By-Laws of the Association

In effect for 2024

Updated January 16, 2024

I. Name


The name of the organization shall be the Massachusetts Judges Association, doing business as MA Judges Association, Inc. The abbreviation MJA and in any other documents will be understood to take the place of the full name of the organization. A year in MJA runs from January 1 to December 31.


II. Mission Statement


The Mission of MJA shall be to promote the ongoing education and development of qualified adjudicators for the marching arts as well as the development of the members, instructors, and units for the betterment of competing, performing, and the sport of the arts.


III. Goals


As a service association, MJA will communicate with organizations that govern the drum corps, band, winter color guard, percussion, and winds activities in order to educate MJA judges in the proper philosophies and techniques used in those various activities. MJA makes a continual commitment to education through clinics and the discussion of appropriate information to all of its members. MJA also encourages its membership to assume leadership roles in the training and education of all pageantry arts activities.


IV. Membership Specifications


The minimum age for membership is eighteen (18). In order to be a certified working judge, however, a member must be at least twenty-two years of age, and may not be a marching member of a competitive unit.


  1. Membership options are as follows and will be determined on an individual basis by the Executive Board:
  2. Associate Level: MJA invites anyone to join us in an observatory capacity at the associate level. Associate Level members pay reduced dues and can attend any education sessions as well as vote at the annual meeting.
  3. Judge in Training: Judges in training are members in their training phase. These members pay a higher membership fee in their first year of membership to cover training costs. Standard membership fee will apply after the first full year of membership. Training Level members must participate in education sessions, participate in coordinated Field Trials, and work one on one with an assigned mentor. Training Level members will work in tandem with their mentor and the Director of Education towards caption certification. Training Level members can only be working on one caption for certification.
  4. Judge: Judges are members that are certified to adjudicate at least one caption and show continued growth of skills. Judges pay the standard yearly dues. A judge’s status can be reduced to Training Level in specific caption(s) should a judge fail to participate in required training, clinics, and education sessions for that caption(s) and is determined by the Board and Director of Education to no longer be current or proficient in a specific caption(s).
  5. MJA now requires all new judges in training to complete Level 100 of the WGI electronic training resource (or equivalent for music judges) prior to taking any field trials. Since this lesson is more about the system and philosophy it is necessary information to continue with judge training. Upon successful completion, the new judge may be approved to continue with field trials and training. Judges who have completed field trials as well as experienced judges may decide to continue on with WGI electronic training resources at all available levels to continue their own personal development. MJA strongly suggests that all judges utilize all WGI electronic training resources as another tool to be used in conjunction with all other available tools and resources.
  6. All membership levels require active participation within the organization. This includes the annual meeting and fundraising efforts for the scholarship fund.
  7. Current members renew their membership status by paying their dues by the end of January. New members must pay their dues at the point of application and those dues will cover membership through the end of the current year.
  8. Membership is subject to approval of the Executive Board. Membership will be denied at any time of the year for significant cause by a 2/3 majority of the Executive Board.
  9. To attain certification and a position on the MJA judge lists for any season or caption, a member must:
  10. Pay their dues
  11. Complete all formal training as outlined in the Education and Training guidelines
  12. Pass a minimum of two (2) acceptable field trials
  13. Participate in any required clinics or trainings
  14. Attempt to attend other clinics and meetings
  15. Adhere to all background check requirements related to the associations we serve and in the pageantry of arts.
  16. The responsibility for quality judging rests with the individual member with assistance from the association through ongoing training opportunities. MJA does not hire judges for contests, therefore it should be understood that judges are responsible for satisfying the units and coordinators with the quality of their work. MJA will always provide updated rosters and foster relationships with circuit partners.
  17. If a former MJA member returns after the passage of two or more years, The Director of Education along with Caption Heads will monitor and provide education training to keep the returning member current in their area of expertise.
  18. All members are required to participate within the organization and attend or review the materials from the annual general body meeting. Members not meeting requirements may have their membership reviewed by the Executive Board.
  19. Members must read and adhere to the membership manual. The manual specifically outlines matters related to sexual misconduct, violent crime, and abhorrent behaviors. If a matter has been brought to the attention of the Executive board, the board will meet promptly at an executive session and consider at its discretion the following outcomes related to the specific matter at hand:
  20. No Action
  21. Temporary Suspension
  22. Termination of Membership


