JOB DESCRIPTIONS OF DMMTA EXECUTIVE BOARD
AND CHAIRS
(Official document)
Duties of the President
1. Preside over all DMMTA business meetings and attend all DMMTA programs.
2. Attend IMTA board meetings & IMTA conference.
3. If possible, attend the MTNA conference.
4. Provide and electronically distribute agendas for each business meeting no less than one week prior to the meeting.
Check in periodically with the executive board and committee chairs.
5. Serve as co-signee on the DMMTA bank account.
6. Monthly checklist:
a. Late Spring/Summer before the September meeting: arrange a meeting for
the Executive Board (Immediate past-president, President, President-elect,
Secretary and Treasurer) to discuss progress of programs, meetings,
responsibilities, and goals for the upcoming year.
b. Late Spring/Summer, work with president-elect to secure all chair positions.
c. Write monthly newsletters on CANVA (or similar application), to be
emailed to membership approximately 2 weeks prior to each monthly
meeting, which include the dates of important events, festival, auditions and monthly programs.
i. September/October: Include welcome to new members
ii. January: Highlight 50% discount to join
iii. February: Include audition results and announce nomination committee.
iv. March: Announce the Nomination Committee’s slate of officers, remind teachers to submit students for camp scholarship
auditions. Attend Honors Recital and preside over Honors Recital award ceremony.
v. Communicate regularly with the website chair for necessary updates to the website.
Duties of the President-Elect (Program Chair)
1. During June/July, prepare programs for September through April and solicit advertisers for the directory and website.
a. Plan a variety of programs geared towards furthering teacher education.
Topics should include teaching the beginning, intermediate, and advanced
student, the business of teaching, running a studio, a performance program, etc. to accommodate the interests of all teachers.
b. There may be up to 3 paid programs by presenters who are non-members of DMMTA. Presenters who are members of DMMTA are not paid. Non-member presenters from outside the Des Moines metro receive $125 plus mileage; non-member presenters from inside the metro receive $100.
c. Compile a complete list of program topics, presenters, meeting dates, locations/hosts, and refreshment providers.
d. Obtain advertisements to be included in the directory and on the website.
Collect a $60 fee for each ad, with checks made payable to DMMTA and delivered to the treasurer.
e. Submit the completed program list to the website chair, yearbook chair and President by August 1.
2. Act as the Communication Liaison for the organization:
a. Maintain and respond to emails on the DMMTA email account, [email protected].
b. Send email reminders of upcoming meeting dates and locations 1 week before each monthly meeting. Include the minutes from the previous meeting and treasurer’s report.
c. Remind the hosts and refreshment providers 2 weeks before each meeting.
d. Distribute other pertinent information to the organization when requested.
3. Preside over business meeting in the absence of the president.
4. Announce each presenter at the monthly meetings. Obtain a brief biography from each presenter prior to the meeting, to be read as an introduction.
5. Send thank you notes to each presenter.
6. Serve as chair of the nominating committee.
7. Acquire the role of president after 1 year of service as vice president President-elect.
8. Acquire hosts for facilities and refreshments for upcoming year.
Duties of the Secretary
1. Attend all meetings & take minutes.
If unable to attend, arrange for another member to record the meeting minutes.
2. Record and report the minutes of all DMMTA meetings.
3. Send a copy of the minutes to the President and Vice-President President-elect after each meeting.
4. Be responsible for written correspondence
a. Congratulatory notes along with a $20 prize to the students selected from IMTA Auditions for the Honors Recital (Student winner information may be obtained from the Auditions Chairperson, and prize money from the Treasurer).
b. Get well and sympathy cards to members when appropriate.
