MONTANA MUSIC EDUCATORS ASSOCIATION CONSTITUTION
Revised, August 2015
ARTICLE I – NAME, PURPOSE
Section 1. NAME
The name of the organization shall be the Montana Music Educators Association (MMEA).
Section 2. OBJECT
Its object shall be mutual cooperation, promotion, and advancement of music education through schools and other educational institutions.
Section 3. AFFILIATION
This organization shall be the federated state unit of NAfME: The National Association for Music Education.
Section 4. RELATIONSHIP
This organization shall maintain a close relationship with the Office of Public Instruction (OPI), with state educational associations, with the Montana High School Association (MHSA), and with the educational institutions of the state.
ARTICLE II – MEMBERSHIP
Section 1. ACTIVE MEMBERSHIP
All persons engaged in music teaching or other music educational work may become active members of this association upon the payment of the prescribed dues. Active members shall have the privilege of voting and holding office.
Section 2. COLLEGIATE MEMBERSHIP
Collegiate chapter (NAfMEC-MMEA) membership shall be open to students at the college level who are not employed full-time as teachers.
ARTICLE III – DUES
Section 1. ACTIVE MEMBERSHIP DUES
Annual dues for active membership in MMEA shall be as prescribed, plus the cost of active membership in NAfME as prescribed in the NAfME Constitution.
Section 2. COLLEGIATE MEMBERSHIP DUES
Annual national dues shall be those prescribed by NAfME to which may be added the amount of collegiate membership dues, if any, of the federated state association to which the student belongs.
Section 3. SUSTAINING MEMBERSHIP DUES
Dues for sustaining members shall be determined and assessed by the Executive Board each fiscal year.
Section 4. SPECIAL DUES (Treasurer/State Manager, Editor)
The membership dues of the editor of the official MMEA publication (CADENZA) shall be paid annually by the state Association. The membership dues and conference fees of the treasurer will be paid by the state Association.
Section 5. RETIRED MUSIC EDUCATORS
Retired music educators shall be admitted to conferences without paying registration fees.
ARTICLE IV – STRUCTURE
Section 1. AFFILIATE ORGANIZATIONS
- Affiliate organizations of the MMEA are the Montana Bandmasters Association (MBA), Montana Choral Directors Association (MCDA), Montana Chapter of American String Teachers Association (MT-ASTA), Montana General Music Teachers Association (MGMTA), and State Collegiate Chapter of NAFME: The National Association for Music Education (NAfMEC-MMEA).
- In order for any music educators’ organization to become an affiliate of the state Association, it must present a written request and its constitution to the MMEA Executive Board. The Board shall then present the request to the entire membership for consideration of admission. All Members of such organizations must agree to be members of NAFME and MMEA as a matter of constitution.
- These affiliations shall have the latitude of promoting activities for their particular areas within the general structure of the constitution of the MMEA. The presidents of any affiliated organization, as well as the NAfMEC advisor, shall be voting members of the MMEA Executive Board.
Section 2. Cadenza
- The official journal of the MMEA shall be the Cadenza. The journal is produced and distributed three times each school year; September, January and April.
- The MMEA Executive Board shall hire a Cadenza Editor/Business Manager and contract for his/her services for each fiscal year. The Editor/Business Manager shall present a Cadenza report at the Annual Business Meeting.
- The September (conference) issue shall be mailed to all music educators listed in the MMEA Directory. Only MMEA members shall receive the January and April issues.
- All revenues from Cadenza advertisements, subscriptions or other sources are the property of MMEA.
- The Cadenza Editor/Business Manager shall be responsible for maintaining a Cadenza account into which all revenues are deposited. The Editor/Business Manager shall have authority to disburse funds from the Cadenza account to meet expenses as specified in the Editor/Business Manager contract. All Cadenza account income and expenditures shall be reviewed annually as part of the MMEA audit. Income and expenditures are also subject to review by the Cadenza Oversight Committee.
- Fiscal policies and procedures for the Cadenza shall be determined by the Cadenza Fiscal Oversight Committee consisting of the MMEA president, first vice-president (immediate past president), president-elect, and treasurer/state manager meeting annually prior to the January Executive Board meeting.
