ArkCDA CONSTITUTION
(REVISED, SUMMER, 2006)
Contents
ARTICLE I - NAME
1.1.1 The name of this organization shall be the Arkansas Choral Directors Association, an affiliate of the Arkansas Activities Association.
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ARTICLE II - PURPOSES
1.2.1. To approve, develop and direct all interscholastic choral activities among member schools.
1.2.2. To provide, through worthwhile musical experiences, for the development of musical discipline, character and citizenship.
1.2.3. To promote choral singing and to provide artistic and aesthetic experiences for the participants.
1.2.4. To promote the finest types of choral singing.
1.2.5. To promote new and superior techniques in the art of organization as applied to the vocal music situation.
1.2.6. To encourage rehearsal procedures conducive to obtaining the highest possible level of musicianship and artistic performance.
1.2.7. To encourage the highest possible standards in choral performance.
1.2.8. To promote a more intelligent understanding of choral music as an important medium of artistic expression.
1.2.9. To provide for the students and choral directors of Arkansas , clinic situations for the observation of technical proficiencies of the highest level.
1.2.10. To evaluate the best that is taught in a school system in comparison to the best taught in other schools.
1.2.11. To provide opportunities to develop and to demonstrate before the public, knowledge, skills, and emotional expressions taught through a particular activity.
1.2.12. To improve the professional status of choral directors in Arkansas .
1.2.13. To promote cultural, intellectual, material, social, and civic interest in the profession.
1.2.14. To create statewide, good will, fellowship, and fraternal spirit.
1.2.15. To advise and counsel with the state educational organizations on matters of educational and professional interest.
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ARTICLE III - MEMBERSHIPS
1.3.1. For the purpose of interscholastic choral activities, the state of Arkansas shall be divided into a minimum of six geographic regions:
- Region I - Northwest ; Extends to the state border on the north and west, to Harrison on the east and to West Fork on the south
- Region II - Northeast: Extends to the state border on the north and east, to Forrest City on the south, and to Bruno Pyatt on the west
- Region III - Central ; Primarily Pulaski County, east to Hazen, north to Clinton
- Region IV - Southwest: Extends to the state border on the south and west, east to Bearden, and north to Bryant
- Region V - Southeast: Extends to the state border on the south and east, to Rison on the west, and Brinkley to the north
- Region VI - West Central: Extends to the state border on the west, to Dover on the north, Conway on the east, and Waldron on the south
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1.3.2. Any school which desires to participate in ArkCDA sponsored activities must be a member of the Arkansas Activities Association and must pay a participation fee on or before October 1 of each year. This fee includes one voting membership.
1.3.3. Any person who is interested in the promotion of vocal music education in Arkansas may become an associate member of the ArkCDA upon payment of the prescribed dues. Associate members have the rights and privileges of active members, with the exception of voting and holding office.
1.3.4. Sustaining memberships are available to firms and representatives of firms, upon payment of the proper dues.
1.3.5. Any person whom the association wishes to honor, whose counsel is desired, who has retired from active directing, or who is interested in the association, may become a non-voting, honorary member, by the nomination and majority vote of the executive board.
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ARTICLE IV - OFFICERS
1.4.1. The officers of the association shall be, president, president-elect, executive director, senior high section chair, junior high/middle school section chair, and all state chair.
1.4.2. The board of directors shall consist of the officers named in number 1.4.1 plus the retiring president, and the overall chair of each region.
1.4.3. With the exception of the executive director, the officers defined in number 1.4.1 shall be elected at an annual meeting, by a majority vote of the members present. Region chairs shall be elected by a majority vote of the members present at a regular or called meeting of each region.
1.4.4. Newly elected officers and members of the board of directors shall assume office on July 1, following their election.
1.4.5. Officers and region chairs shall hold office for two years. Any officer may be elected to succeed him/herself in the same office.
1.4.6. Any current officer may be elected to fill another office in the event of a vacancy. A successor to a vacant office shall hold office for the remainder of the original term, unless duly re-elected.
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ARTICLE V - DUTIES OF OFFICERS
1.5.1. The PRESIDENT shall (1) preside over all meetings of the association and the board of directors, (2) enforce the constitution and bylaws of the association, (3) call regular or special meetings as provided by the constitution, (4) supervise the affairs of the association by being present at all ArkCDA state level events, (5) appoint committees and serve as an ex-officio member of all committees, with the exception of the nominating committee, (6) take action or make decisions on behalf of the association when immediate action is necessary, (7) serve on the all state music conference committee.
