II - Collegiate

1. IMEA will sponsor either the Collegiate Member of the Year or the Collegiate President-Elect to attend the Collegiate Advocacy Summit in Washington, D.C. each summer. (October 5, 2015)

III - Conference

1. First year NAfME/IMEA Members will have their conference fees waived. (October 5, 2015)

2. The All-State/Inservice Conference will be the week that ends on the first Saturday of February. (October 10, 2016)

3. The rotation of All-State/Inservice Conference will be: NNU, NIC, ISU, repeat. (October 1, 2018)

4. Registration fees for Collegiate NAfME members will be waived. The banquet will be optional.

IV - Festivals

1. 1. The National Federation Music Adjudication Forms are recommended for festivals throughout the state, at the discretion of the district. (June 13, 2023)
2. Marching Festivals are allowed to use their own forms. (9/22/97)

V - Finances:

1. 1. A Budget Committee, consisting of the Executive Director, the President, and the Past-President, will oversee the spending practices of IMEA. The Budget Committee will:
1. determine how much money will be designated for travel (i.e., IMEA Summer Planning Meetings, All-Northwest, National NAfME Conference, etc.)
2. determine how much money will be designated for IMEA Board Meetings (July 17, 2002)
3. report at the Summer Board meeting on the annual budget. (June 13, 2023)
2. A financial budget proposal must be submitted for All-State and the Inservice Conference prior to any contracts being signed, orders placed, or money being spent.
3. The IMEA budget must be presented and approved at the Summer Board Meeting. All financial requests must be submitted before that meeting (June 13, 2023)

4. The Business Manager will hold the only IMEA Business Credit Card (September 29, 2003)

5. The audit committee will consist of the President Elect, Past-President, Secretary-Treasurer, and one of the District Presidents as appointed by the President. They will be responsible for a review of the internal audit, review of the audit report, and review of compilation and/or meeting with the accountant if requested by the Executive Director. (June 13, 2023)

6. IMEA will maintain a contingency fund that will cover two year’s general fund expenses and 1 year’s conference expenses. As feasible, the money will be invested in interest bearing accounts. (June 13, 2023)

7. All invoices must be addressed to the IMEA, c/o the Executive Director. Invoices addressed to a school or school district will not be accepted.
8. Existing policies for reimbursement must be followed or the purchaser will not be reimbursed.
9. Reimbursement checks will be mailed by the Executive Director within 5 business days of receiving the signed IMEA reimbursement form and receipts. (June 13, 2023)

10. The IMEA President and President-Elect are expected to attend the NW Division Conference and represent IMEA at the NW Division Board Meetings, preside, present sessions, and do whatever else is necessary for the conference. IMEA will cover all expenses (Conference Pre-Registration, travel, hotels, and meals) as allowed and outlined in the IMEA Travel policy.
1. The exception would be if the President/President-Elect has a student/students participating in one of the All-Northwest Honor Groups. They would then receive his/her expenses for Registration (Pre-Registration fee) and housing from IMEA and their school would be expected to pay the travel and meal expense.
2. If the President/President-Elect registers past the pre-registration deadline, the President/President-Elect will be expected to pay the difference in fees

11. Stipends will be given to the following:
1. All-State Groups Chair (President-Elect); All-State Conference Chair (President); All-State School Performing Groups Chair (Past-President); All-State Group Chairs (Band, Orchestra, Mixed Choir, Treble Choir, Elementary Choir) - $500
2. State Solo Chair - $1000
3. Exhibit Chair - $250
4. Publications - $500 per issue plus $500 for the Conference Program
5. Web Master - $6000
6. Executive Director - $16,500
7. All-State Manager - $1000
8. Asst. All-State Manager - $500
9. Conference Manager - $500
12. A computer allowance of $2000 will be made for the President-Elect (one-time) and for the Executive Director, Web Master, Publications Chair, All-State Manager and Conference Manager as needed, but not more than once every two years. (June 13, 2023)

