Louisiana Teachers Association


LMTA POLICIES AND PROCEDURES


THE EXECUTIVE COMMITTEE
The Executive Committee (EC) is comprised of the elected officers. The EC administers the day-to-day activities of LMTA; implements policies to carry out the general directions and goals set by the LMTA Board; and is responsible for all expenditures of funds, within the boundaries of fiscal policy set by the LMTA Board.

THE LMTA BOARD
The LMTA Board is comprised of the elected officers of LMTA, the appointed area chairs, the local (on site) convention chair, the presidents of LMTA affiliated local associations and the past presidents of the organization. The Board determines the general policies of LMTA; long-range goals of LMTA; determines the dues structure of LMTA; sets fiscal policy of LMTA; and has final determination of any policies implemented by the LMTA Executive Committee.

 

REGULAR MEETINGS

THE LMTA BOARD

1. The Annual meeting of the LMTA Board is held on the day preceding the opening of the LMTA convention. Reports on convention sessions, the annual budget, and reports from all officers are read or presented in written form. Reports are filed with the secretary, in duplicate (one copy each for the president and the secretary). This meeting is held in order for the Board to be apprised of all activities of the Executive Committee; to evaluate the goals and progress of LMTA; and to define the future directions to be taken by LMTA. Any actions taken by the EC may be rescinded by the Board.

2. Additional meetings of the Board may be called by the President or by request of any board member, if there is pressing business that cannot be handled by mail or telephone calls.

THE EXECUTIVE COMMITTEE

1. The Fall Executive Committee meeting is held on the day preceding the opening of the LMTA convention. Reports on convention sessions, the annual budget, and reports from all  officers are read or presented in written form. Reports are filed with the secretary, in duplicate (one copy each for the president and the secretary). This meeting precedes the annual meeting of the LMTA Board, and a general report of Executive Committee activities will be compiled and delivered to the Board.

2. The Winter meeting of the EC will take place after the New Year. The purpose of this meeting will be to make initial plans and set a preliminary budget for the annual convention. Other policies and needs of the organization will be addressed as necessary. It is recommended that this meeting take place at the convention site.

3. The Summer EC meeting is held in the summer. This meeting is for finalizing the forthcoming fall convention schedule and budget, assigning rooms for sessions, and approving changes made from initial plans. This meeting is held either in the convention city or in a centrally located site.

4. Additional meetings of the EC may be called by the President if there is pressing business that cannot be handled by mail or telephone calls.

OTHER BOARD OR COMMITTEE MEETINGS

1. The Rally Board normally has two meetings per year: 

  1. A Fall meeting of the Rally Board is held annually in conjunction with the state convention. The date and time of this meeting is set with regard to the convention schedule. 
  2. A summer meeting is held after the conclusion of all District rallies. The meeting is called by the Vice President for Rallies. During these meetings successes and problems of the District Rallies are discussed and action is taken by the board. The Rally Board may change its rules, methods of operation and policies without approval, making all changes known to the Executive Committee. The exception will be changes in fees and expenditures, which need EC approval.

2. The Certification Board normally has two meetings per year. 

  1. A Fall meeting of the CB is held in conjunction with the LMTA convention; the meeting date and time is set with regard to the convention schedule. 
  2. The summer meeting is called by the Vice President for Certification. While the Vice President has the authority to make decisions on clear-cut applications, the Certification Board will be consulted when there is a doubt about any application. The CB also reviews its policies and makes recommendations about changes in the certification guidelines. The CB may change its basic policies and procedures without approval, making all changes known to the Executive Committee. Major changes in the Certification Plan must be acted on by the LMTA Board.  All changes in fees and expenditures need Executive Committee approval.

3. The LMTA Affiliate Presidents meet annually in conjunction with the LMTA convention. The meeting date and time is set with regard to the convention schedule by the Vice President for Membership and Associations. This meeting is often held concurrently with the meeting of Affiliate Membership officers. Affiliate Presidents submit yearbooks and make an annual report, in duplicate (one copy to the V.P. and one copy to the President), to be read at this meeting.  The purpose of the meeting is an exchange of ideas by the affiliate presidents.

4. The LMTA Affiliate Membership/Mentor Officers normally meet annually in conjunction with the LMTA convention. The meeting date and time is set with regard to the convention schedule by the Vice President for Membership and Associations. This meeting is often held concurrently with the meeting of Affiliate Presidents. The purpose of the meeting is to share information on recruiting and retention efforts of the various affiliates, to make recommendations concerning LMTA membership policy, and to discuss information from MTNA concerning membership. 

 

FINANCIAL POLICIES

Budgeting

1. An annual budget for conducting the affairs of LMTA is prepared by the Treasurer (and any designated assistants), and presented at the annual meeting of the LMTA Board. At this meeting an estimated budget for the current and future-year conventions will be approved.