1.5.2. The PRESIDENT-ELECT shall (1) prepare to assume the office of president at the end of his/her current term, (2) perform all duties of the president in his/her absence, disability, or resignation, (3) assist the president in matters pertaining to the administration and direction of the affairs of the association, (4) consult with the Arkansas ACDA board concerning ArkCDA interests at the annual music reading clinic, (5) serve on the board of directors, (6) facilitate the interest sessions and evening performances for directors at all state, (7) serve on the all state music conference committee.
1.5.3. The SENIOR HIGH SECTION CHAIR shall (1) supervise senior high section activities, (2) supervise the state choral CPA, (3) serve on the board of directors, (4) approve senior high CPA music not listed in the prescribed music list.
1.5.4. The JUNIOR HIGH/MIDDLE SCHOOL SECTION CHAIR shall (1) supervise junior high/middle school activities, (2) serve on the board of directors, (3) approve junior high/middle school CPA music not listed in the prescribed music list.
1.5.5. The ALL STATE CHAIR shall (1) supervise the all state choir auditions, (a) Make certain all required equipment is present in each area, (b) Meet with the judges for instructions prior to the auditions, (c) Insure that all judges conduct the audition in a consistent, professional manner, (d) Secure adjudication and ranking forms from the judges at the completion of the tryout in each section (These should be held until the section has been scored and the results printed and confirmed). (2) supervise the annual all state choir clinic (3) serve on the board of directors, (4) serve on the all state music conference committee.
1.5.6. The IMMEDIATE PAST PRESIDENT shall (1) serve on the board of directors, (2) serve on the all state music conference committee.
1.5.7. The REGION CHAIRS shall (1) organize and supervise all vocal activities on the region level with the aid of event managers according to the ArkCDA All Region/State and Choral Performance Assessment (CPA) manuals, (2) serve on the board of directors.
1.5.8. The EXECUTIVE DIRECTOR shall (1) oversee the general management of the operation of the ArkCDA, (2) keep an accurate record of all proceedings during the meetings of the association, (3) make an accurate report of his/her work to the association at the annual meetings and to the board of directors at board meetings, (4) complete assigned correspondence for the association and the board, (5) serve as a non-voting member of the board of directors,(6) prepare the agenda for the annual meetings through consultation with the board of directors, (7) maintain the ArkCDA web site, (8) clear all dates of the ArkCDA with the Arkansas Activities Association and act as a liaison between the two organizations, (9) work with the Arkansas Chapter of the American Choral Directors Association on the annual music reading clinic, and other matters related to choral music in Arkansas, (10) serve as an ex-officio secretary of all committees, (11) promote and assist with junior high level activities, (12) publicize choral activities, (13) serve as information director for the association, (14) rule on points of order and inform the assembly of proper parliamentary procedure, (15) assume other responsibilities as assigned by the board and the president, (16) serve on the all state music conference committee, (17) assign all state accompanists, after consulting with the president, (18) compile lists of the region/state clinic music for next yearsÕ clinic and submit them to the reading clinic vendor and rehearsal cd supplier, (19) organize the all state choir tryouts, (20) organize the all state choir clinic, (21) organize the state CPA. (22) collect participation fees and dues, (23) keep an accurate record of all receipts and expenditures, (24) sign all checks drawn on the association, (25) make an accurate report of the financial record of the association during the annual or special meetings of the association and/or board of directors, (26) be authorized to send a memorial in the amount of $25.00 in the event of the death of a member, past member, or his/her spouse or children, in his/her memory.
1.5.9. In addition to the executive director, the president, past president and president elect shall be authorized to sign checks on behalf of the association.
1.5.10. The region chairs shall serve on the Finance and Audit committee to oversee the financial records of the association. The committee will meet to review the records at the annual summer meeting.
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ARTICLE VI - DUTIES OF THE BOARD OF DIRECTORS
1.6.1. The board of directors shall (1) formulate and interpret policies to sustain and perpetuate the ArkCDA, (2) implement the ideals and purposes of the association, (3) provide for the best interests of the members at large, (4) transact business that is referred by the association while in general session, (5) select and employ an Executive Director to give full time to the affairs of the association at an annual salary (also determined by the board) to be paid monthly. (6) review all fees, honoraria, stipends, and salaries on an annual basis and make recommendations to adjust as needed.
