BYLAWS
OF
THE INTERNATIONAL
TUBA-EUPHONIUM ASSOCIATION
Founded as
Tubists Universal Brotherhood Association (T.U.B.A.)
1973
Adopted: May 24, 1975, First National Tuba/Euphonium Symposium/Workshop, Urbana, Illinois, U.S.A.
Amended: August 31, 1980; June 7, 1986; April 30, 1989; January 19, 1991; May 15, 2002; May 1, 2007; June 30, 2008, April 30, 2010, September 14, 2012, May 2013, May 2015; October 26, 2025
ARTICLE I
NAME
1.1. Name: The name of the Organization is The International Tuba-Euphonium Association (hereinafter, “Organization”). This organization shall be known as the International Tuba-Euphonium Association, ITEA. (The Organization was founded in 1975 and was formerly known as the Tubists Universal Brotherhood Association, T.U.B.A.)
ARTICLE II
PRINCIPAL OFFICE
2.1. Principal Office: The principal office of the Organization shall be located in the United States. Headquarters of the Organization shall be the address of the Executive Director. The address of the registered office may be changed by the Board of Directors of the Organization.
ARTICLE III
ORGANIZATION, VISION AND MISSION STATEMENT
3.1. Organization: The Organization is global and its affairs and activities shall be carried out at all times for the purposes and in accordance with the terms set forth in its Articles of Incorporation and these Bylaws, and in conformity with all applicable provisions of the Internal Revenue Code of 1986, as amended, (the “Code”) affecting nonprofit organizations qualified for tax-exempt status as described in section 501(c)(3) of the Code. The Organization is organized and will be operated exclusively for the charitable and educational purposes.
The Organization shall be and is a nonprofit Organization under the laws of Colorado.
3.2. Vision Statement: To promote anything and everything tuba and/or euphonium related.
3.3. Mission Statement: ITEA shall foster bonds among all tuba and euphonium players, create enthusiasm for the instruments and its performers, celebrate diversity, support professional development, promote the sharing of resources, and encourage teaching and learning about the instruments.
ARTICLE IV
MEMBERS
4.1. Categories: Membership Categories will be defined by the Board of Directors.
4.2. Membership: Membership shall require a member to be in good standing, including payment of dues as assigned by the Board of Directors.
4.3 Code of Conduct: Members shall agree to be bound by the Organization’s Code of Conduct as a condition of establishing and renewing membership.
4.4 Disciplinary Action: Members who have been found in violation of the Organization’s Code of Conduct can be censured, suspended, or expelled according to the terms outlined in the Code of Conduct. No member shall be censured, suspended, or expelled without full due process as outlined in the Code of Conduct.
4.5. Voting Rights: Members shall have the right to a vote for electing officers and for other such matters presented for voting as determined by the Board of Directors.
4.6 Membership Meetings: Membership meetings will be held in person and/or virtually on an annual basis and shall include a yearly report from the Executive Committee of the Board (hereinafter “Executive Committee”), questions and feedback from members and may include possible votes.
The Organization shall encourage additional informal Member meetings to be held virtually or at all Organization sponsored events.
4.7. Notice of Meetings: Membership meetings will be announced and occur at conferences. This will include Regional and International Conferences.
4.8 Waiver of Notice: A Member may waive any notice requirement by signing a written waiver of notice and delivering it to the Secretary of the Organization for inclusion in the minutes or filing with the corporate records. A Member’s attendance at a meeting shall constitute waiver of notice unless they, at the beginning of the meeting, object to holding the meeting or discussing business at the meeting.
ARTICLE V
BOARD OF DIRECTORS AND GOVERNANCE
5.1. Powers and Duties: The duties of the Board of Directors in managing the Organization shall include, but not be limited to the following:
(a) To establish the vision, mission, and strategic goals to be implemented by the Organization’s Executive Director and staff;
(b) To ensure that appropriate policies have been developed, adopted, and implemented by the Organization to carry out its mission;
(c) To determine and set overall policy;
(d) To continually advocate and communicate the mission, values, the Organization and Members’ accomplishments, and goals of the Organization to the public at large;
(e) To determine, monitor, and strengthen programs that progress the Organization’s mission; and
(f) To respect and maintain the confidentiality of all matters of the Organization that come before the Board for which confidentiality is required.