General

1. In the event that the IMEA All-State and Inservice Conference, or State Solo event, should need to be cancelled due to weather, national emergency or any other unforeseen circumstance, the president, president-elect, and past-president, shall make the decision, in consultation with the event managers, and inform the membership immediately. In case of fewer than three votes, the IMEA Secretary shall cast the third vote. This clause shall be able to be invoked within 48 hours of the beginning of the event. (October 10, 2021)

2. The President’s Council will be comprised of the President, President Elect, Immediate Past-President, Secretary, and the Executive Director, with other Executive Board Members and chairs added, as needed. (June 13, 2023)

3. In the case of a tie vote for a State Office, it will be decided by a coin toss. (October 6, 2014)

VII - Hall of Fame

1. The IMEA Retired Chair will be in charge of the Hall of Fame. (June 13, 2023)
2. IMEA will provide housing for the Hall of Fame Legacy Committee (limit of 3), or an option to provide mileage.

VIII - State Solo

Rotation

1. 1. The rotation of State Solo will be: North, Boise, East, Boise, repeat (October 1, 2018)

IX - Travel

1. Reimbursement to all persons traveling on IMEA official business will be as follows:
1. Airline Travel
1. It is the responsibility of the anyone traveling on official IMEA business to make their own travel arrangements, including airline travel cancellation insurance. IMEA agrees to reimburse round-trip airfare at its lowest rate OR will pay round-trip mileage from the individual’s home – at the current rate determined by the IHSAA ($.585 per mile) – as long as it does not exceed the cost of the lowest airfare rate.
2. Airline travel undertaken on IMEA official business is to be by the lowest excursion/coach fare available. If last-minute reservations are made for a scheduled trip, IMEA will reimburse only the lowest prevailing rate as that of seven (7) days or more prior to departure, unless extenuating circumstances exist and are approved prior to ticket purchase by the IMEA President and Executive Director.
3. IMEA agrees to reimburse airport parking or shuttle fees as well as one extra luggage fee.
4. IMEA does not provide reimbursement for the use of a rental car.
2. Automobile Travel
1. Auto mileage will be reimbursed at the current rate determined by the IHSAA ($.585 per mile), plus parking. Car-pooling is encouraged whenever possible.
2. Meals and lodging, while traveling by automobile out-of-state, will be approved only if total expense is less than the lowest coach airfare.
3. If a rental car is necessary for official IMEA business, approval must be obtained from the IMEA President and Executive Director in advance of the scheduled trip.
3. Hotel Accommodations
1. Reimbursement will be made for the convention/conference rate for a single room in a first–class hotel.
2. When accompanied by spouse or family members, IMEA will pay the rate charged for a single room.
3. Hotel rooms and meals are not to be charged directly to IMEA unless approved in advance by the IMEA President and Executive Director. Reimbursement forms are available on the IMEA website.
4. Meals
1. Meals will be paid per diem at the rate set by the IHSAA. The In-State Full Day maximum rate is $55.00, and the Out-of-State Full Day maximum rate is $59.00. Partial days are reimbursed at the following rates: In-State Breakfast - $13.75, Lunch - $19.25, Dinner - $30.25. Out-of-State Breakfast - $14.75, Lunch - $20.65, Dinner - $32.45.
2. When meals are furnished by IMEA or others as part of a meeting or conference, or if the hotel provides breakfast as part of its rate, the per diem allowance should be calculated only for those meals not provided using the partial day rate.
5. Receipts
1. Original receipts for transportation, hotel bills, and parking are required. Reimbursement will be made at actual or maximum amounts from the reimbursement schedule - whichever is less.
2. Expenses MUST be submitted to the Executive Director within thirty (30) days of the date incurred.
3. Authorized payments will be made only to those individuals doing official business on behalf of the Idaho Music Educators Association, Inc. This includes IMEA Elected Officers, District Presidents, Guest Clinicians/Conductors, All-State Chairs, and Board of Control members.

Revised: October 2021

X - Web Site

1. The fee for a business to have a link on the IMEA Web Site is $50 unless they currently advertise in Music Notes. (July 16, 2002)

2. Solicitors to the IMEA Mass Email List need to be an IMEA member, an IMEA institutional member, or the email needs to promote an event that will benefit music students. (October 9, 2006)