1.6.2. The board of directors shall cooperate with the president in the administration of the affairs of the association.
1.6.3. The board of directors shall interpret the constitution and bylaws.
1.6.4. The board of directors shall serve as a board of arbitration in matters involving differences or difficulties between member schools. The board shall have the authority to suspend any member or member school for refusal to abide by the regulations of the association, or to accept the rulings of duly constituted authorities, including committees, and/or CPA judges. Any member or member school suspended from the association may appeal such suspension and may make application for reinstatement. If such application is approved by the board of directors, the suspended member or member school shall be entitled to all rights and privileges of membership upon payment of any current dues.
1.6.5. If any officer of the association should, in the opinion of three or more board members, fail to execute the responsibilities of his/her office, the board may request the resignation of said officer. The board may request removal at the next general meeting of the association. Removal shall be made final by a majority vote of the membership. A special election shall be held immediately to fill the office for the remainder of the original term.
1.6.6. Any action agreed upon shall be incorporated into the minutes of the next meeting of the board of directors.
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ARTICLE VII - MEETINGS
1.7.1. The annual meetings of the association shall be held in conjunction with the all state choir clinic in February, and the music reading clinic in August.
1.7.2. Special meetings may be called by the president, with the approval of a majority of the board of directors, or at the request of not less than ten (10) active members. Notice of such special meetings shall be sent to all members, no less than fifteen (15) days prior to the date of the called meeting.
1.7.3. Board meetings shall be held immediately prior to the annual general business meetings at the all state clinic and music reading clinic. The board may hold special meetings as deemed necessary by the president, including the use of e-mail and other internet resources.
1.7.4. Regions shall hold planning meetings on or before May 1 each year, for the purpose of scheduling region events, and/or electing officers for the next school year.
1.7.5. The association shall sponsor a summer leadership retreat which shall include all current and incoming board members. Expenses for the region chairpersons shall be borne by each region. Expenses for state level officers shall be borne by the state association.
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ARTICLE VIII - LEGISLATION
1.8.1. The legislative power of the Arkansas Choral Directors Association shall be vested in the legislative assembly, composed of the authorized voting representative of each member school.
1.8.2. The legislative assembly shall have the power to (1) vote on policies proposed by the board of directors, (2) propose and enact legislation which directly affects student activities and transact such other business as may be required or provided for in the constitution and bylaws.
1.8.3. Each member school shall be entitled to one (1) vote on matters which directly affect student activities. A qualified delegate must be the choral director or other adult duly authorized to represent the member school.
1.8.4.
A quorum is defined as those in attendance at any legislative meeting. Three weeks notice of all legislative meetings is mandatory.
1.8.5.
1.8.6.
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ARTICLE IX - ELECTIONS
1.9.1. On or before the date of the annual summer meeting, in the ODD numbered years, the president shall appoint a nominating committee consisting of the region chairs or proper representative of each region. The nominating committee shall prepare and submit to the membership, the names of the candidates for the office of president-elect, all state chair, senior high section chair, junior high/middle school section chair, and any other officers necessary at the legislative meeting. Further nominations may be made from the floor. These officers shall serve two year terms, beginning July 1 of the following EVEN numbered year.
1.9.2. Region chairs shall be elected in the EVEN numbered years and shall serve a two year term, beginning July 1 of the following ODD numbered year.
1.9.3. Elections shall be made by ballot and a majority vote shall elect. In the event that there is a single nominee for an office, the rules may be suspended with the consent of two thirds of the members present, and the executive director shall record the vote as unanimous.
1.9.4. For the purpose of election of officers and the Distinguished Director Award ballots shall be limited to one (1) vote per person.
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ARTICLE X - VACANCIES
1.10.1. The president, with the approval of the board of directors, may make appointments as required to fill a vacancy in any office, in the board of directors, or in any committee. Such appointees shall hold office for the remainder of the present term, or until a successor is elected or appointed in accordance with the provisions of the constitution and bylaws.
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ARTICLE XI - AMENDMENTS
1.11.1. All proposed amendments to the constitution and bylaws shall be presented to the president and the board of directors, and shall be submitted to the membership, subject to board approval, no less than three weeks prior to any legislative meeting.
1.11.2. Amendments in the all region/state and CPA manuals may be proposed at any legislative meeting and do not require advanced notice.
1.11.3. Proposed amendments shall be read at the legislative meeting. If approved by a majority vote of the members present, the amendment shall carry and shall be placed into the constitution and bylaws.