Duties of the Treasurer
1. Maintain the checkbook, bank debit card and all records for the bank account for DMMTA.
2. Present an annual budget to the DMMTA board when the board convenes during the summer.
3. Provide a treasurer’s report at each DMMTA business meeting.
4. Reimburse all non-member presenters the amounts as follows.
a. $125 plus mileage for non-member presenters traveling from outside the Des Moines Metro
b. Member presenters will not receive payment
5. Send records to the website manager, president and membership chair as received from Nationals when dues are paid.
6. Pay reimbursement to members who perform certain duties and purchase items for DMMTA business
7. Provide the gifts of $20 per winner from the District Auditions.
8. Collect and deposit any monies paid to DMMTA.
9. Handle income and expenses for DMMTA festivals and auditions (See 2025-26 financial process document for festivals and auditions)
Duties of the Immediate Past President
1. Attend meetings of the DMMTA Executive Board.
2. Serve in an advisory capacity to the president and president-elect. It is expected that all members of the DMMTA executive board be in attendance at the business meetings of the association. A maximum of 2 meetings per year may be missed by any member of the executive board. The membership expects those serving on the executive board to demonstrate their commitment to leadership through their attendance and participation. Each outgoing officer will serve as a mentor to the incoming elected officer assuming that same position.
Duties of the Website Chair
1. Update regularly all items on the website
2. Provide information on updates to members at each DMMTA meeting
3. Provide billing to the Treasurer for payments for the website
Duties of the Membership Chair
1. Introduce New Members at monthly meetings
2. Actively recruit new teachers, providing them with information about DMMTA, IMTA and MTNA (DMMTA brochure and IMTA magazine,) and invite them to attend a meeting
3. Maintain a spreadsheet of teachers who express interest in joining
Duties of the Yearbook/Directory Chair
1. Organize and Print Annual Yearbook Directory
a. Includes brief history of DMMTA, Current Officers and Chairs,
Information on Activities, Events, By-laws, Program information, and membership
b. The above information is given to Yearbook Chair by the President and President-elect
c. Include advertising proofs provided by the President-elect
Duties of the Auditions Chairs
1. Arrange for facilities and hire adjudicators.
2. After the deadline date, prepare the performance schedule and send to each teacher.
3. Submit all registration fees collected (made payable to DMMTA) to the DMMTA treasurer. Only payments from teachers are accepted (not competitors).
4. Submit a list of adjudicators to the DMMTA treasurer with request for signed checks to include round trip mileage and contracted hours to be given to the chair prior to the event.
5. Submit a request to DMMTA Treasurer for checks to be sent directly from the treasurer for facility fees and piano tuning, along with name to be made payable and the mailing address.
6. Arrange for judges’ assistants, doorkeepers, theory test administrators and lunch.
7. Print Ballots, Programs, Certificates, Theory honor roll certificates and Theory Tests.
(All programs must include “IMTA is an affiliate of the Music Teachers National Association”.)
8. After the Auditions enter the results on IMTA website.
9. After the auditions, submit the following to the DMMTA treasurer:
a. Submit a request for reimbursement for any itemized expenses incurred by the chair or co-chair.
b. The completed IMTA festival/audition chair report form.
c. The total amount to be submitted to the IMTA state festival/audition chair if there is a surplus, or the amount to be requested if there is a deficit.
10. Arrange for the Honors Recital facilities and print programs before the state auditions.
11. Arrange with the DMMTA treasurer for the President to distribute congratulatory cards for Honors Recital students. (Amount determined yearly.)
Duties of the Festival Chair
1. Arrange for facilities and hire adjudicator.
2. After the deadline date, prepare the performance schedule and send to each teacher.
3. Submit all registration fees collected (made payable to DMMTA) to the DMMTA treasurer.
4. Submit a list of adjudicators to the DMMTA treasurer with request for signed checks to include round trip mileage and contracted hours to be given to the chair prior to the event.
5. Submit a request for checks to be sent directly from the treasurer for facility fees and piano tuning, along with name to be made payable and the mailing address.
6. Arrange for judges’ assistants as time keepers and judges’ lunch.
7. Print Comment Sheets and Certificates.
8. After the festival, submit the following to the DMMTA treasurer:
a. Submit a request for reimbursement for any itemized expenses incurred by the chair or co-chair.
b. The completed IMTA festival/audition chair report form.
c. The total amount to be submitted to the IMTA state festival/audition
chair if there is a surplus, or the amount to be requested if there is a deficit.
