(REVISED, SUMMER, 2016)
ARTICLE 1.2.- PURPOSES
ARTICLE 1.3.- MEMBERSHIPS
ARTICLE 1.4. – OFFICERS
ARTICLE 1.5. – DUTIES OF OFFICERS
ARTICLE 1.6. – DUTIES OF THE BOARD OF DIRECTORS
ARTICLE RULE 1.7. – MEETINGS
ARTICLE 1.8. – LEGISLATION
ARTICLE 1.9. – ELECTIONS
ARTICLE 1.10. – VACANCIES
ARTICLE 1.11. – AMENDMENTS
ARTICLE 1.12. – EXPENSES
ARTICLE 1.13. – PARLIAMENTARY PROCEDURE
ARTICLE 2.1. – MEMBERSHIP DUES AND FEES
|AAA Classification||Junior High Fee||Senior High Fee|
*Adjusted for the 2013-14 school year
- Each school's classification shall be determined as listed in the most current directory of the Arkansas Activities Association
- Personal Checks will not be accepted as payment for school membership fees. (2012)
2. Associate Memberships (College/Univ.) are $50.00 per person
3. Sustaining Memberships (Business) are $35.00 per firm
- includes one representative
- additional representatives = $10.00 each
|CPA/State Festival||All Region/State|
|CPA Fees = $125.00 maximum per time slot||Region Audition Fees = $10.00 maximum per student|
|Solo, Duet, Trio Fees = $10.00 maximum per time slot||State Audition Fees = $10.00|
|State Fees = $125 per group||Region Clinic Fees = $10.00 maximum per student (may exceed if they include meal, t-shirt, etc..)|
|State Solo, Duet, Trio Fees = $10 per student||All State Audition Fees = $10.00 per student|
|All State Clinic Fees = $10.00 per student|
5. Double fees shall be assessed those schools which fail to remit the proper fees by the deadline for payment.
6. Fees for students or groups (including cancellations that occur after the close of online registration) at ArkCDA events will be payable at the close of online registration for the event.
- A school with unpaid fees at the day-of registration at any ArkCDA event will only be allowed to participate upon signing a Notice of Delinquent Fees form and will not be allowed to participate in any future ArkCDA events until the overdue fees are paid in full and the form is destroyed.
- Regions may determine their own fee structure, based on a charge per time slot, not to exceed the given maximums.
- Refunds for fees paid to ArkCDA sponsored events will only be made upon approval by the executive board based on a case by case consideration. Requests for refunds will be considered at the next regular board meeting following the event.
ARTICLE 2.2. – HONORARIA SALARIES AND MEMORIALS
- All State Clinician – A maximum of $1600.00 for the entire event, plus expenses, including the current mileage rate or coach class air transportation; $400 per clinician ($1200 total) will be subsidized by the state before computing the region pro-rates.
- All Region Clinician – A minimum of $200.00 for the entire event, plus expenses
- All State Chair – $200.00
- All State Accompanist – $600.00 per year for the entire event plus expenses, including the current mileage rate.
- CPA/State Festival Adjudicator – (2012)
- CPA -$100.00 per day (four hours or less), $200.00 per day or $25 per hour over 8 hours, plus the current mileage rate, or coach class air transportation (2014)
- State Festival – $225.00 per day or $28 per hour over 8 hours, plus the current mileage rate, or coach class air transportation
- Junior Section Chair – $100.00
- Senior Section Chair – $100.00
- The ArkCDA president shall have his or her actual expenses paid to attend the regional and national conventions of the American Choral Directors Association, or Music Educators National Conference.
- The ArkCDA executive director shall receive an annual base salary of $40,000.00 per year, payable in monthly installments.
- The base salary will be adjusted by a COLA on July 1 of each fiscal year, equal to the increased inflation rate of the previous calendar year, not to exceed 3%
- The COLA shall be reviewed at the end of the current fiscal year by the president, past-president, and president-elect.
- The continuation or increase of COLA's will be dependent on the current financial status upon review.
- The ArkCDA executive director shall be reimbursed the actual cost of an individual health insurance policy, payable in a separate monthly check.(2012)
- In the event of the death of a member of the ArkCDA, his or her spouse or child, the executive director is authorized to send a memorial to the proper agency, in the amount of $25.00.
ARTICLE 2.3. – GENERAL PROVISIONS
1. Region and state CPA chairpersons shall submit a financial report to the principal of each participating school, to the ArkCDA executive director, and to the Arkansas Activities Association, within thirty days of the event.
2. The ArkCDA state level events shall be held on the same numbered weeks as currently authorized by the Arkansas Activities Association.
- Current state level activities and dates are;
- All State Auditions – Week 31
- Alternate All State Auditions – Week 32
- All State Clinic – Week 33
- State Choral, Solo & Small Ensemble Festival – Week 41
3. Region chairs shall submit dates and locations of region events to the executive director for approval by the Arkansas Activities Association.