1.11.4. The board of directors shall act as a constitutional committee, and shall review the constitution at least every three years. The board shall recommend amendments or other revisions as needed.
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ARTICLE XII - EXPENSES
1.12.1. All ArkCDA officers shall be reimbursed for necessary meals and lodging, plus mileage limits allowed by the internal revenue service (.40 in 2005) for expenses incurred while traveling to and meeting on behalf of the association. The association shall assume the responsibility for all phone calls, postage, or other expenses incurred by the officers, on behalf of the association.
1.12.2. Meals will be reimbursed on a per diem basis using the following amounts; breakfast and lunch, $10 each and dinner, $20. Receipts will not be required.
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ARTICLE XIII - PARLIAMENTARY PROCEDURE
1.13.1. All business meetings of the Arkansas Choral Directors Association shall be governed by the parliamentary procedures outlined in ROBERT'S RULES OF ORDER, REVISED.
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BYLAWS
(REVISED, MARCH, 2005)
ARTICLE I - MEMBERSHIP DUES AND FEES
2.1.1. School Membership Fee (includes one voting membership)
AAA Classification |
Junior High Fee |
Senior High Fee |
1A |
$75.00 |
$95.00 |
2A |
$115.00 |
$135.00 |
3A |
$155.00 |
$175.00 |
4A |
$195.00 |
$215.00 |
5A |
$235.00 |
$255.00 |
6A |
$275.00 |
$295.00 |
7A |
$315.00 |
$335.00 |
Each school's classification shall be determined as listed in the most current directory of the Arkansas Activities Association
2.1.2. Associate Membership |
$50.00 per person
|
2.1.3. Sustaining Membership |
$35.00 per firm (includes one representative; additional representatives = $10.00 each)
|
2.1.4. Large Group CPA Fee |
$100.00 maximum per time slot
|
2.1.5. Ensemble CPA Fee |
$75.00 maximum per time slot
|
2.1.6. Solo, Duet, Trio |
$10.00 maximum per time slot
|
2.1.7. Double fees shall be assessed those schools which fail to remit the proper CPA fees by the deadline for payment.
2.1.8. Regions may determine their own fee structure, based on a charge per time slot, not to exceed the given maximums.
2.1.9. All State Audition Fee |
$10.00 per person
|
2.1.10. All State Participation Fee |
$10.00 per person
|
2.1.11. Junior High Audition Fee |
$10.00 per person maximum per event
|
2.1.12. Regions may establish their own audition and participation fees, not to exceed $10.00 per person per event.
2.1.13. 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.
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ARTICLE II - HONORARIA AND MEMORIALS
2.2.1. All State Clinician Honorarium |
A maximum of $1200.00 for the entire event, plus expenses, including the current mileage rate or coach class air transportation
|
2.2.2. All Region Clinician Honorarium |
A minimum of $200.00 for the entire event, plus expenses
|
2.2.3. All State Chair Honorarium |
$200.00
|
2.2.4. All State Accompanists Honorarium |
$400.00 per year per year for the entire event plus expenses, including the current mileage rate.
|
2.2.5. CPA Judges Honorarium |
$175.00 per day or $22 per hour over 8 hours, plus the current mileage rate, or coach class air transportation
|
2.2.6. Senior High Section Chair Honorarium |
$100.00 per year
|
2.2.7. Junior High Section Chair |
$100.00 per year
|
2.2.8. 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.
2.2.9. The ArkCDA executive director shall receive an annual salary of $40,000.00 per year, plus $4,200.00 per year for health insurance.
2.2.10. The ArkCDA executive director shall receive a 3% COLA for the 2004-05 year, retroactive to July 1, 2004 . The increase will be issued as a separate check from the regular salary and shall be issued in monthly installments. The COLA shall be reviewed annually by the president, past-president, and president-elect. The continuation or increase of COLA's will be dependent on the organization's financial status annually.
2.2.11. 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.
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ARTICLE III - GENERAL PROVISIONS
2.3.1. 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.
2.3.2. The ArkCDA state level events shall be held on the same numbered weeks as currently authorized by the Arkansas Activities Association. The week containing Thanksgiving is week number 21.
2.3.3. Current state level activities and dates are;
All State Auditions |
Week 31 |
Alternate All State Auditions |
Week 32 |
All State Clinic |
Week 33 |
State CPA |
Week 41 |
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2.3.4. Region chairs shall submit dates and locations of region events to the executive director for approval by the Arkansas Activities Association.