V. Government


  1. Robert's Rules of Order shall be the governing rules for MJA when a question of order arises. Any member may ask for the formal use of Roberts’ Rules at any time.
  2. Final authority rests with the General Membership. After the annual general body meeting, the Executive Board acts on behalf of the General Membership. (In order to request a full meeting of the general membership, a letter signed by ten (10) members in good standing must be presented to the Executive Board. The Executive Board will then call a special meeting of the Association within sixty (60) days.
  3. The officers of MJA will be President, Vice President, Secretary-Treasurer and three (3) at large Executive Board Members.
  4. Elections for President, and (2) members of the Executive Board will be held at the annual meeting on odd numbered years. Elections for the Vice-President, Secretary-Treasurer, and (1) member of the Executive Board will be held at the annual meeting on even numbered years. Vacancies may create the need for special elections, which may be held by mail. All other elected positions end at the annual meeting of any calendar year after a two-year term and newly elected two-year positions begin the day following the annual meeting.
  5. The President will appoint the position of Education Coordinator and (3) of the appointed liaison positions will all serve on the Executive Board and carry one vote each.
  6. By-Laws are to be reviewed and open for recommendations annually. A call for review and recommendation will be sent to all current members 45 days prior to the annual meeting. All recommendations should be forwarded to the Executive Board no later than 30 days prior to the annual meeting where any recommendations will be reviewed and voted on by the general body.
  7. Past-Presidents may attend executive board meetings for a term of one year after their presidency ends, excluding executive sessions. Past Presidents may attend thereafter at the invitation of the Board.
  8. All elected and appointed officials of the organization will attend an orientation session following the annual meeting and will be required to attest to the fact that they have read the by-laws and understand their role and responsibilities as a leader of the organization.


VI. Responsibilities of the Governing Officers


As it specifically relates to the secretary/treasurer position(s), the executive board (has the ability to) will determine whether there should be an independent secretary and treasurer, or a combined position.


  1. The President Shall:
  2. Preside over all meetings
  3. Appoint caption chairpersons (liaisons)
  4. Appoint any subcommittees
  5. Foster relationships with circuit partners
  6. Receive and keep records as necessary
  7. Call Executive Board Meetings at least every two months
  8. Enforce the governing rules of the association
  9. Keep officers and members current
  10. Call for nominees for the annual elections
  11. Run any elections or special elections except for the President’s position when it is up for re-election

  12. The Vice President Shall:
  13. Perform the duties of the President in his/her absence
  14. Assist the President in any duties listed above
  15. Foster relationships with circuit partners
  16. Replace the President, if that office becomes vacant and hold a new election at the next general body meeting for the President and Vice-President if necessary
  17. Run elections when the President is up for re-election

  18. The Treasurer shall:
  19. Sign MJA checks
  20. Maintain receipts for any expenses and disbursements
  21. Maintain the MJA Financial Accounts
  22. Submit financial reports at meetings
  23. Maintain tax responsibilities
  24. Renew annual non-profit liability insurance policy for current directors and officers of the association

  25. The Secretary Shall:
  26. Maintain any minutes of General Body Meetings
  27. Maintain any minutes of Executive Board Meetings
  28. Maintain the MJA Roster
  29. Make MJA Roster Available to Associations
  30. Send regular communications to the Association


Responsibilities of the Executive Board:

  1. The Executive Board Shall:
  2. Approve all Appointments
  3. Meet at least every two months during the MJA year
  4. Approve disbursement of funds
  5. Have authority to withhold membership
  6. Oversee application of the Governing Rules
  7. Submit proposals for approval
  8. Hear any member, in person, for any reason

