 hours or more (one way), NCMEA will reimburse up to ½ of the contracted nightly rate in the site hotel. Receipts are required. (revised 2009)
        2. Auto travel will be reimbursed at the rate approved by the NCMEA Board.
        3. Reimbursement forms must be submitted to the Executive Director.
    14. PAYMENT OF NCMEA MEMBERS FOR CLINICIAN SERVICES
      No honoraria travel or hotel expense will be given to NCMEA members serving as clinicians. Clinic experiences will be reimbursed with receipts. No travel expenses will be given for performing groups to perform at the In-Service Conference directed by NCMEA members.
    15. GUIDELINES FOR OFFICER EXPENSE (2010).
      1. President, President-Elect, Immediate Past-President, Executive Director, and Editor:
        1. In-state travel for service in official capacity
          • Travel: $.40 per mile plus related expenses
          • Lodging: not to exceed $100 nightly
          • Subsistence: not to exceed state rates for individual meals
        2. Out-of-state travel on official business (e.g., MENC Conference and Planning Sessions
          • Travel: Coach airfare or $.40 per mile plus related expenses
          • Lodging: not to exceed $100 nightly (except for MENC and Division Conference); not to exceed single rate in meeting hotel (for MENC and Division Conference)
          • Subsistence: not to exceed out-of-state rates for individual meals
      2. Collegiate President
        1. In-state travel for services in official capacity at the rate approved by the NCMEA Board.
        2. Travel to MENC Conferences – actual expenses based on same schedule as NCMEA President.
      3. Receipts are required for all expenses except mileage.
      4. Meal and per diem rates are based on state rate specified on January 1 of the previous fiscal year (e.g., January 1, 2010 rates will be used for July 2010-June 2011).

 

  In-State Out-of-State
Breakfast $7.75 $7.75
Lunch $10.10 $10.00
Dinner $17.30 $19.65
Total $35.15 $37.50
 
Mileage Reimbursement: $.40 per mile.
Lodging $100 nightly in-state

 

  1. DISTRICT PRESIDENT EXPENSES
    1. 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.
    2. 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.
  2. SUPER FUND GRANTS (1992)
    1. Description and Procedure
      1. The NCMEA Super Fund is 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 a s 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 of 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.
    2. 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. Application 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 teach 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 is 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.
    3. Alcohol Policy – NCMEA does not pay/reimburse for alcoholic beverages at NCMEA events. Approved January 15, 2011.

6/16/11