2. In order to ensure financial stability for LMTA, an Investment program was initiated in 1970. This should be reviewed annually by the Board and, when possible, additional sums invested. A committee appointed by the president (probably the Executive Committee) should have responsibility, with the treasurer, of making decisions as to the amount and type of investment. This money should not in any way curtail the Association’s professional services to its membership.


FEES

Dues (MTNA/LMTA):

 MTNA Active $66.00  LMTA Associate $15.00 
 Senior (70+)  49.25  Active   15.00
 Collegiate  16.00  Senior   15.00
 International  66.00  Student    2.00
 Patron  75.00  6 month new   15.00
 Retired  33.00    

 

 

 

 



Convention Registration:
          LMTA Member Registration: $45.00

          Dual Registration: $60.00
          Non-member Registration: $55.00
          One-day Registration: $35.00
          Student Registration: No charge

All LMTA members must pay the convention registration fee. This includes both presenters and convention host members. 

All presenters are required to register for the convention. Non-member presenters are welcome to attend all convention sessions for the member fee. Their badge will indicate their name, followed by “Presenter" and institution, company, or city.

Non-member faculty from the host institution are given free registration. They will be given a sticker with “LMTA CONVENTION GUEST” and a space where they can write their name and institution if they wish.

College chapter member’s badge will indicate the student’s name and college chapter.

Non-member college students who register will be given badges with “FUTURE MEMBER”, followed by their names.

All other students and parents (if applicable) will be given a sticker with “LMTA CONVENTION GUEST”
and a space where they can write their name if they wish.

Convention Book Ad Rates:

$200    full page ad in the Convention Bulletin and exhibit space
           and banner ad on website for one year (Corporate Sponsorship)
$100    half page ad in the Convention Bulletin and exhibit space 
           and banner ad on website for one year
$100    full page ad in the Convention Bulletin for local affiliate or educational
           institution (no exhibit space or *website ad included)

$60      half page ad in the Convention Bulletin and exhibit space 
           or link on website for one year
$40     
half page ad in the Convention Bulletin for local affiliate, educational
          
institution or LMTA member (no exhibit space or *website ad included)

Outside back cover of Convention Bulletin reserved for host institution - no charge
Inside front or back cover of Convention Bulletin - $125
Inside front or back cover and Corporate Sponsorship - $225

*Links for all local associations will be placed on the "Affiliates" page rather than the "Corporate Sponsors" page.

Exhibitor Booth at Convention - $60.00

Free exhibition space and/or free ads in the Convention Book are provided to businesses that provide equipment with no charges attached.

No materials may be sold or promoted in session rooms. Presenters will be provided with table space in the exhibit room where they may sell or promote their personal publications and recordings free of charge. Non-presenters who are members of LMTA my sell their personal publications and recordings at a designated area in the exhibit room for a fee of $20.00.

 

DISBURSEMENTS

All requests for reimbursements must be submitted to the Treasurer before the end of the calendar year (December 31st) in which the expenses occurred.

Disbursements to Officers and Chairpersons

1. It is customary for LMTA to pay travel and $50.00 per day for the number of days the President attends the Division Competitions/Conference.

2. It is customary for LMTA to pay travel, registration, obligatory fees, and $150.00 per diem for the President to attend the National Conference.

3. It is customary for LMTA to pay travel, registration, obligatory fees, and $150.00 per diem for the President-elect to attend the National Conference. 

4. It is customary for LMTA to pay receipted expenses, up to $500, to any member of the Executive Committee (other than President and President-elect) who attends National Conference.

5. It is customary for LMTA to pay travel, hotel and the banquet fee for the President Elect to attend the MTNA Summit each year and to pay the balance of the President’s hotel bill if necessary.

6. It is customary for LMTA to pay the Treasurer an honorarium of $1000.00 and pay receipted expenses up to $300 for operational needs at the Treasurer’s discretion.

7. It is customary for LMTA to pay the VP/Publicity receipted expenses up to $300 for operational needs at the VP/Publicity’s discretion.

8. It is customary for LMTA to pay the State Piano Rally Chair the total sum of $2.00 per student entered in the Torgrimson/Swanzy Competition.

9. Mileage of $0.40 per mile is paid to LMTA officers and chairmen for travel in the line of their duties. All disbursements must have prior approval of the LMTA President. In addition, approved expenses related to LMTA business are reimbursed by submission of receipts to the LMTA Treasurer by December 1st.

10.  It is customary for LMTA to pay $20 to District Rally Chairs (or their representatives) who travel (and drive) to attend the Summer Rally Board meeting.