5.2 Board of Directors Membership: The Board of Directors shall be comprised of the following members:
(a) Elected Officers: The Organization’s President, Vice President and most recent Past President.
(b) Appointed Officers: the Organization’s Secretary, Treasurer, and Conference Coordinator.
(c) Additional Board Members: additional coordinators and Board Members as appointed by the President in consultation with the Executive Committee. Additional appointed Board Members will represent the diversity of the Organization’s membership, with attention paid to representation across instrument, race, gender, financial background, creed, country, geographic location, musical genres, playing level (beginners to professionals), nationality, or sexual orientation. Consideration in appointing directors should also be given to those who have knowledge and/or skills that would be beneficial to the Organization such as background in nonprofit administration and policy, law, public relations, technology, etc.
(d) The Executive Director shall serve on the Board of Directors and Executive Committee. Neither the Board of Director or Executive Committee positions will be a voting position.
5.3. Election of Officers: The procedure for electing officers shall consist of the following steps:
(a) The Nominating Committee shall biennially develop a list of at least two nominees for Vice-President/President-Elect of the Organization. This committee will be chaired by the most recent Past President. If there is no serving Past President, the President will reach out to previous Past Presidents to serve as a chair.
(b) The election will be announced through appropriate channels. The nominees and additional information will be presented in the ITEA Journal and on the Organization’s website where voting will take place digitally, with a voting period of at least 30 days.
(c) All votes shall be tallied and recorded by the Executive Director who shall notify the President of the election results. The President shall see that the membership is appraised of the results.
(d) A simple majority of votes will determine the winner.
(e) The newly elected Vice President/President-Elect will take office on July 1 following the election, with the former Vice President becoming President, and former President becoming Past President.
5.4. Term of Office: Except as provided in Section 5.5, the elected and appointed officers shall serve until the conclusion of their term or death, resignation, or removal. A decrease in the number of officers shall not shorten the term of any officer then in office.
5.5. Resignation and Removal: Any officer or appointee may resign at any time by giving written notice of their resignation to the Executive Committee of the Organization. Any resignation shall take effect upon receipt of the notice or upon any later time specified in the notice.
The Board of Directors by a two-thirds vote may remove from office any elected officer who is unable to attend meetings or is unable to attend to the duties of their office when, in the opinion of the Board, the effectiveness of the Organization is impaired. Such removal shall be without prejudice to the contract rights, if any, of the person so removed, but election of an officer shall not of itself create contract rights.
5.6. Vacancies:
(a) If the position of President becomes vacant mid-term, the Vice President will assume Presidency through the current term and will additionally serve their original two year term.
(b) If the position of Vice President becomes vacant mid-term, the Organization may hold a special election to fill this position through the remaining time of the term.
(c) If the position of Past President becomes vacant mid-term, the President may reach out to previous Past Presidents to gauge interest and elect a person to fill this position by a simple majority of the Executive Committee. This replacement will serve the remaining time of the term.
(d) Should the remaining term of a Vice President or Past President be unreasonably short, the Executive Committee may choose to leave either position vacant through the end of the current term.
5.7 Appointment of Officers:
The offices of Secretary, Treasurer, and Conference Coordinator will be appointed by the President in consultation with the Vice President, Past President, and Executive Director. These officers shall hold office for two years, concurrent with the President, with the possibility of succession. No officer shall hold more than one position simultaneously.
Upon election and appointment of the above officers, they shall constitute the Executive Committee, with the Executive Director serving as a non-voting member.
