PMTNM Calendar
Based on the sources, here's a timeline of responsibilities and activities leading up to the annual PMTNM (Professional Music Teachers of New Mexico) State Conference, with a focus on the next three months and a broader yearly perspective:
I. Three-Month Focus (leading up to the State Conference, typically held in November)
Nominating Committee: The President should appoint the nominating committee approximately 3 months before the State Conference to allow them time to function. The nominating committee should ask each candidate if they will accept the nomination and inform each candidate of their duties.
Advertising Manager: Submit billings before November 1 to those who sent partial payment.
District Vice Presidents: Schedule District Student Honors Auditions in time to meet the State Honors Chairman's deadline of October 8.
Student Honors Program Chair: Set the deadline for District Winners forms and fees as soon as the State Conference dates are set.
Local PEP (Performance Evaluation Program) Chairman: Three weeks prior to the audition, collect applications and fees from local teachers. Two weeks before the audition, send State PEP Chairman totals for all entries and fees and request certificates and ribbons.
Participating Teacher (PEP): Provide the Local PEP Chairman with a list of student names for the newspaper.
Conference Chair: Mails out schedule revisions as timing and events become firm and confirms with the competition chair for time needs.
Executive Secretary-Treasurer: Handle financial matters for the State Conference such as registration fees and banquet tickets. Pre-registration forms should be included in the September newsletter.
Budget Committee: Meets before the Fall Board Meeting to prepare a budget for the coming year and presents it to the Board for approval.
II. Broader Yearly Timeline
Ongoing Responsibilities (Year-Round)
All Officers: Keep the membership informed of pertinent information in their area of responsibility via reports in the PMTNM NEWSLETTER (now SEGUE).
July
Advertising Manager: Solicits advertising and exhibits. A form letter, rate sheet and contracts are prepared and sent to 75-100 prospects on July 15 each year.
Late Spring/Early Summer
Banquet Manager: Makes meal arrangements.
Three Months Before State Conference
President: Appoints a nominating committee approximately 3 months before the State Conference.
August
Advertising Manager: Deadline August 15, current year for exhibit table at State Convention.
September
Danfelser Piano Scholarship Chairperson: Completed applications should be sent to the Danfelser chairperson in September.
Executive Secretary-Treasurer: Pre-registration forms should be included in the September PMTNM NEWSLETTER.
October
District Vice Presidents: Conduct the District's Student Honors Auditions.
STEP Chairman: If there is a State STEP Day, local STEP events must be completed by Oct. 8 and materials returned by Oct. 14 to the state chairman.
November
State Conference: Typically held the second weekend in November.
Executive Secretary-Treasurer: Sends a reminder letter or postcard to members who have not paid renewal dues by the November conference date. Presents a financial report at the State Conference.
January
PEP Chairman: Sends out application blanks with the January PMTNM NEWSLETTER.
Executive Secretary-Treasurer: The Roster should come out with the January PMTNM NEWSLETTER.
Spring
President: Schedules a Spring meeting where minutes of the previous Board and Business Meetings should be analyzed.
Conference Chariman: Obtains a clinician as soon as possible.
After State Conference
Outgoing Officers: Have 60 days after the election to bring any files and records pertaining to his or her office up to date before turning over such data to his or her successor.
I. Three-Month Focus (leading up to the State Conference, typically held in November)
Nominating Committee: The President should appoint the nominating committee approximately 3 months before the State Conference to allow them time to function. The nominating committee should ask each candidate if they will accept the nomination and inform each candidate of their duties.
Advertising Manager: Submit billings before November 1 to those who sent partial payment.
District Vice Presidents: Schedule District Student Honors Auditions in time to meet the State Honors Chairman's deadline of October 8.
Student Honors Program Chair: Set the deadline for District Winners forms and fees as soon as the State Conference dates are set.
Local PEP (Performance Evaluation Program) Chairman: Three weeks prior to the audition, collect applications and fees from local teachers. Two weeks before the audition, send State PEP Chairman totals for all entries and fees and request certificates and ribbons.
Participating Teacher (PEP): Provide the Local PEP Chairman with a list of student names for the newspaper.
Conference Chair: Mails out schedule revisions as timing and events become firm and confirms with the competition chair for time needs.
Executive Secretary-Treasurer: Handle financial matters for the State Conference such as registration fees and banquet tickets. Pre-registration forms should be included in the September newsletter.
Budget Committee: Meets before the Fall Board Meeting to prepare a budget for the coming year and presents it to the Board for approval.
II. Broader Yearly Timeline
Ongoing Responsibilities (Year-Round)
All Officers: Keep the membership informed of pertinent information in their area of responsibility via reports in the PMTNM NEWSLETTER (now SEGUE).
July
Advertising Manager: Solicits advertising and exhibits. A form letter, rate sheet and contracts are prepared and sent to 75-100 prospects on July 15 each year.
Late Spring/Early Summer
Banquet Manager: Makes meal arrangements.
Three Months Before State Conference
President: Appoints a nominating committee approximately 3 months before the State Conference.
August
Advertising Manager: Deadline August 15, current year for exhibit table at State Convention.
September
Danfelser Piano Scholarship Chairperson: Completed applications should be sent to the Danfelser chairperson in September.
Executive Secretary-Treasurer: Pre-registration forms should be included in the September PMTNM NEWSLETTER.
October
District Vice Presidents: Conduct the District's Student Honors Auditions.
STEP Chairman: If there is a State STEP Day, local STEP events must be completed by Oct. 8 and materials returned by Oct. 14 to the state chairman.
November
State Conference: Typically held the second weekend in November.
Executive Secretary-Treasurer: Sends a reminder letter or postcard to members who have not paid renewal dues by the November conference date. Presents a financial report at the State Conference.
January
PEP Chairman: Sends out application blanks with the January PMTNM NEWSLETTER.
Executive Secretary-Treasurer: The Roster should come out with the January PMTNM NEWSLETTER.
Spring
President: Schedules a Spring meeting where minutes of the previous Board and Business Meetings should be analyzed.
Conference Chariman: Obtains a clinician as soon as possible.
After State Conference
Outgoing Officers: Have 60 days after the election to bring any files and records pertaining to his or her office up to date before turning over such data to his or her successor.