| A | B | C | D | E | |
|---|---|---|---|---|---|
1 | Proposal Number | Name | Proposal | Rationale | Financial Impact |
2 | 1 | RMCGA Board of Directors | Amend the bylaws to institute five members at large representing the Northern, North Metro, South Metro, Southern, and Western regions as defined by the following geographic markers as indicated on this map: ○ Northern - North of I-70, north of Boulder, north or east of Lochbuie, and east of the Continental Divide ○ North-Metro - North of I-70, southeast of Lochbuie, south of Boulder, and east of the Continental Divide ○ South Metro - North of Limon, south of I-70, and east of the Continental Divide ○ Southern - South of Limon and east of the Continental Divide ○ Western - West of the Continental Divide Units who are based on the border of two regions may opt for which region they vote with to be represented. | The load on the North/Metro member at large is disproportionate to the other regions, leaving opportunity to better represent the interests of each stakeholder in those respective regions. Currently, this Member at Large represents the interests of 53 units. With this new structure, the following representation would occur (given the current membership): North Metro - 24 units Northern - 11 units South Metro - 18 units | None |
3 | 2 | RMCGA Board of Directors | Amend Section A1 (Fees and Obligations - Annual Association Fees) of the Procedures as follows: Units competing in RA, AA, A, Open, or World Class will have an annual membership fee of $700 $750. | We have enjoyed the benefits of the post-COVID budget surplus for the past two seasons. In order to maintain long-term financial stability, this modest increase will help create a more balanced budget as we move away from the intentional deificits we have afforded to invest in the circuit. | Were this rate change in effect for the 2026 season, an additional $3,250 in income would have been brought in. |
4 | 3 | RMCGA Board of Directors | Amend Section A2 (Fees and Obligations - Performance Bond) of the Procedures as follows: Units that enter a contest and are either a “no-show” or withdraw more than 48 hours after the performance schedule has been published will forfeit their performance bond unless extenuating circumstances (as defined in the bylaws) apply. | Creates more leniency around timeline for withdrawals while also clarifying that extenuating circumstances may apply to to the forfeiture of the performance bond (already a circuit practice). | Reduced income from forfeiture of performance bonds. |
5 | 4 | RMCGA Board of Directors | Amend Section B1 (Contest Entry - Required Documents) of the Procedures as follows: In order to compete at any contest, units must have the following documents on file before Thursday prior to their first registered event. Units who miss this deadline may petition to the board due to extenuating circumstances if they still wish to compete in that season. the contest registration deadline. Units without the necessary documents will not be placed on the contest schedule nor subject to a withdrawal fee. | Reduces the stress of getting required documentation in under the wire. This change requires units be prepared a bit earlier for whenever they first decide to premier their program, but removes any financial or logistical headcahes should they need additional time to gather the necessary forms. The language of this proposal does not impact competitive requirements for State Championships. | None |
6 | 5 | RMCGA Board of Directors | Amend Section B1 (Contest Entry - Required Documents) of the Procedures as follows: -Current Membership Application -SafeSport Training Certificates for all staff members ○ Staff members are defined as those individuals listed in CompetitionSuite. This includes band directors if you choose to list them. -Staff List -Signed Code of Conduct for all staff members -Liability Release Forms for each performer -Fulfilled payment of season dues -Intact performance bond RMCGA follows WGI's most current guidance for the required submission of the following documents. The deadlines and documents may be identical to those that WGI provides or may be specific to the circuit -- to be clarified for the membership before the start of each season. This includes but may not be limited to: -Participant Protection Training Certificate(s) -Scholastic Eligibility Letter or Proof of Nonprofit Incorporation (from their state in the form of a Certificate of Good Standing) ○ Units competing in a Scholastic class must submit a Scholastic Eligibility Letter. Units competing in an Independent class must submit proof of nonprofit incorporation (excluding college and university groups). Novice units may choose which form to submit. ○ Per WGI, “High school groups electing to compete in independent classes will need to provide proof of incorporation from a sponsoring organization