5.8 Appointment of additional Board Members:
(a) The President will appoint Board Members beyond the offices listed in Section 5.7 in consultation with the Executive Committee. These Board Members will serve two-year terms concurrent with the President with possibility of succession.
(b) There will be no standard number of persons who shall serve on the Board of Directors, with appointments to be made according to the needs of the Organization and the considerations outlined in Section 5.2.c. Additional appointments can be made at any time as deemed necessary by the Executive Committee, with Board Members appointed mid-term serving the remainder of the two-year term with possibility of succession.
5.9. Regular Meetings: The Board of Directors will hold no less than two regular meetings per year. The Executive Committee will provide regular written updates. Members attending meetings in-person or by live video conference will be considered “present”.
5.10. Special Meetings: Special meetings of the Board of Directors may be called by or at the request of the President or by officers constituting a majority of the Executive Committee. The person or persons authorized to call special meetings of the Board of Directors may designate the time of the meeting. The meeting will be conducted by video conference.
5.11. Notice of Special Meetings: Five (5) days notice of any special meeting of the Board of Directors shall be given; except that, in the event of an emergency as determined by the Executive Committee, the notice period may be waived. Notification will be given by email.
5.12. Waiver of Notice: An officer may waive any notice requirement by signing a written waiver of the notice and delivering it to the Secretary of the Organization for filing with the minutes or the corporate records. Attendance of an officer member at any meeting shall constitute a waiver of notice of the meeting except when a director attends the meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened, and does not thereafter vote for or assent to action taken at the meeting.
5.13. Quorum: A majority of the entire Board of Directors shall constitute a quorum for the transaction of business which requires a vote at any meeting of the Board of Directors. If less than a majority of the Board Members are present, a majority of those present may adjourn the meeting to another time.
5.14. Manner of Voting: A majority of the votes of the Board Members at a meeting at which a quorum is present shall be necessary for the adoption of any matter voted upon by the Board of Directors, unless the vote of a larger number is required by law, by the Articles of Incorporation, or by these Bylaws. Members of the Board may not vote by proxy. Voting may occur through electronic means.
5.15. Informal Action: Any action required by law to be taken at a meeting of the Board, or any action that may be taken at a meeting of the directors, may be taken without a meeting, if consents in writing, setting forth the action so taken, are signed by all of the directors and the written consents are included in the minutes of the proceedings of the Board of Directors or filed with the corporate records. The consents shall have the same effect as a unanimous vote of the Board of Directors for all purposes.
5.16. Compensation: Officers and Board Members may not be compensated for their services as Board Members of the Organization, but may be reimbursed for their reasonable out-of-pocket expenses incurred in attending Board meetings or otherwise in connection with the performance of their duties as directors.
In times of critical and timely need for the organization, the Board of Directors can authorize an officer or Board Member to be hired as an independent contractor on a limited basis. In this case, the following stipulations must be followed:
(a) The work being completed must be outside of the job description of the officer or Board Member.
(b) The work being completed must be work for which the organization has typically and/or would have historically hired a paid independent contractor.
(c) The Executive Committee must discuss and agree that the officer or Board Member being offered the limited contract is the best or only person available to complete the work and that the organization is better served by the officer or Board Member retaining their current position and also serving as an independent contractor. If this is not the case, the Executive Committee may direct the officer or Board Member to resign their position as a condition of accepting the independent contract.
5.17. Procedure: The proceedings and business of the Executive Committee and Board of Directors shall be conducted in accordance with Robert’s Rules of Order, Newly Revised, unless the conduct of a matter is otherwise governed by the provisions of state law, the Articles of Incorporation, or these bylaws.
5.18. Duties of President: The President shall be the chief elected officer of the Organization. The President shall preside over all membership and Board of Directors and Executive Committee meetings. The President shall present a report at the Annual Meeting, appoint the chairs and members of committees (unless otherwise specified herein) authorized by the Board of Directors, act as liaison between the Organization’s staff and the Board, and perform such other duties as defined in the job description for the office of President or as authorized by the Board of Directors. Following the end of each administration, the President shall assume the office of Past President.
