SECTION VII - PART 1

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VII - Duties of Committees and Committee Chairmen

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GENERAL DUTIES FOR ALL CHAIRMEN

The following are general duties required of all committee chairmen:

1. Keeps the membership informed of pertinent information in your area of responsibility by reports, as necessary in the PMTNM NEWSLETTER. These should be in the hands of the Newsletter Editor at least one month prior to the publication date (see publications, Section IV). All copy should be typed and emailed to PMTNM Newsletter Editor. Also, any forms or other materials which need to be sent to the entire membership should be included in the PMTNM NEWSLETTER mailings.
2. Keeps a complete record of monies received (if any), and all bills and expenses connected with your office. Turns in money, bills and expense record to the PMTNM Executive Secretary-Treasurer monthly. Expense forms are available from the PMTNM Executive Secretary-Treasurer.
3. Attends Executive Board meetings and sends report (preferably by email) to the PMTNM Executive Secretary-Treasurer one month prior to the spring and Fall Board meetings.
4. Keeps a handbook of duties for your chairmanship up to date with any material included which would be of help to your successor.

DUTIES OF THE ADVERTISING MANAGER

(See Advertising and Exhibits Policies, in Section XIII)

1. Solicits advertising and exhibits. A form letter, rate sheet and contracts are prepared and sent to 75-100 prospects on July 15 each year. Prospects are selected from previous lists and other professional journals. Current advertisers and exhibitors are sent a personal letter. Determines from conference chairpersons whether or not "showcases" will be offered.
2. Sees that contracts are appropriately signed; acknowledges receipt of orders.
3. Submits billings, acknowledges receipt of payment, forwards money to Executive Secretary-Treasurer; submits billings before November 1 to those who sent partial payment.
4. Works with Newsletter Editor to see that all ads are included; works with conference chairpersons regarding ads in conference program and exhibit space.
5. Makes sure that newsletter advertisers receive all copies during their contract period; sends Conference Program to advertisers as needed; sends "thank you" letter to exhibitors.
6. Prepares "Exhibitor" name tag or other identification system for exhibitors to be admitted to certain conference activities. (May request assistance form the PMTNM Executive Secretary-Treasurer)
7. Reviews guidelines set forth by the Federal Government for advertising in publications of non-profit corporations and sees that they are met.
8. Attends Executive Board Meetings and sends typed report to the PMTNM Executive Secretary-Treasurer.
9. Additional duties are listed under the General Duties for all Chairmen (see section above.)

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DUTIES OF THE ARCHIVIST

1. Compiles and presents an annual yearbook and table display reflecting the activities and records of PMTNM, its member and music students.
   1. The yearbook will begin with conference coverage from the previous year and carry through up to the current conference (roughly Nov.-Oct.).
   2. The yearbook shall consist of pictures, articles, programs, forms, newsletters, etc. mounted and preserved using archive-safe paper, glue, and plastic sleeves in a 3-ring notebook.
   3. The current yearbook and previous year's yearbook shall be presented at conference in conjunction with a table display in the designated display room. The table display will feature a four-panel professional display board (owned by PMTNM and kept by the archivist). Table cloths and extra props are helpful in establishing a theme for visual display.
   4. The current Teacher of the Year will be featured on one of the panels. The PMTNM lettering should be boldly displayed on another panel. It is up to the creative endeavor of the archivist to present the table display in an artistic, professional manner.
2. Dismantles the display board after convention and ensures that the yearbooks are in safe keeping. Files all extra leftover articles, etc. by year.
3. Submits all receipts for material purchased, along with an official cost worksheet and reimbursement form, to the PMTNM Executive Secretary-Treasurer.
4. May attend Executive Board meetings as an ex-officio member.

DUTIES OF THE AUDITING COMMITTEE

1. Makes a complete audit of the books prior to (if possible) or during the State Conference. All figures in the ledgers, journals, check book, receipts, and vouchers should be checked.
2. Makes a report at the State Conference Business Meeting.

DUTIES OF THE BUDGET COMMITTEE

1. Meets before the Spring Board Meeting each year to prepare a budget for the coming year and presents it to the Executive Board for approval. It should be based on expenditures necessary for the effective operation of the organization including the following expenses:
   1. MTNA and Southwest Division Affiliation
   2. State Conference
   3. Student Activities
   4. Publications and Records
   5. Administration
   6. Other Miscellaneous Expenses
2. Examines the previous year's budget and compares it with the treasurer's financial statement for the year, at which time recommendation for necessary increases or decreases in various areas may be made along with additions made necessary by new projects. Projected income from dues and any other source such as State Conference receipts and student related programs should be estimated and a balance between income and expenditures achieved.

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