ARTICLE V – GOVERNMENT
Section 1. MMEA EXECUTIVE BOARD
The governance of this Association shall be vested in a MMEA Executive Board, which shall consist of the following elected members: president, first vice-president (who shall be the immediate past president), president-elect, treasurer/state manager, five second vice-presidents (shall be the current elected presidents of MBA, MCDA, MT-ASTA, MGMTA, and NAfMEC-MMEA); the treasurer/state manager-elect/membership chair, and which shall also include the following positions appointed by the current president: a secretary, and the NAfMEC-MMEA advisor; and which shall also include the following standing member: current MHSA Music Committee chairperson. The members of this Board shall function under the chairmanship of the president in matters pertaining to the policy and financial administration affairs of this Association. All members listed above, with the exception of the secretary and the treasurer/state manager-elect/membership chair, shall be voting members.
Section 2. COUNCIL OF PAST PRESIDENTS
The Council of Past Presidents shall consist of MMEA past presidents still active in the Association. This Council shall serve as an advisory council to the association with particular responsibility for constitutional revision and policy statement, selection of awards, and nominating committee for president-elect and treasurer-elect.
Section 3. APPOINTED CHAIRS
The president may appoint such other chairs as may be deemed necessary to advance the business of the Association and/or to network with NAfME. Such chairs should have a clear purpose and description defined at the time of appointment. Each appointed chair may be requested to submit a report to the MMEA Board at the fall conference. Each appointment must be reviewed at least every four years.
Positions include: Tri-M, Government Relations, Historian, Coalition, Retired Music Educators, Constitution, Convention Evaluation, Society for General Music, Society for Music Teacher Education, Membership, MIOSM, Multicultural, Public Relations, and Research.
ARTICLE VI – ELECTION OF OFFICERS
Section 1. PRESIDENT-ELECT & TREASURER/STATE MANAGER-ELECT
The state president-elect (even years), treasurer/state manager-elect (odd years) shall be elected at the annual state meeting of the Association as part of the fall in-service conference and shall serve for two (2) years. They shall begin their official duties on March 1 of the calendar year immediately following their election. The president-elect will then serve two (2) years as president and two (2) years as first vice-president.
Section 2. SECOND VICE-PRESIDENTS & SECRETARY
The five (5) second vice-presidents shall be the current presidents of the affiliated state organizations. The term of each shall be determined by the constitution of the affiliate organization. The secretary and the parliamentarian shall be appointed by the president.
Section 3. OFFICER REPLACEMENT
If an elected state executive officer leaves the state or is otherwise unable to serve, a mail ballot shall be prepared and mailed from the office of the senior ranking officer to the Executive Board after nomination(s) have been made and received by the Council of Past Presidents, and election shall take place not later than September 15 or thirty (30) days after the vacancy occurs. Terms of replacement officers shall be for the unexpired part of the term of the officer he/she replaces.
ARTICLE VII – DUTIES OF OFFICERS
Section 1. STATE OFFICERS
- Each officer below shall review and update the position description for the office prior to the end of the designated term, and shall provide a copy to both his/her successor as well as to the first vice-president for the Council of Past Presidents.
- The State President. The state president is nominated by the Council of Past Presidents or nominated from the floor at the annual business meeting, and is elected by the general membership as president-elect, to thereafter succeed to the presidency. The state president shall preside or designate a chairperson of all state meetings of the Association and the Executive Board (which meets at least the Saturday morning following annual in-service conference and in January). The president shall appoint all state committees and/or chairs with the ratification of the Executive Board, except such committees as are specifically provided for in the constitution and by-laws (which shall require no special approval), shall in consultation with the Executive Board prepare the program for the fall in-service conference and annual meeting of the Association, and shall perform all other duties pertaining to this office.
- First Vice-President. The first vice-president is the immediate past president, and will act in an advisory capacity to the president and the president-elect, and shall assume the duties of either, in case of the disability of the state president or of the president-elect. The first vice-president will serve as chairperson of the Council of Past Presidents, and in that capacity shall preside over the safeguarding and updating of the Constitution, By-Laws, Policies, and Awards records of the Association. The first vice-president shall also arrange for such recognitions and awards to be presented as have been authorized by either the Association’s approved policies and/or by the Council of Past Presidents. In addition, the first vice-president shall serve as liaison to OPI.
- President-elect. The president-elect is nominated by the Council of Past Presidents or nominated from the floor at the annual business meeting and is elected by the general membership to a two-year term to thereafter succeed to the presidency. The president-elect is the liaison officer between the organization and music exhibitors for state conferences. The president-elect assumes the duties of the president in case of the disability of the president and the first vice-president.