5.19 Duties of Vice President: The Vice President shall act in place of the President in the event of the absence of the President, shall exercise such other duties as may be delegated to the office by the Board, and perform such other duties as defined in the job description. The Vice President shall also chair the Governance Committee and oversee the organization’s annual and biennial Awards. The Vice President shall be considered the President-Elect and shall succeed the President.
5.20. Duties of Past President: The Past President shall serve in an advisory capacity to the President and Executive Committee and serve as Chair of the Nominating Committee and the Honorary Advisory Council, and perform such other duties as defined in the job description.
5.21 Duties of Secretary: The Secretary shall maintain, or cause to be maintained, accurate and up-to-date digital records of the Organization’s governing documents, meeting minutes, and other official records; ensure proper execution and safekeeping of authorized documents; provide access to records as requested by the Board of Directors; and perform other duties as defined in the job description or prescribed by the Board.
5.22. Duties of Treasurer: The Treasurer shall keep, or cause to be kept, adequate and correct accounts of the properties and financial transactions of the Organization, oversee transaction execution, provide regular reporting to the Board of Directors, serve as the Chair of the Finance, Budget, and Audit Committee, oversee an annual audit of the Organization’s financial affairs, and perform other duties as defined in the job description.
5.23. Duties of Conference Coordinator: Shall solicit, coordinate, and provide long-range planning for all conferences according to ITEA’s Conference Handbook.. Once proposals have been accepted, the coordinator shall execute a conference contract with conference hosts, and shall provide host with detailed information regarding ITEA conference guidelines. The conference coordinator shall stay in regular close contact with conference hosts leading up to a conference, to lend support and to assure that ITEA conference guidelines are followed.
5.24. Appointment and Duties of the Executive Director:
(a) The Executive Director shall undertake their duties in accordance with a Job Description approved by the Executive Committee and shall be appointed by that body.
(b) The Executive Director shall have the necessary authority and responsibility to operate the Organization in all its activities subject to the policies and directions of the Board of Directors or any of its committees. The Executive Director shall act as the duly authorized representative of the Organization in all matters in which the Executive Committee has not formally designated some other person to so act.
(c) The Executive Director shall report periodically and as requested to the Board of Directors, and shall provide regular updates to Officers and Board Members between Board meetings on the Organization’s activities and finances.
(d) The Executive Director is charged with continuous responsibility for the management of the Organization, commensurate with the authority conferred on them by the Executive Committee and consistent with the expressed aims and policies of the Executive Committee. The Executive Director is responsible for the application and implementation of established policies in the operation of the Organization. The Executive Director shall keep or cause to be kept appropriate records, and prepare or cause to be prepared all necessary reports, returns, filings, an operating budget, and financial statements.
(e) The Executive Committee shall appoint and authorize reasonable compensation for the Executive Director.
ARTICLE VI
COMMITTEES
6.1. Committees: The Board of Directors, by resolution adopted by a majority of the full Board of Directors, may designate from among its membership one or more committees, each committee to consist of no fewer than three (3) nor more than eight (8) members, unless otherwise specified herein. The President shall select and appoint the members and the Chair of all committees, unless otherwise specified herein. The President may elect to serve as a member of any committee.
The President may also from time to time appoint one or more persons as Consulting Members of a Board committee to serve at the pleasure of the Board and such persons need not be Board Members. Consulting Members may not comprise a majority of any committee and may not have voting power on any committee permitted to act on behalf of the Board of Directors without further action. Consulting Members shall be held to the same standards, procedures, and fiduciary duties as are applied to Board Members hereunder.
The provisions of these Bylaws governing meetings, action without meetings, notice and waiver of notice, and quorum and voting requirements of the Board of Directors, shall apply to committees and their members as well. The Executive Director shall arrange for the staff of the Organization to provide sufficient support for each committee to enable it to discharge its duties.
