CONSTITUTION AND BYLAWS CHANGES
Revised
October 18, 2009
PENNSYLVANIA MUSIC EDUCATORS ASSOCIATION
DISTRICT 4
(Approved Fall 2009)
ARTICLE I
Name and Mission
Section 1. NAME.
The name of this organization shall be Pennsylvania Music Educators Association (PMEA) – District 4.
Section 2. MISSION.
The mission of PMEA is to advance music education by encouraging excellence in the study, teaching, and making of music.
Section 3. OBJECTIVES.
1.Promote and support quality music education, learning and performance.
2. Promote and support music education in schools and communities.
Section 4. AFFILIATION.
This organization shall consist of music instructors in the public schools, charter schools, parochial schools, colleges, and universities in the counties of Centre, Clearfield, Clinton, Fulton, Huntingdon, Juniata, and Mifflin.
ARTICLE II
Membership
Section 1. MEMBERSHIP.
Membership in District 4 will be consistent with the membership policies of PMEA.
Officers and Committees
Section 1. OFFICERS.
The officers of this District shall consist of a president, vice-president, (who shall be president-elect), secretary, treasurer, and past president, ex officio.
Section 2. DISTRICT COUNCIL.
The District Council shall consist of the officers, and, in addition, one duly elected member from each teaching level (elementary, junior high, senior high, and higher education) serving as Curriculum/Instruction Representatives, a student chapter representative, Festival Policy Coordinator, Director of Communications (appointed by the president), and the current district festival hosts. The student representative, director of communications, and district hosts shall be ex-officio members without a vote. The District Council must include at least one member who teaches band, one chorus, and one orchestra or the president shall appoint one.
Section 3. COUNTY REPRESENTATIVES.
Members of each county (Centre, Clearfield, Clinton, Fulton, Huntingdon, Juniata, and Mifflin) shall elect County Representatives for a term of two years.
Section 4. CURRICULUM/INSTRUCTION REPRESENTATIVES.
The three C/I Representatives (elementary, junior high and senior high) shall form the C/I Committee and will be elected for a term of two years. The higher ed. C/I will be appointed by the district president and shall also serve on the C/I Committee.
Section 5. COMMITTEES.
Standing and special committees of the District shall be appointed by the President as needed.
Section 6. ELECTIONS.
The Officers, Curriculum/Instruction Representatives, and County Representatives of this District shall be elected for a term of two years.
Elections will follow this rotation:
Even Numbered Years: Vice-President, Clearfield, Fulton, Juniata County
Representatives and Senior High C/I Representative.
Odd Numbered Years: Secretary/Treasurer, Centre, Clinton, Huntingdon, Mifflin County Representatives and Elementary and Junior High C/I Representatives.
If the Secretary/Treasurer position is split the Secretary shall be elected on even years and the Treasurer shall be elected on the odd years.
The student chapter representative will be elected by members of the student chapters in the District. In the event that any officer is unable to serve, the District Council shall have the power to appoint a member to complete that term of office.
Duties of Officers
Section 1. PRESIDENT.
The President shall preside at all meetings of the District, has the authority to call special meetings, and shall appoint, and be, an ex-officio member of all committees. The President shall also be responsible for informing festival hosts of their responsibilities and overseeing auditions at all District Festivals. In the second year of the president’s term, he/she will serve as the region chairperson and will organize and oversee auditions at all regional festivals.
Section 2. VICE-PRESIDENT.
The Vice-President shall preside at meetings in the absence of the President and shall be head of the Nominating Committee to oversee elections. The Vice-President shall review the contents of this
Constitution/By-Laws during his or her second year and present a report to the General Membership. The Vice-President shall confirm school quotas for participation. The Vice-President shall procure the required number of chaperones for the all-state festival. The Vice-President shall contact county representatives and inform them of their duties.
Section 3. SECRETARY
The Secretary shall keep the minutes and records of all District 4 business and shall manage all District 4 membership records. Other duties include assisting with the Act 48 procedures for professional development (see Appendix A) and correspondence.