Duties of the Duet and Chamber Music Festival Chair
1. Arrange for facilities and hire adjudicator.
2. Four to six weeks prior to the festival, send the application form and guidelines to the DMMTA president-elect and president to email to the membership from the DMMTA Gmail account.
3. After the deadline date, prepare the recital programs and send the schedule to each teacher.
4. Submit all registration fees collected (made payable to DMMTA) to the DMMTA treasurer.
5. Submit the name of the adjudicator to the DMMTA treasurer with request for signed check to include round trip mileage and contracted hours to be given to the chair prior to the event.
6. Submit a request for checks to be sent directly from the treasurer for facility
fee & piano tuning, along with name to be made payable and the mailing address.
7. Arrange for judges’ assistants as time keepers and judges’ lunch.
8. Print Programs and Certificates.
9. After the festival, submit a request for reimbursement to the DMMTA treasurer for any itemized expenses incurred by the chair and lunch coordinator.
Duties of the Camp Scholarship Auditions Chair
1. Create an application for participants to include the following information:
a. Audition date and location
b. Deadline to apply (Strict adherence to this date, but all applications should be accepted)
c. Blanks for Student Name, Teacher Name, Title and Composer of performance piece and the name, date and location of the camp they will attend.
2. Send application forms and guidelines to DMMTA President-elect to send to members through the DMMTA gmail account one month prior to the auditions.
3. Collect and confirm receipt of application via email.
4. Hire one non-DMMTA member adjudicator at least one month prior to the auditions.
5. Email teachers of student applicants 2 weeks prior to the auditions reminding them of the date, location and time of the auditions as well as the audition guidelines.
6. Create and print programs for day of the event in recital format to include:
a. Performer, piece and composer
b. Any DMMTA sponsors, donors, and memorials (if applicable)
c. Program must include “IMTA is an affiliate of the Music
Teachers National Association”
7. Provide winners with the name and address of their scholarship sponsor (in most cases, this would be the DMMTA president,) and ask them to send a thank you note.
8. Maintain a spreadsheet of annual winners and their placements
Duties of the Librarian
1. Maintain collection of audio and visual materials
2. Check out materials to membership
Duties of Certification Chair
1. Encourage members to pursue MTNA certification and provide information on how to proceed.
2. Offer accountability and assistance during the process of preparing documentation for MTNA.
3. Communicate with State Certification Chair for any upcoming change or procedures.
Duties of the Mentoring Chair
1. Receive monthly updates from the Treasurer or President about new members and reach out those new members and invite them to the next upcoming meeting.
2. Offer to meet new members and answer any questions they may have.
3. Keep in touch with new members over the following months so they have an immediate contact should any concerns or questions arise.
Duties of the Local Association Foundation Chair
1. Promote the benefits of the MTNA Foundation.
2. Make a request at each business meeting for donations which are tax deductible.
a. Donations may be made one of two ways: Donations by check are to be made payable to the MTNA Foundation with the name of the Fellow in the memo of the check. Donations may also be made online via the MTNA website. When donating online, donor must indicate the Fellow for which then are donating in the dropdown menu.
b. Checks should be submitted monthly to the State Foundation Chair.
Voting Procedure
The Executive Board consists of the President, President-elect, Treasurer, Secretary, and Immediate Past President. The official Executive Board may vote on any issues that arise throughout the year. For any Executive Board meeting, all chairs listed below are encouraged to participate in the conversation and share their opinions, however, only the Executive Board will vote on the issues discussed with chairs.
Membership Chair
Mentoring Chair
Certification Chair
Yearbook/Directory Chair
Librarian
Website Chair
Auditions Chairs
Festival Chairs
Camp Auditions Chair
Note: All printed programs, including district auditions, masterclasses, honors recital, etc., related to performances and open to the public must include under the DMMTA title “Affiliate of the Music Teachers National Association”.