Each committee shall exercise the authority of the Board of Directors to the extent authorized by the Board of Directors. However, a committee may not by itself:
(a) approve action that requires full Board approval;
(b) fill vacancies on the Board of Directors or any of its committees;
(c) amend the Articles of Incorporation;
(d) adopt, amend or repeal the Bylaws;
(e) approve a plan of merger or consolidation; or
(f) employ or discharge from employment the Executive Director of the Organization.
There shall at all times be standing committees as provided for herein.
6.2 The Executive Committee: The Executive Committee shall consist of the President, Vice-President, Past President, Treasurer, Secretary, and Conference Coordinator and Executive Director (non-voting member of Executive Committee). The Executive Committee shall exercise all corporate powers and manage the business and affairs of the Organization except as otherwise provided by law, the Organization’s Articles of Incorporation, or these Bylaws. In addition to the obligations delineated under Article 5.1 of these Bylaws, the duties of the Executive Committee shall include, but not be limited to the following:
(a) To establish fiscal policy, including budget authorization and oversight;
(b) To develop adequate resources to ensure financial stability for the Organization’s activities including through direct and indirect financial contributions and a commitment to fundraising;
(c) To ensure the legal and ethical integrity of the Organization;
(d) To select, retain, support, evaluate the performance of, and discharge the Executive Director of the Organization;
(e) To recruit and appoint Members of the Board of Directors as outlined in Section 5.8; and
(f) To respect and maintain the confidentiality of all matters of the Organization that come before the Board for which confidentiality is required.
6.3 Finance, Budget, and Audit Committee: The Finance, Budget, and Audit Committee shall be composed of no fewer than three (3) nor more than eight (8) directors appointed by the President. The Treasurer shall serve as the Chair of the Committee. The Finance, Budget, and Audit Committee shall be responsible for oversight of the financial operations of the Organization. While serving on the Finance, Budget, and Audit Committee, a member of the committee shall not: (a) accept any consulting fee, advisory fee, or other compensation or benefits from the Organization; or (b) have participated in any other transactions with the Organization in which they has a financial interest within the previous year.
The Committee shall undertake the following responsibilities:
(a) Review, discuss and recommend changes to the proposed annual budget and submit for approval to the Board of Directors;
(b) Review, discuss and approve the monthly Statement of Financial Position and Statement of Activities for the Organization;
(c) With the assistance of the Executive Director, present for approval to the Board of Directors at each meeting the Organization’s financial statements; and
(d) Periodically, review and discuss the quality, quantity, substance and dissemination of financial information provided to the Board of Directors and the Committee, recommending improvements as necessary.
In addition to those duties set forth above, the Finance, Budget, and Audit Committee shall be directly responsible for the appointment, compensation, and oversight of the work of any public accountant or public accounting firm employed by the Organization for the purpose of preparing or issuing an audit report or related work, and each such public accountant or public accounting firm shall report directly to the Committee. The Committee shall establish procedures for: (a) the receipt, retention, and treatment of complaints received by the Organization regarding accounting, internal accounting controls, or auditing matters; and (b) the confidential, anonymous submission by employees of the Organization of concerns regarding questionable accounting, auditing or other financial matters.
6.4. Governance Committee: The Governance Committee shall be comprised of no fewer than three (3) nor more than eight (8) directors appointed by the President. The Vice President shall serve as the Chair of the Committee with the Secretary serving as a member. The Governance Committee shall be responsible for oversight of the Board of Directors’ governance activities and board development. The Committee shall undertake the following responsibilities:
(a) Orientation for new members of the Board of Directors;
(b) Ongoing Board development, leadership development, and self-assessment;
(c) Regular review of the Organization’s bylaws to ensure compliance with law and suitability for the needs of the Organization, and preparation of proposed amendments to the bylaws and Articles of Incorporation when necessary and appropriate;
(d) Monitoring of compliance by the Board of Directors with applicable law and best practices for nonprofit organizations;
(e) Recommending and overseeing internal dispute resolution procedures for the Organization when necessary and appropriate;
(f) Making recommendations to the Executive Committee regarding the removal of Board Members from the Board of Directors;
(g) Monitoring compliance by Officers and Board Members with the Organization’s conflict of interest policy, reviewing disclosure statements submitted by Officers and Board Members, and reporting any conflicts of interest to the full Board of Directors for further action in accordance with the policy;
(h) Recommending and overseeing procedures for the evaluation of the job performance of the Executive Director of the Organization and, as necessary, for succession planning for the Executive Director.