such as a booster club or other supporting body.” ○ Combined schools must abide by WGI's Combined Schools Policy and submit the appropriate Scholastic Eligibility Letter. complete the Scholastic Certificate of Eligibility (Combined Schools). As stated by WGI, “The purpose of the combined schools policy is to encourage participation from scholastic groups that may have limited resources while keeping the integrity of the scholastic classes intact. Combining schools for the purpose of competitive advantage is contrary to this policy and will not be approved.” Units performing in exhibition or Club Class must submit SafeSport Training Participant Protection Training Certificates, a signed Code of Conduct for all staff members, and Liability Release Forms for each performer. | Given the evolving nature of WGI's requirements and our responsibilities as a circuit partner, the current language in the procedures has become inconsistent -- especially given the changes that seem to occur after our annual membership meetings. The suggested revisions allow us to stay in alignment with WGI's guidance while still holding our units to a high standard of accountability and support for our performers. Some of the adjusted language creates flexibility in the event that WGI's guidance shifts. It also provides additional clarity for teams performing in Club Class or Exhibition. | Annual cost to shift from SafeSport to WGI for participant protection training |
7 | 6 | RMCGA Board of Directors | Amend Section B2ii (Contest Entry - CompetitionSuite - Contest Registration) of the Procedures as follows: After event registration closes (two weeks prior to contest), additional units can only be added from the waitlist to the contest as cancellations occur at the Contest DirectorBoard of Directors' discretion. | Makes the language clearer for late additions that hope to be added after registration closes, which may or may not include being on a waitlist. Shifts decision-making from a singular point to multiple individuals. | None |
8 | 7 | RMCGA Board of Directors | Remove Section B2iii (Contest Entry - CompetitionSuite - Spiel Sheets) from the Procedures. Spiel Sheets will be submitted through CompetitionSuite. | This language does not need to exist in the procedures. | None |
9 | 8 | RMCGA Board of Directors | Remove the following statements from Section A4 (Fees and Obligations - Code of Conduct) of the Procedures: A proper ceremony with pins/medals and music should be accorded to any teams achieving promotion at a competitive show. In the event that either or both of these things occur, as a courtesy, the staff of the unit would be notified ahead of the retreat when the announcement will be made. The announcement will be made accordingly: Announce all units in order from last to 2nd place. Before announcing 1st place, ceremonial music begins, followed by an announcement for all of the unit's members and staff to join their captains on the floor. Once all members and staff are on the floor with their captains, the announcement is made “And in 1st place, with a score of X. Please welcome the newest member of the (insert class here). | This is a difficult process to implement. Given contest dynamics and the communications that must occur when the Chief Judge is not present, it is not always possible to promote the unit the same day as the contest. If this is important to the membership, we should reconsider how we acknowledge these teams in a meaningful way (e.g., social media, recognition at State Championships?) | Adding awards would be an additional cost to the circuit and would be difficult to predict but would not be substantial. |
10 | 9 | RMCGA Board of Directors | Amend Section D5 (Class Changes - Class Petitions) of the Procedures as follows: If a color guard is promoted or must perform in the higher division the following year but is not ready, the director may submit a letter on extenuating circumstances on why this would adversely affect their color guard. The RMCGA Board of Directors may then re-open the review and decide whether the circumstances warrant a reversal of the reclassification. In addition, the color guard may utilize their evaluation for consideration to return to the lower class of competition. At the direction of the Chief Judge, the Board of Directors may then review and decide whether the circumstances warrant a reversal of the reclassification. | This is the standard procedure these units go through regardless of circumstance. The letter simply adds an extra hoop. | None |
11 | 10 | RMCGA Board of Directors | Amend Section E1 (State Championships - Qualifying) of the Procedures as follows: However, all units except those in Cadet or Middle School class are required to compete within the first four weekends of judged contests of the season. | Maintains the spirit of the procedure while accounting for potential Sunday contests. | None |
