Albuquerque District

NMMEA District VII Handbook

NMMEA District VII is comprised of the City of Albuquerque. The membership is made up of the music directors from the public, charter and private schools. The function of the District is to promote the objectives of the State Organization, and to promote music education through District music clinics and festivals. The District upholds all NMMEA requirements regarding director membership in the state organization, or sponsorship by an NMMEA member in good standing, in order for students to be eligible for participation at state and district events. Students must be members of their school music program, if one is available. Exceptions may be made by the district president and section vice-president on a case-by-case basis to cover scheduling conflicts (i.e., block schedule, etc.)

NMMEA District VII Officers - Duties and Responsibilities

The NMMEA executive offices are President, Vice-President for High School Band, Vice-President for Middle School Band, Vice-President for High School Choir, Vice-President for Middle School Choir, Vice-President for High School Orchestra, Vice-President for Middle School Orchestra, Vice-President for Guitar, and Secretary/Treasurer. The terms for these offices shall be two years. These officers will be paid an honorarium of $200.00 in appreciation for their service to the students and teachers of the District.

A section may choose to run its festivals by committee. If that format is chosen, the section vice-president will still serve as a communicator between the District VII Executive Board and the section, and will oversee all festivals for their section. Each committee will select a chair person who will organize the group and delegate responsibility. It is expected that all teachers in the section will take a turn at serving on a committee. In smaller sections, teachers may be asked to serve every year. Committee chairmanship should rotate after several years.

Duties of the District VII President

Chairs all District VII general membership meetings and executive committee meetings.
Compiles the District Music Events calendar and maintains the District VII membership roster.
Oversees all Music Performance Assessment & Festivals, Solo and Ensemble Festivals, and Honor Group Festivals for all sections.
Orders reprints of District VII Solo and Ensemble certificates as needed.
Represents the District on the NMMEA Board of Directors at their summer and winter meetings.
Keeps the District VII Handbook and policies updated.
Corresponds with all member private and parochial schools regarding meetings, music events calendar, and festivals.
Works with the APS Fine Arts Office to ensure that all District VII events and meetings function smoothly; keeps the APS Fine Arts Office apprised of issues that concern music educators within APS.
Responsible for managing the District VII nomination process for NMMEA state awards.

Duties of District VII Secretary/Treasurer

Attends and takes minutes of all District VII general membership and executive committee meetings (or appoints someone to take minutes), types and sends copies of the minutes to other officers and the APS Fine Arts Office.
Disperses all financial transactions and keeps an updated, balanced ledger of district funds.
Presents secretary/treasurer reports at all general membership meetings.
Arranges for a yearly audit of the district's financial matters.
Collects fees for all festivals 4-5 weeks prior to events. Each school will only be scheduled upon receipt of all fees.

Duties of District VII Section Vice-Presidents
SPRING

Annual Spring Meeting: Preside over the section meeting. Discuss dates, host directors, and sites for the following year's festivals. Discuss any problems encountered with festivals during the current school year.
Set or confirm fees for the following year's festivals. (Refer to fees page)
By the end of the school year, contact prospective host directors and sites to make sure they can host the assigned festival and have cleared the date(s) and secured the use of the building. Be sure to forward this information to the district president for inclusion in the district events calendar.
Make sure that all section financial matters are up to date and that there are no outstanding bills. Turn in all fees and receipts, with a completed treasurer registration form, for reimbursement to the secretary/treasurer. All receipts must be submitted to the secretary/treasurer within one week of the conclusion of each festival.

SUMMER

Contact and secure adjudicators for Music Performance Assessment & Festivals and Solo and Ensemble Festivals. Do not rely on verbal commitments; please send a written agreement for them to sign (see Contract and Agreement forms).
Send adjudicator information and all signed agreements to the fine arts coordinator and/or the secretary/treasurer.