6.5. Nominating Committee: The committee shall consist of five members, including the Immediate Past President, one representative from outside the United States, one additional Past President of the Organization, one amateur member of the Organization and an additional ITEA member. The immediate Past President shall serve as Chair of the committee.
The Nominating Committee will present at least two candidates to the membership for election to the office of Vice President/President-Elect as stipulated in Section 5.
The Executive Committee shall create a reference guide to be used in all future nominating cycles.
6.6 Advisory Councils: The Honorary Advisory Council shall comprise of all Past Presidents and other noted members of the organization as appointed by the Board of Directors. At the discretion of the President, an additional Advisory Council shall be appointed by the President and shall serve a two year term, concurrent with the President.
The immediate Past President shall chair both Advisory Councils and serve as a liaison between the Councils and the Board of Directors. The Advisory Councils do not vote or take formal actions but rather serve as a forum for guidance.
ARTICLE VII
AFFILIATES AND CHAPTERS OF THE ORGANIZATION
7.1 Chapters:The Organization will encourage and assist the formation of student and/or local chapters for the purposes of supporting the Organization’s Mission Statement.The chapter will secure the services of a sponsor who is an active member of the Organization. All members of the chapter will become members of the parent Organization. Chapters may establish their own dues and procedures as desired. An annual report will be submitted by each established chapter to a Chapter Coordinator appointed by the President. The Chapter Coordinator and the Executive Director will review affiliate and chapter status on an annual basis. The Board of Directors shall recognize affiliates and chapters conforming to such standards, and such affiliates and chapters shall be permitted to use the name “International Tuba-Euphonium Association” or “ITEA”, other licensed trademarks, and intellectual property of the Organization in connection with their organization in accordance with the Organization’s policies governing the use of such marks and property.
ARTICLE VIII
CONTRACTS, MONETARY DEBITS, AND DEPOSITS
8.1. Contracts: The Executive Committee may authorize any officer or officers, agent or agents of the Organization, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Organization. Such authority may be general or confined to specific instances.
8.2 Monetary Debits: All monetary debits will be executed by the Executive Director. All transactions will be overseen by the Treasurer and the Executive Committee.
8.3. Deposits: All funds of the Organization shall be deposited in a timely manner to the credit of the Organization in those banks, trust companies, or other resources selected by the Executive Committee.
ARTICLE IX
FISCAL YEAR
9.1 Fiscal Year: The fiscal year of the Organization shall be from July 1st of each year to June 30th of the next.
ARTICLE X
BOOKS AND RECORDS
10.1. Books and Records: The Organization shall keep correct and complete books and records of account and shall digitally maintain minutes of the proceedings of the Executive Committee and Board of Directors, All books and records of the Organization may be inspected by any Director at any reasonable time.
ARTICLE XI
INDEMNIFICATION
11.1. Indemnification: The Organization shall indemnify directors, officers, employees, or other agents of the Organization to the maximum extent permitted by applicable law.
ARTICLE XII
CONFLICTS OF INTEREST
12.1. Loans: No loans shall be made by the Organization to its directors or officers.
12.2. Conflict of Interest Policy: The Organization shall adopt and abide by a conflict of interest policy to protect the Organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private financial interest of a director, officer or other disqualified person as defined by section 4958 of the Internal Revenue Code. The conflict of interest policy is intended to supplement, but not replace, any applicable state and federal laws governing conflicts of interest applicable to nonprofit and tax-exempt organizations.