(Job descriptions updated May 2025)
AND CHAIRS
(Official document)
Duties of the President
1. Preside over all DMMTA business meetings and attend all DMMTA programs.
2. Attend IMTA board meetings & IMTA conference.
3. If possible, attend the MTNA conference.
4. Provide and electronically distribute agendas for each business meeting no less than one week prior to the meeting.
Check in periodically with the executive board and committee chairs.
5. Serve as co-signee on the DMMTA bank account.
6. Monthly checklist:
a. Late Spring/Summer before the September meeting: arrange a meeting for
the Executive Board (Immediate past-president, President, President-elect,
Secretary and Treasurer) to discuss progress of programs, meetings,
responsibilities, and goals for the upcoming year.
b. Late Spring/Summer, work with president-elect to secure all chair positions.
c. Write monthly newsletters on CANVA (or similar application), to be
emailed to membership approximately 2 weeks prior to each monthly
meeting, which include the dates of important events, festival, auditions and monthly programs.
i. September/October: Include welcome to new members
ii. January: Highlight 50% discount to join
iii. February: Include audition results and announce nomination committee.
iv. March: Announce the Nomination Committee’s slate of officers, remind teachers to submit students for camp scholarship
auditions. Attend Honors Recital and preside over Honors Recital award ceremony.
v. Communicate regularly with the website chair for necessary updates to the website.
Duties of the President-Elect (Program Chair)
1. During June/July, prepare programs for September through April and solicit advertisers for the directory and website.
a. Plan a variety of programs geared towards furthering teacher education.
Topics should include teaching the beginning, intermediate, and advanced
student, the business of teaching, running a studio, a performance program, etc. to accommodate the interests of all teachers.
b. There may be up to 3 paid programs by presenters who are non-members of DMMTA. Presenters who are members of DMMTA are not paid. Non-member presenters from outside the Des Moines metro receive $125 plus mileage; non-member presenters from inside the metro receive $100.
c. Compile a complete list of program topics, presenters, meeting dates, locations/hosts, and refreshment providers.
d. Obtain advertisements to be included in the directory and on the website.
Collect a $60 fee for each ad, with checks made payable to DMMTA and delivered to the treasurer.
e. Submit the completed program list to the website chair, yearbook chair and President by August 1.
2. Act as the Communication Liaison for the organization:
a. Maintain and respond to emails on the DMMTA email account, [email protected].
b. Send email reminders of upcoming meeting dates and locations 1 week before each monthly meeting. Include the minutes from the previous meeting and treasurer’s report.
c. Remind the hosts and refreshment providers 2 weeks before each meeting.
d. Distribute other pertinent information to the organization when requested.
3. Preside over business meeting in the absence of the president.
4. Announce each presenter at the monthly meetings. Obtain a brief biography from each presenter prior to the meeting, to be read as an introduction.
5. Send thank you notes to each presenter.
6. Serve as chair of the nominating committee.
7. Acquire the role of president after 1 year of service as vice president President-elect.
8. Acquire hosts for facilities and refreshments for upcoming year.
Duties of the Secretary
1. Attend all meetings & take minutes.
If unable to attend, arrange for another member to record the meeting minutes.
2. Record and report the minutes of all DMMTA meetings.
3. Send a copy of the minutes to the President and Vice-President President-elect after each meeting.
4. Be responsible for written correspondence
a. Congratulatory notes along with a $20 prize to the students selected from IMTA Auditions for the Honors Recital (Student winner information may be obtained from the Auditions Chairperson, and prize money from the Treasurer).
b. Get well and sympathy cards to members when appropriate.