FALL

Annual Fall Meeting: Preside over the section meeting. At this time, present registration and performance dates, host sites, and other information regarding the various festivals to the section membership.
Confirm adjudicators for festivals.
Make arrangements to have on hand sufficient certificates for the year's festivals. Inform the district president of the bulk number needed for a festival at least four weeks in advance.
Check with festival site hosts regarding:
1. Number of rooms needed for the festival being hosted.
2. Key and padlock needs, especially for Friday night set-up and Saturday festivals.
3. Number of pianos and/or risers needed. At least six weeks before the festival:
  1. Locate additional pianos or risers to be used from neighboring schools.
  2. Write down the APS numbers and physical room locations at the schools the pianos are borrowed from.
  3. Give this information to the Fine Arts Office so that they can arrange for transportation to and from the festival site.
  4. Call Music Instrument Repair (765-5950 ex.238) to arrange for piano tuning.
Send out festival registration reminders to schools at least four weeks prior to the festival registration deadlines. Remember to include the private and parochial schools who participate in the district festivals. (If needed, ask the district president for a current District VII membership roster.)
Receive festival registration forms. Check with the secretary/treasurer to see which schools have made payment so that they can be scheduled. Do not schedule schools for events until payment has been received by the secretary/treasurer.
Create a festival schedule from the registration forms and send that information out to the participating schools and directors at least two weeks prior to the festival dates.

NMMEA District VII Teacher Duties and Responsibilities

Teachers are expected to participate with their students in all festivals for their discipline and grade level. NMMEA District VII hosts these events to benefit the students of District VII, and it is each teacher's responsibility to see that his/her students have an opportunity to participate.

For all festivals, it is the teacher's responsibility to register for events and pay fees by the published deadline. Teachers will register online at www.nmmea.com and all fees should be sent to the secretary/treasurer with the treasurer registration form. Students will not be scheduled until all fees have been paid to the secretary/treasurer.
Please include all required information in your registration. This is especially important for Solo and Ensemble festivals.
Make scheduling requests at the time of registration, and be specific about each student or group.
Check with your school administration for all necessary field trip forms, including parent permission forms, and teacher excuse lists, etc. You must have a signed APS permission form and medical information form (INS 49) for each student.
Directors are expected to be at the festivals at the time of their student's performances. In addition, directors are expected to assist in running the festival at the request and direction of the section vice-president or site host.
Ratings, adjudication forms, and certificates will be released at the end of the festival or upon completion of a school's scheduled participation, and will only be released to the school or group director. Students will not be allowed to view rating sheets at the festival site.
Monitoring of student behavior at festivals is the teacher's responsibility. Be sure to have adequate chaperones to assist in this matter and please inform the students and parents of expected proper concert behavior. Encourage your students to listen to other student's performances.

NMMEA District VII Fees

Event Registration Fees - All fees and the treasurer registration form must be received by the registration deadline in order for students to be scheduled.

Solo and Ensemble Festival:	All Solo Events	$5.00 per solo
	All Ensembles	$5.00 per each person in the ensemble not to exceed $40.00

Music Performance Assessment & Festival:	APS HS and MS Bands	$110.00 per participating ensemble
	APS HS and MS Choirs	$75.00 per participating ensemble
	APS HS and MS Orchestra	$75.00 per participating ensemble

Honor Groups:	HS Honor Band	$50.00 per school
	MS Honor Band	$50.00 per school
	Beginning Orchestra Festival	$10.00 per school
	Honor Choir	$15.00 per student
	Charter/Private/Home School	$20 per student selected
	Guitar Honor Festival	to be set by the vice-president for the event

Adjudicator Honorarium

Solo and Ensemble Adjudicator	$25.00 per hour

Music Performance Assessment & Festival Adjudicator	$200.00 per day, plus travel expenses and per diem at the APS rate for out of town adjudicators

Honor Group Conductor	HS Honor Band - $300.00 (Percussion Assistant $200.00)
	MS Honor Band - $400.00 (Percussion Assistant $200.00)

Festival Expenses

The following expenses will be reimbursed to the vice-presidents and site hosts for festivals:

Mileage for out of town clinicians and conductors	.50/mile
Refreshments	$35.00 per day of festival

Lunch expenses for vice-presidents, site hosts, and adjudicators	up to $10.00/person

*Dinner expenses for vice-presidents, site hosts, and honor group clinicians	up to $20.00/person

*Adjudicators receive a $100 per diem which covers hotel expenses, breakfast at the hotel, and dinner. Adjudicators should therefore pay for their own dinner.