ARTICLE XIII
AMENDMENTS
13.1. Adoption of Amendments: The power to alter, amend, or repeal the Bylaws of the Organization, or to adopt new bylaws, is vested in the Board of Directors. The affirmative vote of a majority of the directors of the entire Board shall be sufficient to effectuate such action. Any proposed alteration, amendment, or repeal of the bylaws shall require the provision of prior written notice of at least ten (10) days to each director, stating in particular the specific changes desired, before a vote may be taken. Amendments to the Bylaws of the International Tuba-Euphonium Association may be proposed by any member of the Organization. The proposed amendment shall be submitted to the President for inclusion on the agenda of the next meeting of the Executive Committee.
13.2 Periodic Review of Bylaws: These bylaws shall be reviewed regularly by the Governance Committee in accordance with Section 6.4.(c). They shall also be reviewed every two years by the Executive Committee (upon that committee taking office on July 1 of odd numbered years) and every six years by a Bylaws Committee appointed by the Executive Committee. The Bylaws Committee will consist of one Past President, one current member of the Executive Committee, one other member of the Board of Directors, and two at-large members of the organization. If possible, a member of the previous Bylaws Committee will be consulted to bring perspective to the review process.
ARTICLE XIV
DISSOLUTION
14.1 Vote to Dissolve and Distribution of Assets Upon Dissolution: Upon approval by a two-thirds vote to dissolve the corporation by the Board of Directors, the Executive Committee shall, after paying or making provisions for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation to (and only to) one or more organizations organized and operated exclusively for educational purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (c)(3) of the 1986 (or the corresponding provision of any future United States Internal Revenue Code).
A PDF of the current Bylaws can be found HERE
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THE FOLLOWING INFORMATION IS NOT PART OF THE BYLAWS, HOWEVER IT IS PLACED HERE FOR EASY REFERENCE AND FOR TRANSPARENCY WITH BOTH INDEPENDENT CONTRACTORS AND THE MEMBERSHIP.
Introduction: In order for the organization to do its business, we must have a number of paid independent contractors. All of these individuals are doing their work on a part-time basis, but their impact upon the organization is substantial. In order to maximize everyone’s efforts and to make sure the organization is receiving the best return on its investment, I propose that we institute a system of annual performance reviews of paid independent contractors. Far from punitive in nature, these reviews are meant to help our independent contractors do their best work and give the Board of Directors some impartial feedback about how they can be better assisted in doing their best work.
Every year ITEA will have a structure similar to the following:
February 15 -Independent contractors submit a self-critique of their job performance over the past year based either upon the previous year’s review and/or their job description as laid out by the Board of Directors. Review Committee members would also speak with members of the Board of Directors, supervisors, poll organization members, and randomly speak with vendors in January to discuss opinions of job performance for each independent contractor.
March 15 – Independent contractors will have a private one-on-one conversation with the Review Committee (comprised of one board member, a former board member, and an at-large member appointed by the board of directors). The purpose of this meeting would be to discuss the self-critique in light of the opinions that committee members have received from other board members, supervisors, vendors, and/or members of the organization. The dialogue in that conversation would be confidential. The goal would be to provide the independent contractor with a sense of what they are doing well and provide areas in need of improvement. Likewise, the conversation can be an opportunity for the independent contractor to voice ways in which the organization can help them to better achieve the desired job performance.
April 15 – Written performance evaluations would be submitted to the Board of Directors and independent contractors. These evaluations will include the independent contractor’s self-critique and a written evaluation summing up the findings of the committee. The reports would be given to the independent contractor, Board of Directors, and a file of these reports maintained by the acting secretary.
Independent contractors to be reviewed:
Executive Director
Journal Editor
Advertising Coordinator
Any part-time independent contractors of either the Executive Director
or the Tuba Euphonium Press
Webmaster
At the time of this document was edited, it was agreed that it would be attached to, but not a part of the Bylaws for easy reference.