Duties of the Treasurer
1. Maintain the checkbook, bank debit card and all records for the bank account for DMMTA.
2. Present an annual budget to the DMMTA board when the board convenes during the summer.
3. Provide a treasurer’s report at each DMMTA business meeting.
4. Reimburse all non-member presenters the amounts as follows.
a. $125 plus mileage for non-member presenters traveling from outside the Des Moines Metro
b. Member presenters will not receive payment
5. Send records to the website manager, president and membership chair as received from Nationals when dues are paid.
6. Pay reimbursement to members who perform certain duties and purchase items for DMMTA business
7. Provide the gifts of $20 per winner from the District Auditions.
8. Collect and deposit any monies paid to DMMTA.
9. Handle income and expenses for DMMTA festivals and auditions (See 2025-26 financial process document for festivals and auditions)
Duties of the Immediate Past President
1. Attend meetings of the DMMTA Executive Board.
2. Serve in an advisory capacity to the president and president-elect. It is expected that all members of the DMMTA executive board be in attendance at the business meetings of the association. A maximum of 2 meetings per year may be missed by any member of the executive board. The membership expects those serving on the executive board to demonstrate their commitment to leadership through their attendance and participation. Each outgoing officer will serve as a mentor to the incoming elected officer assuming that same position.
Duties of the Website Chair
1. Update regularly all items on the website
2. Provide information on updates to members at each DMMTA meeting
3. Provide billing to the Treasurer for payments for the website
Duties of the Membership Chair
1. Introduce New Members at monthly meetings
2. Actively recruit new teachers, providing them with information about DMMTA, IMTA and MTNA (DMMTA brochure and IMTA magazine,) and invite them to attend a meeting
3. Maintain a spreadsheet of teachers who express interest in joining
Duties of the Yearbook/Directory Chair
1. Organize and Print Annual Yearbook Directory
a. Includes brief history of DMMTA, Current Officers and Chairs,
Information on Activities, Events, By-laws, Program information, and membership
b. The above information is given to Yearbook Chair by the President and President-elect
c. Include advertising proofs provided by the President-elect
Duties of the Auditions Chairs
1. Arrange for facilities and hire adjudicators.
2. After the deadline date, prepare the performance schedule and send to each teacher.
3. Submit all registration fees collected (made payable to DMMTA) to the DMMTA treasurer. Only payments from teachers are accepted (not competitors).
4. Submit a list of adjudicators to the DMMTA treasurer with request for signed checks to include round trip mileage and contracted hours to be given to the chair prior to the event.
5. Submit a request to DMMTA Treasurer for checks to be sent directly from the treasurer for facility fees and piano tuning, along with name to be made payable and the mailing address.
6. Arrange for judges’ assistants, doorkeepers, theory test administrators and lunch.
7. Print Ballots, Programs, Certificates, Theory honor roll certificates and Theory Tests.
(All programs must include “IMTA is an affiliate of the Music Teachers National Association”.)
8. After the Auditions enter the results on IMTA website.
9. After the auditions, submit the following to the DMMTA treasurer:
a. Submit a request for reimbursement for any itemized expenses incurred by the chair or co-chair.
b. The completed IMTA festival/audition chair report form.
c. The total amount to be submitted to the IMTA state festival/audition chair if there is a surplus, or the amount to be requested if there is a deficit.
10. Arrange for the Honors Recital facilities and print programs before the state auditions.
11. Arrange with the DMMTA treasurer for the President to distribute congratulatory cards for Honors Recital students. (Amount determined yearly.)
Duties of the Festival Chair
1. Arrange for facilities and hire adjudicator.
2. After the deadline date, prepare the performance schedule and send to each teacher.
3. Submit all registration fees collected (made payable to DMMTA) to the DMMTA treasurer.
4. Submit a list of adjudicators to the DMMTA treasurer with request for signed checks to include round trip mileage and contracted hours to be given to the chair prior to the event.
5. Submit a request for checks to be sent directly from the treasurer for facility fees and piano tuning, along with name to be made payable and the mailing address.
6. Arrange for judges’ assistants as time keepers and judges’ lunch.
7. Print Comment Sheets and Certificates.
8. After the festival, submit the following to the DMMTA treasurer:
a. Submit a request for reimbursement for any itemized expenses incurred by the chair or co-chair.
b. The completed IMTA festival/audition chair report form.
c. The total amount to be submitted to the IMTA state festival/audition
chair if there is a surplus, or the amount to be requested if there is a deficit.