4. Each region shall be charged its portion of the All State Choir clinic deficit on a pro-rated scale, based on the number of students from each region which participate in the clinic.
- Regions will be billed for this expense on April 1 of each year.
- Payment must be made by May 1 of each year.
5. Recruitment of a student who is in attendance at an ArkCDA sponsored event is expressly forbidden, except in those situations where the recruiter is located as a paid exhibitor at the all state clinic or when appointments are scheduled prior to the student's attendance at an event.
- Any individual found to be in violation of this policy shall be ineligible to serve as an adjudicator or clinician at ArkCDA sponsored events for the period of one year.
6. No performing group from a member school shall be allowed to participate in more than two invitational choral events in any given semester.
7. For geographical considerations a school may petition to be permanently reassigned to another region.
- Formal request for the change should be made to the region chair of each region involved and the executive director.
- A two thirds majority from each region is required to pass the request.
8. Sixth grade students are not permitted to enter any ArkCDA sponsored event.
9. Once a ninth grade student participates in an ArkCDA event as a senior high student they may not participate as a junior high student for the remainder of the school year.
10. No student will be permitted to participate in an ArkCDA sponsored event without being accompanied by a properly authorized school representative.
11. ArkCDA sponsored events shall be held in compliance with all policies of the Arkansas Activities Association regarding student eligibility and the loss of instructional time for activities.
12. ArkCDA events may only be administered by individuals who have received authorized training in the management of those events.
13. Illegally photocopied music will not be allowed at any ArkCDA event.
14. Students at tryouts and CPA/state festival must be chaperoned at a ratio of no less than one adult for every 25 students. (2014)
- Chaperones will be documented at the registration table for each event.
- Failure to comply with proper chaperones and documentation will result in a letter being sent to the director noting the violation and stating that a second offense will result in a letter to the school administrator
15. A minimum of one security officer must be present at all ArkCDA events. (2014)
ARTICLE 2.4. – DISTINGUISHED DIRECTOR AWARD
1. The ArkCDA shall establish provisions for a Distinguished Director Award, to be presented each year, at the all state clinic.
- Nominees must be active choral directors, with a minimum of five years experience in a junior high/ middle school or senior high school in Arkansas .
- Nominees must be active members of ArkCDA, and must participate in events sponsored by the ArkCDA.
- Nominees must have received a composite Division I rating in sight reading and concert at region CPA in at least three of the past five years.
- Nominees must be directors whose choral programs clearly demonstrate a high level of activity, student interest, and community involvement.
- Each region may submit up to two nominees for the award.
- Nominees do not necessarily have to be from within the region.
- Nominees must be submitted to the executive director no later than January 10.
- Ballots will be published on the website no later than two weeks prior to the first day of the all state clinic.
- Online voting will take place no later than two weeks prior to the first day of the All State Clinic.
- The recipient will be announced prior to the start of the all state concert.
ARTICLE 2.5. – SERVICE RECOGNITION AWARDS
1. The ArkCDA shall present service recognition awards to members on the following schedule;
- after the tenth year of service
- at five year increments after the tenth year
- upon retirement after ten years
ARTICLE 2.6. – AUTHORITY AND ENFORCEMENT
1. Each region and its member schools, shall be required to conform to all rules and regulations as set forth by the ArkCDA, under the auspices of the Arkansas Activities Association, in the management and operation of interscholastic choral events.
2. Each region and the member schools thereof shall be subject to those penalties specified in the operations manual.
- Penalties not specified in the operations manual will be imposed by the president of the ArkCDA after consultation with the executive board.
ARTICLE 2.7. – DUE PROCESS PROCEDURE
3. When a violation occurs, prior to taking action on a complaint, the event manager shall notify the school and its authorized representative, of the alleged charges of violations of the rules and regulations, by a short, plain statement, in writing, in such language that the charged party (school and/or representative) shall have full and complete disclosure of the alleged acts of misconduct or impropriety, constituting the asserted violations of the rules and regulations of the association.
- For the purpose of this process the words “written,” “in writing” or “written notice” may include any of three forms;
- Notification by postal mail
- Notification by fax
- Notification by e-mail
- In each of these manners of notification, verification of receipt (in the same manner in which it was received) shall be required.
- When a violation occurs, prior to taking action on a complaint, the event manager shall notify the director of the school of the alleged charge of violations of the rules and regulations, by a short, plain statement, in writing, in such language that the charged party (school and/or representative) shall have full and complete disclosure of the alleged acts of misconduct or impropriety, constituting the asserted violations of the rules and regulations of the association.
- It shall not be necessary to disclose the name or names of the person(s) lodging the complaint.