Section 4. TREASURER.
The Treasurer shall be responsible for all financial transactions for District 4, all financial transactions with the PMEA Executive Office and all festival finances.
Section 5. PAST PRESIDENT.
The Past President shall serve as a consultant about district policy and shall coordinate the Distinguished Service Award.
Section 6. DISTRICT COUNCIL.
The District Council shall meet at the request of the President, and shall have the authority to transact any business that may occur at such time as the General Membership cannot meet as a whole.
Section 7. FESTIVAL POLICY COORDINATOR.
The Festival Policy Coordinator shall be responsible for the coordination of all District 4 festival policies. This shall include, but not be limited to, audition procedures, host responsibilities, and assist with Act 48 procedures. This position shall be appointed by the District President.
Section 8. JAZZ COORDINATOR
The Jazz Coordinator shall organize and oversee the district 4 jazz auditions. This position shall be appointed by the District 4 President.
Section 9. DIRECTOR OF COMMUNICATIONS.
The Director of Communications shall maintain the District 4 website and will assist in the distribution of information to the membership. This position shall be appointed by the District 4 President.
Section 10. COUNTY REPRESENTATIVES.
The seven county representatives are responsible for communications within their respective county. Other duties include, but are not limited to, assisting/sponsoring professional development activities, county festivals or fests, and submitting a county report via e-mail to the district vice-president two weeks prior to the Fall General Meeting.
Section 11. CURRICULUM/INSTRUCTION COMMITTEE.
The C/I Committee shall work with officers, festival hosts, and the county representatives to assist/sponsor professional development activities for the membership. One member of this committee will be selected by the District Council as C/I Chairperson to serve on the State Board and assist with the Act 48 procedures for professional development (see Appendix A). The C/I chair shall serve as a liaison to PCMEA chapters with in district 4.
ARTICLE V
Meetings
Section 1. GENERAL MEMBERSHIP.
An annual general membership meeting shall be held in the fall. Other meetings may be called by the President.
Section 2. DISTRICT COUNCIL.
The District Council shall meet at the request of the president at least once per year.
Section 3. FESTIVAL MEETINGS.
Festival meetings shall be held on the first full day of each festival for the purpose of conducting festival business.
ARTICLE VI
Government
Section 1. GOVERNMENT.
The parliamentary principals set forth in Roberts Rules of Order shall govern in all cases not covered by the Constitution or By-Laws. Roberts Rules of Order shall be overseen by the vice-president.
ARTICLE VII
Amendments
Section 1. AMENDMENTS.
This constitution may be amended by a two-thirds majority of those members voting. Proposed amendments must be submitted to the President at least thirty days prior to the annual General Membership meeting. The President shall inform the general membership of any proposed amendments at least fifteen days prior to the general membership meeting.
BY-LAWS
ARTICLE 1
Election of Officers
Section 1. NOMINATING COMMITTEE.
The nominating committee shall consist of the Vice-President (who shall serve as chairperson) and four other members appointed by the Vice-President.
Section 2. BALLOTING.
Balloting shall be conducted annually for all officers. The secretary shall be responsible for the distribution of all ballots to paid members. The election deadline shall be May 1. Ballots shall be mailed at least thirty days prior to this election deadline. The chairman of the Nominating Committee and at least two additional district 4 members shall be responsible for the counting of the ballots. He shall inform the candidates of the election results and make a formal report to the District Council. Officers assume their duties July 1.
ARTICLE II
Dues
Section 1. DUES.
Dues for District 4 members will be consistent with the policies of PMEA.
ARTICLE III
Festivals
Section 1.
All festivals shall be conducted according to the provisions set forth in the PMEA Host Manual.
Section 2.
Directors must have a current PMEA/MENC membership in order for their students to participate in festivals.
Section 3.
Students in grade 10, 11, 12 only are eligible to participate in festivals.
Section 4.