11.  It is customary for LMTA to pay $20 to Officers who travel (and drive) to attend the Winter Board meeting.
 
12.  It is customary for LMTA to pay $20 to members of the Chamber Music Competition Committee who travel (and drive) to attend the Chamber Music Competition

Disbursements to Competition Winners

1. It is customary for each winner and each member of a winning ensemble of the LMTA Junior, Senior, and Young Artist Competitions to receive a travel grant of $75.00 toward travel to the site of the Division Competition. This fee is not paid until after the Division Competition to be certain the winner competes. If he/she does not compete and the alternate does, the check should be mailed to the alternate.

2. Divisional winners from Louisiana receive $200.00 after performing in the National competition. This is a travel award, designed to defray costs of travel to the National Conference.

3. LMTA awards $100.00 to the winner of the LMTA Certification Board Elementary Auditions, and $50.00 to the alternate in that competition. LMTA awards $50.00 to the first place winners and $25.00 to the second place winners in the LMTA Elementary Composition Competition.

4. Beginning in 2009 LMTA awards $750.00 to the LMTA Commissioned Composer (who is recommended by the Commission Chairman and approved by the Executive Board.) MTNA matches this award with $750.00 for a total award of $1500.00. The composer must ensure a live performance and must accept any financial burdens incurred in that performance.

5. It is customary for LMTA to reimburse half of the entry fee to students participating in the MTNA Young Artist Competition. This money is not disbursed until after the State Competition to be sure the student competes.
 

Disbursements for Adjudication

1. LMTA traditionally has contracted nationally known clinicians for the convention. These clinicians usually serve as judges in one or more of our competitions. Thus, the adjudication fee may or may not be part of a flat fee that these clinicians receive.

2. One out-of-state judge is usually furnished for each of the LMTA Rally finals, the Elementary, Junior, Senior, and Young Artist competitions. A complement of three (3)  judges must be used for MTNA sponsored competitions with seven (7) or more entrants. In this case, two (2) of the three (3) judges may be Certified LMTA members with no students  entered in the competition that they judge. The current rate of remuneration is $25.00 per hour for judging all MTNA competitions. Mileage is set at $0.40 per mile for all adjudicators.

3. Torgrimson/Swanzy Competition judges receive $175.00 per day plus mileage @ $0.40 per mile.

4. Judges for LMTA State Composition Competition will be paid an honorarium of $50.00.

5. The State Rally Board has the option of invoking a $50.00 monitor fee for any state affiliate which does not provide a monitor for the Torgrimson/Swanzy Competition if needed. 


Disbursements for Meals

1. Board meetings: LMTA pays for meals at the following meetings.

  1. At Convention: ONLY the LMTA Board prior to the official meeting; other Boards and Committees are “Dutch treat"
  2. Other than Convention: Any Board or Committee with prior approval of the President.

2. Convention banquet tickets are complimentary for the National Guest, guest (non-LMTA) clinicians, and other invited guests approved by the President.

3. Collegiate Chapter members are offered a complimentary lunch during their annual meeting.


Disbursements for Clinicians and Workshop Fees

1. The LMTA Board determines the general amount of expenditures for the annual convention. This includes the determination of areas of expenditure for clinicians. Using the guidelines set by the Board, clinician fees are set by the Executive Committee when the convention is  planned. Section chairmen are not authorized to commit LMTA to any fees or expenditures not authorized by the Executive Committee.

2. Convention presenters will not be paid a fee nor be reimbursed for expenses. 

3. No fees or honoraria will be paid to the National Guest to the convention; conversely, no workshops, clinics or performances are expected of the National Guest.

4. LMTA will subsidize pedagogical workshops sponsored by local associations at the rate of $3.00 per member. The proposal must be submitted to the LMTA President for approval 30 days in advance. An attendance roll must be kept and sent to the LMTA Treasurer for reimbursement.


Disbursements for Honors

1. Each member receiving national certification during a given year will be presented a national certification pin by LMTA and will be honored at the LMTA Convention banquet. LMTA will reimburse members half of the application fee upon obtaining national certification.

2. In honor of Past-Presidents, upon their death, LMTA will contribute $100 in their name to the MTNA Foundation Fund.

 

CONVENTION PLANNING

1. CONVENTION SITE: The site and host for the LMTA convention is selected by the Executive Committee upon the recommendation of the LMTA President.

 The rotation for LMTA Conventions shall be as follows:
 Monroe (2012)

 Lake Charles (2013)
 Ruston (2014)
 Lafayette (2015)
 Shreveport (2016)
 Hammond (2017)
 Natchitoches (2018)
 Baton Rouge (2019)
 New Orleans

2. The Local Arrangements Chairmen are typically an LMTA member who is on the faculty of the host college and the President of the host affiliate. Overall charge of the convention is held by the LMTA President-elect.