- If the violation is alleged to have occurred at the time of the event, notice given by the event manager shall initially be served verbally, in private, documented and witnessed by at least one other director (executive board member if present).
- All plaques, recordings, adjudication sheets and any other materials associated with the allegation shall be held by the event manager until its final resolution.
- Formal notification will be in the form of a written notice, to the director involved, his or her administrator, the region chair, the ArkCDA president, and executive director.
- The president of the ArkCDA shall hear the evidence, both oral and documentary, and shall determine the final action to be taken.
- The findings of the president shall be served on the charged party or parties in the same manner as herein required for notice of violation.
- Unless a written objection and request for appeal is received by the event manager within ten (10) days of the transmission of said findings, the decision of the president shall be final.
- In the event the charged party or parties serve notice with the event manager of their objection to the final action, and requests an appeal in writing, the event manager shall, within two (2) days, notify the president of said appeal.
- The president shall, within four (4) days, appoint a subcommittee of the board of directors, consisting of not less than five (5) members.
- Within ten (10) days after the conclusion of the hearing, the subcommittee shall notify all parties of its decision in writing.
- Notice of the time and place of such hearing shall be served on the party or parties filing the appeal, in the same manner as herein provided for notice by the event manager.
- This committee shall convene for the purpose of conducting a hearing of the charges, within two (2) days after notice to the parties involved.
- In the event the appealing party is not satisfied with the decision of the hearing subcommittee, an appeal to the entire board of directors may be had by serving written notice of appeal, to the ArkCDA president.
- Upon receipt of the notice of appeal, the president shall set the date for the appeal at the next regular meeting of the board of directors, or at a special meeting, if time is of the essence in said matter.
- Notice of the time and place of such hearing shall be given to all parties by the president, as prescribed herein for hearings.
- At the conclusion of said hearing the board of directors shall, within ten (10) days, notify the party or parties of its final decision in writing.
- When time is of the essence in reaching a final decision telephone calls may be used in place of mail.
- In such cases the final decision may be conveyed in those manners but also must be conveyed formally in writing.
ARTICLE 2.8. – COMMUNICATION
1. The association shall maintain a website with the domain name arkcda.org.
- The website shall be the primary communications vehicle used by the association.
- The responsibility for checking the website for communications lies with the individual choral director.
- Timely information will be communicated through e-mail or text messaging.
- Member schools are required to include at least one e-mail address for communications purposes.
- The executive board may propose legislation via the website.
- Balloting may be conducted via the website.
- The executive director shall be responsible for maintaining the website.
- Information posted on the website that includes student names will only be located in a secured area of the website where it may only be accessible to authorized persons. (2014)
ARTICLE 2.9. – MENTORING PROGRAM
1. The ArkCDA will maintain a mentoring program to provide a network of support for new choral directors in the secondary schools of Arkansas.
- Each region shall have a designated mentor chair who will be responsible for all new directors in their particular region.
- The region mentor chair will be appointed by the past president in consultation with the region chair.
- If the region mentor chair feels that a new director would benefit from having a specifically designated mentor he or she may request the past president to assign one.
- To qualify as a mentor directors must have completed five years of teaching experience in Arkansas and must complete a one day training session provided by the ArkCDA.
- The mentoring period will last no more than three years with the required period being the first year.
- Less intensive contact may be necessary in years two and three.
- Persons who serve as mentors will be required to sign up each year to continue serving as mentors.
- Once an individual has completed the initial training further instruction is not required.
- Mentors and the mentoring process will be evaluated by protégé’s at the end of each school year.
Article 2.10 – Finances (2012)
1. Uniform financial protocols will be developed by the executve board in the management of all ArkCDA monies.
2. No individual will be allowed to receive or disburse funds on behalf of the ArkCDA without receiving professional development training to assure proper methods of accountability.
3. Training will be offered by the ArkCDA as needed to assure that every individual is properly instructed.
- A second account in the form of a savings, scholarship or memorial fund may also be established.
- No other bank account, in any form or fashion, or for any purpose, may be established without permission from the ArkCDA Executive Board.
- Region level accounts require a minimum of three (3) authorized signatories from member schools on all accounts, one of whom must be the region chair.
- State level account signatories will include the executive director, president, president-elect, and past president.
- Signatories must be updated as officers rotate in and out of office.
- Regions may use their own Tax ID for financial accounts, or may use the ArkCDA ID.Social Security Numbers may not be used for Tax ID's on any account.
- A clear and verifiable paper trail of all monies will be maintained.
- This will include receipts for entry fees paid, bank deposit slips showing the deposit of funds, and invoices and/or reimbursement vouchers for funds expended.
- No funds should be accepted or disbursed without proper documentation.
Records may be retained either through an actual physical paper trail, or may be scanned and
maintained in digital format.