12 | 11 | RMCGA Board of Directors | Remove Section E5 (State Championships - Age-Outs and Seniors) from the Procedures. Age-outs and high school seniors will have the opportunity to put a paragraph and picture in the championship program. Additional information will be put on the RMCGA website and the RMCGA Facebook page. | This language does not need to exist in the procedures. | None |
13 | 12 | Matthew Rummel (Anesidora World) | Waive all under-time penalties (performance length and equipment time) until after the first four required weekends of competition. All other penalties would still be assessed per the current Policies and Procedures. | This would allow groups the ability to perform at the first required contest without the fear of having to have the entire production finished. In addition to the evaluation opportunities already offered, this will provide groups the option to get feedback from a judging panel while the show may still be under construction without a fear of excessive penalties for the show not being at the required length or not having adequate equipment time. There are other circuits that have a broad range of programs that have similar rules in place including the North Texas Colorguard Association who does not assess under-time penalties until the second weekend in February. Additionally, the South Florida Winter Guard Association does not allow under-time penalties to be assessed at the first contest. | None |
14 | 13 | RMCGA Board of Directors | Remove the following statements from Section F3 (Contest Day Information - Badges) of the procedures: If your badge is lost, it can be replaced for $25.00. Units found violating this request may be assessed penalties and possible disqualifications. RMCGA badges will not allow admittance into the Winter Guard International Regional contest. | Badge orders require a minimum quantity of 50. If someone loses their badge, they should use one of their wristbands at future contests. Unsure what "request" the second statement refers to, and the regional statement is already stated earlier in this section. | None |
15 | 14 | Matthew Rummel (Anesidora World) & Kayla Kenyon (Cherry Creek HS) | Staff – Scholastic Performer – Independent Performer Restrooms 1. Hosts shall designate a “staff and independent performer only” facilities, or separate facilities for both staff and independent performers where space allows. 2. If restroom facilities are limited, the staff-only and independent performer restroom may also serve as the spectator restroom. 3. RMCGA will provide standardized signage to contest hosts for restroom designation. 4. Directors will be required to acknowledge restroom-use expectations during contest check-in and communicate these locations and expectations to their staff and students/performers. | There is a current lack of clarity written into the policies about this specific situation. With a growing number of independent programs in the circuit, it would seem reasonable to provide facilities where they are able to ready themselves for a performance the way scholastic performers are able to. This is especially important when you consider some shows take a prelims/finals format, or a performance/clinic format in which the performers are having to ready themselves at least twice throughout the performance day. It goes without saying that no performer, scholastic or independent, should be changing outside of a closed stall within a restroom as doing so would be a violation of the code of conduct. The spirit of this proposal is to make sure our independent performers, that contribute just as much time and financial investment in the circuit and their units, have a space where they are able to attend to their needs throughout the performance day. The wording of this proposal was taken directly from another circuit that has already implemented this process with success. | The cost of the standardized signage for RMCGA. |
16 | 15 | RMCGA Board of Directors | Add the following statement to Section F6 (Contest Day Information - Warm-Up Areas) of the Procedures: In combined warm up, music will only be permitted in the latter half of a unit's warm up window. | WGI does not allow any music in warm-up areas where the space is considered shared. As a circuit, we should follow this practice. | None |
17 | 16 | RMCGA Board of Directors | Amend Section F7iv (Contest Day Information - Performance Area - Video Policy) of the procedures as follows: Per the information provided from the WGI conference in Las Vegas, RMCGA will no longer be selling DVDs of unit performances. This is Due to copyright laws, RMCGA will not provide video recordings of any performance. If someone chooses to record a unit’s performance and posts it online, they will be held liable for any copyright violations. RMCGA will make announcements at each contest informing the audience of these policies. | Updates and formalizes language around this procedure. | None |