Students must be an active member of their school’s band, chorus, or orchestra in order to be eligible for District, Region State, or All-State festivals. (Band for band, chorus for chorus, orchestra for orchestra). DIRECTORS: If you have currently active school music ensemble members who have previously participated in the respective PMEA All-State ensemble (i.e. band for band, chorus for chorus, etc.) or another state's All-State event, it is highly suggested that you list the student name(s) on this preference sheet.
Should there be a valid reason (i.e. medical or personal reason, no longer an active member of your school music ensemble, result of your own individual audition procedure, etc.) why a past All-State Festival participant is NOT being recommended for participation in this year's district event or if you are not listing the student as one of your top choices, you should be prepared to describe your criteria for deciding who should participate in case parents or administration question the selection process.
Section 5.
In accordance with PMEA regulations, all students attending District Festivals will receive a certificate of participation.
Section 6.
Students will be chosen for Band and/or Chorus Festival participation at the fall General Membership Meeting. The directors present will serve as the selections committees for the respective festivals. The location of the meeting will be determined by the executive council.
Section 7.
Each participating school shall be entitled to one student participant per eighty (80) students of their school population in grades 10 – 12. Each school is guaranteed a minimum of five (5) students in Band and a minimum of five (5) students in Chorus.
Section 8.
Festival auditions shall be held in accordance with the Audition Rules and Procedures adopted at each festival meeting. (These Rules and Procedures shall be attached to this Constitution for information purposes only. They are not a part of the By-Laws and may only be amended at their respective festival meetings. The Festival Policy Coordinator shall oversee all rules and procedures.)
Section 9.
The Maximum registration fee for District Festivals is $75.00 per student. This registration fee must include the required state fee per student and the District 4 fee of the same amount per student. If any reason may arise that would require a registration fee above $75.00, the Executive Committee must approve the higher fee. All festivals funds will be handled through the district treasurer.
Section 10.
All directors are required to attend the entire festival and are responsible for their students during the entire festival.
Section 11.
An official PMEA plaque shall be presented to the festival host by the District President at an appropriate time during the final concert. This award shall be ordered by the district president and purchased from District funds. The name of the host director, the host school, the event, the date and the guest conductor shall be engraved on this award.
Section 12.
Directors must participate in auditions in order for their students to participate in the festival.
ARTICLE IV
Fests
Section 1.
All Elementary or Middle School fests shall be conducted according to the provisions set forth by PMEA.
Section 2.
Directors must have a current PMEA/MENC membership in order for their students to participate in fests.
Section 3.
Students must be an active member of their school’s music program in order to be eligible for District fests.
Section 4.
The district 4 C/I chair shall oversee all elementary fests.
Section 5.
The Maximum registration fee for District Fests is $30.00 per student. This registration fee must include the required state fee per student and the District 4 fee of the same amount per student.
Section 6.
All directors are required to attend the entire festival and are responsible for their students during the entire festival.
Section 7.
An official PMEA plaque shall be presented to the fest host at an appropriate time during the final concert. This award shall be ordered by the district president and purchased from District funds. The name of the host director, the host school, the event, and the date and the guest conductor shall be engraved on this award.
ARTICLE V
Festival Hosts
Section 1.
School interested in hosting shall submit a letter of intent on official school letterhead and signed by at least one school official. The letter shall be submitted to the district 4 president.
Section 2.
Selection of festival hosts shall be by preferential ballot of the members attending the respective festivals. If no letters of intent have been received by the festival meeting, the District Council shall have the authority to approve the host for festivals.
Section 3.
The festival host must submit a proposed budget and student registration fee to the District 4 President and festival coordinator at least 30 days prior to the Fall General Meeting. This proposed budget and registration fee will be approved at the Fall General Meeting.
Section 4.
The festival host must follow all policies from the PMEA Host Manual as well as all District 4 policies. The festival policy coordinator will assist to ensure all policies are followed.
Section 5.
The festival host must submit a copy of the Financial Report Form and a copy of the program to the District 4 Secretary and Treasurer within two weeks of the conclusion of the festival.