2.3.5. Each region shall be charged its portion of the All State Choir clinic expenses on a prorated 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.
2.3.6. 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 studentÕs 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.
2.3.7. No performing group from a member school shall be allowed to participate in more than two invitational choral events in any given semester.
2.3.8. 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.
2.3.9. Sixth grade students are not permitted to enter any ArkCDA sponsored event.
2.3.10. 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, with the exception of invitational events.
2.3.11. No student will be permitted to participate in an ArkCDA sponsored event without being accompanied by a properly authorized school representative.
2.3.12. 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.
2.3.13. ArkCDA events may only be administered by individuals who have received authorized training in the management of those events.
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ARTICLE IV - DISTINGUISHED DIRECTOR AWARD
2.4.1. The ArkCDA shall establish provisions for a Distinguished Director Award, to be presented each year, at the all state clinic.
2.4.2. 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 .
2.4.3. Nominees must be active members of ArkCDA, and must participate in events sponsored by the ArkCDA.
2.4.4. 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.
2.4.5. Nominees must be directors whose choral programs clearly demonstrate a high level of activity, student interest, and community involvement.
2.4.6. Each region may submit up to two nominees for the award. Nominees do not necessarily have to be from within the region.
2.4.7. Nominees must be submitted to the executive director no later than January 10.
2.4.8. Ballots will be published on the website no later than two weeks prior to the first day of the all state clinic.
2.4.9. Illegally photocopied music will not be allowed at any ArkCDA event.
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ARTICLE V - SERVICE RECOGNITION AWARDS
2.5.1. 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.
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ARTICLE VI - AUTHORITY AND ENFORCEMENT
2.6.1. 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.
2.6.2. 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.
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ARTICLE VII - DUE PROCESS PROCEDURE
2.7.1. 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. It shall not be necessary to disclose the name or names of the person(s) lodging the complaint.
2.7.2. Such notice given by the event manager shall be served by certified mail and shall be mailed to the school address of the charged party or parties.
2.7.3. When a rule violation occurs the president of the ArkCDA shall hear the evidence, both oral and documentary, and shall render 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 mailing of said findings, the decision of the president shall be final.
2.7.4. 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 by certified mail, 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. This committee shall convene for the purpose of conducting a hearing of the charges, within two (2) days after notice to the parties involved. 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.
2.7.5. Within ten (10) days after the conclusion of the hearing, the subcommittee shall notify all parties of its decision in writing.
2.7.6. 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.
2.7.7. 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.
2.7.8. 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.
2.7.9. When time is of the essence in reaching a final decision the use of e-mail and/or 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.
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ARTICLE VIII - COMMUNICATION
2.8.1. The association shall maintain a website with the domain name www.arkcda.org.
2.8.2. The website shall be the primary communications vehicle used by the association.
2.8.3. The responsibility for checking the website for communications lies with the individual choral director.
2.8.4. Timely information will be communicated through e-mail.
2.8.5. Member schools are required to include at least one e-mail address for communications purposes.
2.8.6. The executive board may propose legislation via the website.
2.8.7. Balloting may be conducted via the website.
2.8.8. The executive director shall be responsible for maintaining the website.
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ARTICLE IX - MENTORING PROGRAM
2.9.1. The ArkCDA will maintain a mentoring program to provide a network of support for new choral directors in the secondary schools of Arkansas .
2.9.2. 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.
2.9.3. 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.
2.9.4. Persons who serve as mentors will be required to sign up each year to continue serving as mentors.
2.9.5. Once an individual has completed the initial training further instruction is not required.
2.9.6. Mentors and the mentoring process will be evaluated by protégé’s at the end of each school year.
2.9.7. All teachers who are beginning their careers in Arkansas will be assigned a mentor at the beginning of each school year.
2.9.8. Any director may request a mentor be assigned to them.
2.9.9. Upon being assigned a protégé, mentors are required to make contact within 24 hours of notification. The purpose of this communication is to simply initiate the relationship and lay the groundwork for further contact.
2.9.10. Mentors must follow up with communications at a minimum corresponding with their own actions relevant to ArkCDA events – registrations, tryouts, clinics, etc. Further communications are encouraged as a means of demonstrating interest in assisting the protégé in any way possible.
2.9.11. Communications from the protégé to their mentor are encouraged at any time as needed.
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