18 | 17 | RMCGA Board of Directors | Amend Section F9ii (Contest Day Information - Critique - 13 to 24 Performing Units) of the Procedures as follows: Prelims/Finals contest format, with all units qualifying for finals. Both prelims and finals will follow the Order of Appearance procedures. Critique will occur between prelims and finals. Units may opt to only perform in prelims or finals by notifying the Contest Director one week before the contest. | Clarifies the format of these contests. | None |
19 | 18 | RMCGA Board of Directors | Amend Section G1 (Hosting Contests - Application Form and Process) of the Procedures as follows: If your unit wishes to host a contest, make sure your location fits all the needs of a contest site. You can determine this by reading the Contest Sponsor Application Packet checklist. Fill out an application to sponsor a contest. Once the application has been signed by the unit director and a building supervisor, submit it along with a check payment for $100.00 (for each show applying for) to the RMCGA Treasurer. Units will be notified by the Contest Director if your unit is awarded a contest. For the first four weekends of contests of the competitive season, excluding evaluation and Colorado’s WGI Regional, sites will be chosen with region as the first priority. If a viable host is not found for a Member at Large region (North, Metro, South, West), regions will be eligible to host more than one contest during this time frame. | Language better aligns with current practice, potential for Sunday contests, and any shifts that may occur in what the circuit views as its "regions." | None |
20 | 19 | RMCGA Board of Directors | Remove Section G2 & G3 (Hosting Contests - Host Fee, Awards) from the Procedures. 2. Host Fee Upon completion of a hosted contest, the sponsoring unit will pay RMCGA the remaining host fee within one week. The remaining host fee is published in the Contest Sponsor application packet. You may either pay this remaining fee via check or bingo transfer. 3. Awards Awards are required for the top three in Scholastic classes, including Cadet. Awards are optional for all other classes. Awards must be a minimum of a framed certificate. Sponsors have the option to make more elaborate awards if they wish. For all classes large enough to be divided into rounds, awards should be provided to the top three across rounds. | Section G2 is inaccurate and outdated with the usage of the TicketLeap platform. Section G3 is stated in the Contest Sponsor Application Packet and does not necessarily need to also exist in the Procedures. | None |
21 | 20 | RMCGA Board of Directors | Amend Section H3 (Miscellaneous Information - Souvenir Selling) of the Procedures as follows: 3. Souvenir Selling Vendoring Any active RMCGA unit may sell souvenirs at any RMCGA contest. The charge for the space is $25.00 for the entire season. This charge does not include Colorado’s WGI Regional or State Championships. No items may be sold that will interfere with the host school’s concessions. Units must bring their own tables. i. Selling at Colorado’s WGI Regional will be granted through the Regional sponsor. ii. Selling at State Championships will be granted based on RMCGA’s agreement with the venue. All sellers must coordinate an agreement with each contest host for shows they wish to vendor at. As the contest host for State Championships, RMCGA will charge vendors $100 per day unless a different arrangement is agreed to with the circuit treasurer. | Cleans up this section of the procedures and puts the onus on the contest hosts. | Loss of circuit income for vendors (minimal), potential for more autonomy and increased income for show hosts |
22 | 21 | RMCGA Board of Directors | Amend Section H3 (Miscellaneous Information - Souvenir Selling) of the Procedures as follows: 3. Souvenir Selling Vendoring Any active RMCGA unit may sell souvenirs at any RMCGA contest. The charge for the space is $25.00 for the entire season. This charge does not include Colorado’s WGI Regional or State Championships. No items may be sold that will interfere with the host school’s concessions. Units must bring their own tables. i. Selling at Colorado’s WGI Regional will be granted through the Regional sponsor. ii. Selling at State Championships will be granted based on RMCGA’s agreement with the venue. All sellers must coordinate an agreement with each contest host for shows they wish to vendor at. As the contest host for State Championships, RMCGA will charge vendors $100 per day unless a different arrangement is agreed to with the circuit treasurer. | Cleans up this section of the procedures and puts the onus on the contest hosts. | Loss of circuit income for vendors (minimal), potential for more autonomy and increased income for show hosts |