3. Duties: The Local Arrangements Chairmen shall arrange for convention activities such as:

  1. The official convention motel/hotel.
  2. The building and room assignments for the various sessions, meetings and meal functions; door monitors and timers for all clinics and competitions.
  3. Arranging for publicity, local and state-wide.
  4. Arranging for equipment, tape recorders, piano, etc. This includes arranging for people to attend sound and light equipment, stage hands for recitals and piano tuners.
  5. Supervising the selling of advertisements for the Convention Program Booklet.
  6. Assisting with arrangements for transportation for visiting clinicians and national guests; work with various area chairmen.
  7. Local convention chairmen and program section chairmen must obtain the approval of the LMTA President before obligating LMTA to pay for any expenses in connection with the convention. It is against our policy to pay for university facilities where an LMTA member holds faculty rank; to pay for equipment or instruments unless specifically approved by the Executive Committee; or for insurance fees.

4. Each Local Affiliate is required to purchase a minimum of a quarter page ad in the program booklet. The President of each Local Affiliate is expected to solicit additional ads for the Convention Program Booklet. Since most of the ads are usually gotten from the host city, a committee of local members from the host affiliate usually directs the selling of advertisements and works cooperatively with the LMTA Program Booklet Editor.

5. Area chairmen are expected to make arrangements for clinicians and judges they have engaged. This includes making any necessary hotel reservation and travel arrangements, i.e., between the airport and the hotel and between the hotel and the convention site. The cooperation of the hosting Local Affiliate may be needed to assist in such arrangements.

6. At the convention, section chairmen or appointed presiding officers must check the meeting rooms prior to each session to see that everything is in order and they are responsible for starting and ending each convention session on time. Each program participant must be notified, in advance, concerning the time allotted to him for his part of the program. No encores, except in the case of evening concerts, should be allowed.

7. In accordance with national policy, program participants must be informed that they must not take advantage of convention time to commercially promote their books, compositions, etc.

8. It has been found that a successful convention is one which involves members from all parts of the state, either through participation on programs or by serving on convention committees such as Necrology and Resolution committees, Affiliate Presidents meeting, Membership chairmen’s meetings, etc.

9. It is customary to offer the host affiliate or institution the opportunity to host an evening program at the convention.

10. A member who edits the Convention Program Booklet will be reimbursed for expenses.

11. College faculty members of the host institution who are not members of LMTA shall be offered the option of free admittance (no registration fees) to all convention sessions. All LMTA members must pay registration.

12. All registration fees are non-refundable.


LMTA Obligations to National Guest

* President appoints the hosts for the National Representative. Officers of the Executive Committee normally share this duty.
* Ascertain when the guest will arrive (President).
* Make a reservation at the convention hotel and request confirmation of the reservation to go to the guest (Local Convention Chair/President).
* Arrange for transportation locally as needed: airport to hotel, hotel to sessions, etc (Designated Hosts).
* Send detailed program information, including specific occasions when the guest will speak, as soon as available (President).
* Invite the guest to give a 20-30 minute talk at a convention function where the largest number of people will attend; usually the banquet.
* The National Guest may also be invited to talk informally at various sessions (i.e., the opening general session), affording the opportunity to bring greetings from the national association.
* The guest should be invited to an LMTA Board meeting and to important committee meetings to be available as a resource person.
* LMTA is expected to provide complimentary registration, tickets to banquet and other food functions at which he/she is expected to appear, and any extra-charge evening functions that might be scheduled. No fee or honorarium may be paid to the National Guest; and no duties, such as judging or acting as clinician, should be assigned (Treasurer).


COMMITTEE/BOARD APPOINTMENTS

1. According to By-Laws, the President appoints a Nominating Committee in odd numbered years, with Executive Committee approval. The Immediate Past President should serve as the chair of this committee.

2. Members of the Certification Board are nominated by the Local Affiliates and approved by the Executive Committee.  At least one member from each local affiliate should serve on this  Board.

3. Members of the Rally Board are elected or appointed by local affiliates. The representatives also serve as District Rally Chairmen.

4. For the purpose of coordination and exchange of ideas, the presidents of all local affiliates serve as the Affiliate Presidents Committee, and the membership/mentor officers of all local affiliates serve as the Membership/Mentor Committee.

5. The President will appoint an Outstanding Teacher Award Chairman. This Chairman will take nominations for this honor and appoint a committee to select the recipient. The award will be made at the annual convention banquet.

6. The Featured Affiliate for each year shall be the local affiliate hosting the State Convention. Members of the Featured Affiliate will be given a ribbon to be placed on their convention name badge designating them as such.

7. The LMTA Commission Award Chairman will make provisions for the successful premiere of the commissioned work, the taping, and the entry of the work in the MTNA Distinguished Composer Competition. 

8. The Distinguished Service Award may be presented annually at the convention, at the discretion of the President and Executive Committee.

October 2012 Revision  


 

About  Leadership  For Members Publications  Events and Forms  For Parents  For Students  For Teachers

Home - - Administrator Login

An Affiliate of Music Teachers National Association

Web Credits