Duties of the Duet and Chamber Music Festival Chair
1. Arrange for facilities and hire adjudicator.
2. Four to six weeks prior to the festival, send the application form and guidelines to the DMMTA president-elect and president to email to the membership from the DMMTA Gmail account.
3. After the deadline date, prepare the recital programs and send the schedule to each teacher.
4. Submit all registration fees collected (made payable to DMMTA) to the DMMTA treasurer.
5. Submit the name of the adjudicator to the DMMTA treasurer with request for signed check to include round trip mileage and contracted hours to be given to the chair prior to the event.
6. Submit a request for checks to be sent directly from the treasurer for facility
fee & piano tuning, along with name to be made payable and the mailing address.
7. Arrange for judges’ assistants as time keepers and judges’ lunch.
8. Print Programs and Certificates.
9. After the festival, submit a request for reimbursement to the DMMTA treasurer for any itemized expenses incurred by the chair and lunch coordinator.
Duties of the Camp Scholarship Auditions Chair
1. Create an application for participants to include the following information:
a. Audition date and location
b. Deadline to apply (Strict adherence to this date, but all applications should be accepted)
c. Blanks for Student Name, Teacher Name, Title and Composer of performance piece and the name, date and location of the camp they will attend.
2. Send application forms and guidelines to DMMTA President-elect to send to members through the DMMTA gmail account one month prior to the auditions.
3. Collect and confirm receipt of application via email.
4. Hire one non-DMMTA member adjudicator at least one month prior to the auditions.
5. Email teachers of student applicants 2 weeks prior to the auditions reminding them of the date, location and time of the auditions as well as the audition guidelines.
6. Create and print programs for day of the event in recital format to include:
a. Performer, piece and composer
b. Any DMMTA sponsors, donors, and memorials (if applicable)
c. Program must include “IMTA is an affiliate of the Music
Teachers National Association”
7. Provide winners with the name and address of their scholarship sponsor (in most cases, this would be the DMMTA president,) and ask them to send a thank you note.
8. Maintain a spreadsheet of annual winners and their placements
Duties of the Librarian
1. Maintain collection of audio and visual materials
2. Check out materials to membership
Duties of Certification Chair
1. Encourage members to pursue MTNA certification and provide information on how to proceed.
2. Offer accountability and assistance during the process of preparing documentation for MTNA.
3. Communicate with State Certification Chair for any upcoming change or procedures.
Duties of the Mentoring Chair
1. Receive monthly updates from the Treasurer or President about new members and reach out those new members and invite them to the next upcoming meeting.
2. Offer to meet new members and answer any questions they may have.
3. Keep in touch with new members over the following months so they have an immediate contact should any concerns or questions arise.
Duties of the Local Association Foundation Chair
1. Promote the benefits of the MTNA Foundation.
2. Make a request at each business meeting for donations which are tax deductible.
a. Donations may be made one of two ways: Donations by check are to be made payable to the MTNA Foundation with the name of the Fellow in the memo of the check. Donations may also be made online via the MTNA website. When donating online, donor must indicate the Fellow for which then are donating in the dropdown menu.
b. Checks should be submitted monthly to the State Foundation Chair.
Voting Procedure
The Executive Board consists of the President, President-elect, Treasurer, Secretary, and Immediate Past President. The official Executive Board may vote on any issues that arise throughout the year. For any Executive Board meeting, all chairs listed below are encouraged to participate in the conversation and share their opinions, however, only the Executive Board will vote on the issues discussed with chairs.
Membership Chair
Mentoring Chair
Certification Chair
Yearbook/Directory Chair
Librarian
Website Chair
Auditions Chairs
Festival Chairs
Camp Auditions Chair
Note: All printed programs, including district auditions, masterclasses, honors recital, etc., related to performances and open to the public must include under the DMMTA title “Affiliate of the Music Teachers National Association”.
(Job descriptions updated May 2025)