ARTICLE VI
Officer Compensation
Section 1.
Compensation for the District 4 officers will follow the schedule below. These are to be paid directly to these respective officers from the PMEA District 4 treasury.
The President will receive a $300 honorarium per year.
The Vice-President will receive a $100 honorarium per year.
The Secretary will receive a $200 honorarium per year.
The Treasurer will receive a $200 honorarium per year.
The C/I chair will receive a $300 honorarium per year
The Director of Communications will receive a $200 honorarium per year.
The Festival Policy Coordinator will receive a $200 honorarium per year.
ARTICLE VII
District Libraries
Section 1.
District 4 Directors may borrow from the District and Regional Libraries with the understanding that their school is responsible for all fees associated with shipping and handling and lost or stolen music.
Section 2.
All borrowed music must be returned to the District 4 libraries by June 30 of the school year that it is borrowed.
ARTICLE VIII
Scholarships
Section 1.
District 4 shall grant four scholarships each year – one in band, one in chorus, one in jazz and one in orchestra. Students must be a participant in the District festival that year to be eligible. Scholarships are awarded on the following criteria: Senior in High School, Academic Record, Musical Accomplishments, Career Plans, Recommendation of their School District Music Teacher, and Contribution to their School District Music Program. (See Appendix B for application form)
Section 2.
While a student can be a finalist at multiple festivals, that can only win one $200 scholarship.
Section 3.
Three finalists will be selected by a committee of directors. The winner will receive a $200.00 scholarship. The remaining two finalists will receive $50.00.
ARTICLE IX
Distinguished Service Award
Section 1.
Each year District 4 will honor a music educator who has demonstrated a long term commitment to music education and exemplary service to PMEA on a local and/or state level. (See Appendix C for application form)
Section 2.
Eligibility for the Distinguished Service Award is based upon recommendation. Any retired member of District 4 is eligible for the award based upon their nomination by a PMEA member. A current member with twenty or more years of service is also eligible to be nominated by a current PMEA member.
Section 3.
There will be no limit to the frequency of presenting this award. A maximum of two awards may be presented in any given year. Whenever possible, the award will be presented to the recipient by a District 4 Officer and/or C/I Committee member at a public gathering, preferably a PMEA District 4 event.
Section 4.
Applications shall be submitted to the immediate past president by August 30th of a given year. The winner shall be recognized at the fall membership meeting.
ARTICLE X
Amendments
Section 1.
Amendments to the By-Laws shall be made in the same manner as prescribed in Article VII of the Constitution.
APPENDIX A
Act 48 Procedures
District 4
C/I CHAIR DUTIES
1. Collect information about the sessions for Act 48 credit (including the date of the event, title, number of credit hours, and resume of the speaker) and a Festival Schedule.
2. Submit the information to the PMEA Executive Director at least 40 days prior to the event.
3. Notify the Vice President and Secretary of the information for each event.
4. Review and maintain a file of session evaluation forms.
VICE-PRESIDENT DUTIES
1. Obtain a list of participants in the Act 48 session (participating directors) from the C/I Chairperson or District Secretary OR set up a system to have participants sign in at the event for Act 48 credit.
2. Oversee the Act 48 session and make certain that all participants sign in OR appoint someone to be in charge of that duty if the Vice President can not complete this duty.
3. Provide the event attendees with the evaluation sheet and make sure they are completed before the event ends.
4. Following the event – provide the District Secretary with the information needed to submit to the PMEA Executive Director within 5 days of the festival.
5. Submit to the C/I Chairperson the completed evaluation forms for review.
SECRETARY DUTIES
1. Provide the Vice President and Festival Hosts with the list of attendees for a specific event if the District Database has a list.
2. Submit the Act 48 information to the PMEA Executive Office.
3. Follow up with the PMEA Executive Office to make sure that credit was given to the attendees.
APPENDIX B
Scholarship Application
APPENDIX C
Distinguished Service Award Application