- The secretary is appointed by the president and ratified by the Executive Board. The secretary shall take accurate minutes of all meetings of the Association, the Executive Board, and shall make printed copies of minutes available to the membership. The secretary shall also provide a synopsis of all actions and other pertinent business to the CADENZA for publication. The secretary shall fulfill the duties assigned by the president and boards.
- Treasurer/State Manager. The treasurer/state manager is nominated to a total of a four year term by the Council of Past Presidents or nominated from the floor at the annual business meeting and is elected by the general membership to a two year term as treasurer/state manager, to be preceded by a two year term as treasurer/state manager-elect/membership chair. The terms of office for the treasurer/state manager and treasurer/state manager-elect/membership chair shall be offset (staggered) by one (1) year from the terms of president and president-elect in order that the Executive Board shall always benefit from at least one (1) year of experience of either the president or the treasurer/state manager. The treasurer/state manager shall be the custodian of all funds of the organization and shall present at each annual business meeting of the Association a fiscal account of all monies received and disbursed. Current financial reports shall be presented at each regularly scheduled meeting of the Executive Board. The treasurer/state manager shall deposit the funds of the Association in a depository approved by the Executive Board. The treasurer/state manager will pay all bills as they become due if properly authorized according to the by-laws of this Association. Such authorization is to become part of the treasurer’s/state manager’s records. The treasurer/state manager, with the president, president-elect, and editor, shall constitute a fiscal oversight committee of the CADENZA.
- Treasurer/State Manager-Elect/Membership Chair. Nomination and election as prescribed above. The treasurer/state manager-elect shall also be membership chair, working with the Executive Board, president, treasurer/state manager, and NAfME to maximize membership continuity and maintain membership records. He/she shall also understudy and assist the treasurer/state manager during the term of the treasurer/state manager-elect, especially with respect to the conference registration process.
- Second Vice-Presidents. The second vice-presidents shall be the presidents of the MBA, MCDA, MT-ASTA, MGMTA, and NAfMEC-MMEA. They shall be responsible to the MMEA for actions from their individual organizations that would affect music education in the state and they assume responsibility for annual inservice conference planning of their said area.
- State Collegiate NAfME Advisor. The NAfMEC-MMEA Advisor is appointed by the President and shall be active in matters of collegiate NAFME chapter development, establishing effective liaisons with the advisors of collegiate chapters of NAfMEC in Montana, overseeing the fulfillment of constitution and by-law provisions of NAfMEC including, but not restricted to, the election of officers, cooperative planning with the duly elected State collegiate president and other officers of NAfMEC, development of appropriate inservice meetings for the fall conference, development of other inter-chapter inservice meetings or leadership development conferences, and other duties as may be assigned by the MMEA president. This officer shall also function as the state’s representative for the national NAfMEC network.
- Chair; MHSA Music Committee (or representative). The current chair of the MHSA Music Committee shall be a voting member of the Executive Board. MHSA shall appoint this individual, at the discretion of MHSA; a member of the MHSA Music Committee other than the chair may be appointed if liaison with the MMEA is better served in the opinion of MHSA.
ARTICLE VIII – MEETINGS
Section 1. EXECUTIVE BOARD MEETINGS
A state Executive Board meeting shall be held the Saturday morning following each annual in-service conference, and again in January to conduct the business and policy affairs of the organization and make preliminary plans for the state fall in-service conference to follow. Other meetings shall be held if needed.
Section 2. STATE BUSINESS MEETING
A general session of the Association shall be held during the annual fall in-service conference for the purpose of electing state officers and voting constitutional revisions.
ARTICLE IX – QUORUM
Section 1. EXECUTIVE BOARD QUORUM
A quorum of the state Executive Board shall consist of a majority of members.
Section 2. ANNUAL ASSOCIATION QUORUM
At annual meetings of the Association a quorum shall consist of twenty-five (25) members.
ARTICLE X – AMENDMENTS
Section 1. CONSTITUTION AMENDMENTS
This constitution may be amended by a majority vote at the annual business meeting upon recommendation of the Council of Past Presidents.
Section 2. TEMPORARY AMENDMENTS
This constitution may be temporarily amended by a referendum vote conducted in the following manner: The secretary, upon direction of the Executive Board, shall submit by mail to all members of the Association the proposed amendment. If such amendment is approved by not less than a two-thirds (2/3) majority of the members making returns on or before the time limit which shall not be less than fifteen (15) days after the date of mailing the proposed amendment to the members, the amendment shall be automatically considered in operation for one (1) year or until the next annual meeting of the Association.