II. Officers and the Executive Board of Directors

  1. The elected officers of Winter Guard and Percussion of Oklahoma shall be a President, a Vice President, a Secretary, a Treasurer, Judges Coordinator, Contest Director, Guard Education Director and Percussion Coordinator. These officers shall form the WGPO Executive Board of Directors. Committees and special appointments may be made by the President and approved by the Executive Board as needed to carry out the policies, decisions, and needs of the organization.
  2. Election of the officers shall be at a regular meeting following the WGPO Circuit Championships. Newly elected officers shall assume office following their election and shall serve for terms of two (2) years or until their successors are duly elected.
  3. The President shall be the chief executive officer of Winter Guard and Percussion of Oklahoma and shall preside over all meetings. He/she shall appoint committees and officers with the executive board’s approval, and is the executive officer member of all standing committees. He/she shall oversee the representation of WGPO to other organizations such as the Oklahoma Bandmasters Association (OBA), the Oklahoma Music Educators’ Association (OMEA), and the Oklahoma Secondary Schools Activities Association (OSSAA). The President will also be responsible for securing liability insurance for the circuit. He/she will serve as the primary membership recruiter. This office is to be elected on all ODD calendar years.
  4. The Vice-President, in absence of the President, shall preside at all meetings of this organization. The Vice-President shall also serve as scholarship coordinator. He/she shall serve as the primary contact for the Oklahoma Bandmasters Association (OBA), the Oklahoma Music Educators’ Association (OMEA) and the Oklahoma Secondary Schools Activities Association (OSSAA). The Vice-President shall also perform such other duties as usually pertained to the office, where as maybe assigned to them by the President of the Executive Board. This office is to be elected on all EVEN calendar years.
  5. The Secretary shall keep documentation of all meetings, and shall e-mail out meeting notices and agendas prior to meetings. The Secretary of the WGPO shall promptly certify to the Director of Winter Guard International the names, addresses, and telephone numbers of the newly elected officers. This person shall be the principle source of communication for all correspondence concerning WGPO. He/she shall perform such other duties as usually pertained to the office, where as maybe assigned to them by the President or the Executive Board. This office is to be elected on all EVEN calendar years.
  6. The Treasurer shall present a budget to the Executive Board for the next fiscal year, collect all fees and monies, and disburse all monies as directed by the Executive Board and General Membership meetings. He/she shall perform such other duties as by the President of the Executive Board. This office is to be elected on all ODD calendar years.
  7. The Judges’ Coordinator, in collaboration with the Percussion Coordinator, shall assign judges as needed for each contest. He/she shall also be on hand at each contest, or appoint a delegate in their absence, to clarify any contest rules or regulations. He/she will work in cooperation with the Guard Education Director and Percussion Coordinator on the education and training of prospective judges. This office is to be elected on all ODD calendar years. The duties of the WGPO Judges Coordinator include, but are not limited, to the following:
    1. Bring all judges’ forms necessary for the day’s events.
    2. Be present in the stands to view as many of the guards as possible.
    3. Assign and adjust the judging panels as necessary due to travel problems or illness.
  8. The WGPO Contest Director, Judges’ Coordinator and Percussion Coordinator will work together to review the schedule of the weekend, review all logistics, contest and critique issues, and to assure the smooth execution of the contest.
  9. The Contest Director shall be in charge of scheduling contest dates, setting performance schedules for all WGPO participants, and coordinate the solo/ensemble competition. He/she shall fulfill any and all duties as assigned in the Rules and Regulations Manual and those designated by WGI and the E-board. This office is to be appointed yearly by the Executive Board. The WGPO Contest Director is the link between WGPO, the Sponsor and the competing units during the contest season. Communication must be ongoing and equally open to every unit during the event. The duties of the WGPO Contest Director include, but are not limited, to the following:
    1. Serve as a source of information for units and sponsors.
    2. Maintain current awareness of rules and interpretations.
    3. Assure that all contests are run in a similar manner to benefit the units.
    4. Assure competing units are aware of any conditions or problems that may arise at the area contests.
    5. The Contest Director will serve as an employee of the E-board and will not be a voting member of the E-board.
    6. The Contest Director must obtain permission from the E-board on all actions regarding the Contest Staff.
    7. Bring all necessary Tabulation Table equipment for the day’s events, which includes, but not limited to, computers, printers, and digital recorders.
  10. The Guard Education Director shall coordinate and oversee the education of the guard directors of WGPO. He/she will organize and conduct various clinics throughout the year. This shall include, but not be limited to, design clinics, movement clinics, equipment clinics, etc. This office is to be elected on all EVEN calendar years.
  11. The Percussion Coordinator shall be the liaison between the executive board and all participating percussion units. He/she shall also oversee all percussion contest issues. This office shall be elected on all ODD calendar years. The duties of the WGPO Percussion Coordinator include, but are not limited, to the following:
    1. In collaboration with the Judges Coordinator, assign percussion judges as needed for contests where percussion units are competing.
    2. Be on hand at each contest, or appoint a delegate in their absence, to clarify contest rules and regulations.
    3. Be in charge of education for judges and instructors.
  12. The Parliamentarian shall ensure that all business meetings run in an orderly fashion. He/she shall be a non-voting member of the Executive Board. This office shall be appointed as needed by the active circuit president.
  13. The Marketing Director will be responsible for promotion and marketing for the organization with guidance/support from the E-board as listed below. Responsibilities include but are not limited to the following:
    1. Maintenance and use of WGPO logo’s/branding, as assisted by Secretary
    2. Work with the WGPO Webmaster as to the Appearance/Image of the WGPO Website
    3. Create all promotional materials/handouts pertaining to WGPO activities, as assisted by the Secretary
    4. Confirm/coordinate all media production (photos/video, etc.) pertaining to WGPO website and activities including Photo/Video contracts for championships.
    5. OBA/OMEA conventions/meetings/clinics, as assisted by Vice President
    6. Promotion of WGPO Judges and Instructors Clinics, as assisted by Education Director, Judges Coordinator and Percussion Coordinator
    7. Promotion of all events, with emphasis on WGPO championships, as assisted by Contest Director
    8. Coordinate Championship Awards presentation ceremony, as assisted by the Vice President
    9. Create, implement, solicit, and manage all corporate sponsorships, as assisted by the Treasurer
    10. The President shall serve as the liaison in all of these areas for assistance and guidance.
    11. This position shall be a non-voting member of the Executive Board and shall be appointed as needed by E-board.
  14. Removal from office: Any officer may be removed from office for just cause by a vote of two-thirds of all members of the general membership. Whenever there appears to be sufficient cause for such action, the President shall give the said officer immediate notice of the situation. Consideration shall be given to the facts and reasons why the office should be declared vacant. The officer shall be afforded the opportunity at such time to explain or refute the allegations brought against him/her. In the event that the general membership finds that the alleged facts to be true, the general membership shall have the power to declare such office vacant.
  15. Vacancy of an office: In the event of vacancy in the office of President, the Vice-President shall become President. In the event of a vacancy in any other office, the President will nominate a replacement, which is to then be approved by the Executive Board.
  16. The duties of the Executive Board shall be to manage the business and to determine the policies of the circuit; to determine the nature and content of color guard and percussion activities in conjunction with input received from competing units; to plan and pursue guard recruitment and development, to maintain an operating budget and oversee the disbursement of funds, and to perform other duties deemed necessary by the organization; not inconsistent with the ideals and objectives of Winter Guard International.