  9. The Education Coordinator shall:
  10. Work with the following Education Liaisons to ensure that the Education process is in place for all participants: Visual WinterGuard, Visual Fall Band, Visual Winter Percussion, Music Percussion Music Winds and Music Fall Band
  11. Education coordinator works with each circuit to inform them of Trial needs; and introduce applicable Education Liaison. Once introduced, the Education Liaison will work with the applicable Trainee and Circuit Coordinator to schedule Trials.
  12. Education Coordinator provides on-going input to the board on progress of new judges, existing judges expanding captions, and any issues with new experienced judges.
  13. Education Coordinator works with the Chief Judge from each circuit to discuss MJA judge performance on an ongoing basis
  14. Work one on one with the Education Liaison for any judge that maybe having issues be it a new judge, or a judge learning a new caption
  15. The Education Coordinator will discuss with the Chief Judge from each circuit any experienced judge issues or concerns and implement the applicable education plan with the judge in preparation for the next season. Education Liaisons will not be involved in this process
  16. At the conclusion of a season, the Education Coordinator will perform the following:
  17. Working with each Education Liaison discuss the progress and future education needs for all new judges, and judges learning new captions
  18. Provide the board with a full report of all judges in training progress, and future education plans
  19. Provide the board with progress report of each Education Liaison and any needs for change
  20. Work with each Education Liaison to recruit new and experienced judges
  21. The Education Liaisons will implement applicable education plans based on coordinated efforts and discussion with the Education Coordinator.


VIII: Executive Board Status:


  1. Executive Board membership can be revoked at any time for significant cause by a 2/3 majority of the Executive Board members.
  2. To maintain membership standing on the board, a member must:
  3. Attend all Executive Board meetings unless excused by the President
  4. Participate in all MJA sponsored fundraisers
  5. Assist in preparation and presentation of annual meeting
  6. Participate in any MJA sponsored clinics and other meetings
  7. Submit a background check beginning your first year of service of the term immediately after the annual general body meeting. The association will provide the vendor and bore the initial cost.
  8. Sign annual attestation of adherence to responsibilities of the Governing Officers.


IX: Nominations and Elections


  1. Order of Business at the Annual General Body Meeting will be the nominations for any office indicated above in Part V. Government.
  2. Only members in good standing are eligible for nomination. Nominations can either be submitted prior to the annual meeting or from the floor of the annual meeting. Nominees not present at the Annual Meeting may stand for election only if a letter of intent and agreement has been submitted by the nominee to the Executive Board prior to the meeting. Nominations from the floor of a member not present are not allowed otherwise.
  3. Elections are to be held by secret ballot or by other processes of Robert's Rules. The positions of President, Vice President, and Secretary/Treasurer, will be filled in separate elections. If votes are being conducted using online voting forms, all positions can appear on the same form, but will be treated as separate elections. In online meeting/voting situations, the Director of Communications will finalize the online voting form as nominations are confirmed at the annual meeting. The electronic form will then be made available  to all members for the vote to be conducted. One election will fill all open at-large positions for the Executive Board. Elections will be decided by majority vote of members present at the Annual Meeting for contested elections. In uncontested elections, a motion must be made from the floor to cast one vote for the uncontested position and then seconded. Once approved by a majority of the membership by hand vote, the uncontested position is then certified. No formal vote by secret ballot would be necessary in uncontested elections.
  4. No person shall hold more than one elected office.
  5. If an officer or executive board position such as: President, Vice President, Secretary/Treasurer, or Executive Board member has no nominations at or prior to the current annual election/general body meeting, the newly appointed executive board will have the responsibility to solicit a nomination/s and hold a special election as soon as possible to fill the vacant role. The vote can be done by secret ballot via zoom with the entire general body. If there is only one nomination for a given role the executive board may vote and the majority vote will stand.
  6. The President shall appoint a Board Member to tally the votes.
  7. The election of the President shall be conducted by a member of the Executive Board whose position does not expire at the meeting.


X. Order of Business for the Annual Meeting


  1. Call to Order
  2. Secretary – Treasurer Report
  3. Business of the Previous Year
  4. By-Law Changes (only in a by-law change year)
  5. Election of Officers
  6. New Business
  7. General Discussion for the good of MJA
  8. Adjournment


XI. Meetings


  1. There is one scheduled Annual Meeting per year to be determined by the Executive Board.
  2. Other General Meetings may be called as needed.
  3. The Executive Board shall meet at least every two months during the calendar year.
  4. To conduct official elections and business at the Annual General Body Meeting, there must be a quorum, defined as at least one-third of the previous year’s membership.
  5. To conduct official Executive Board meetings there must be a quorum, defined to be at least two officers and two other elected members of the Executive Board.
  6. Clinics, educational seminars, dance, theater and other such presentations may be scheduled during the year. There must be at least two weeks prior notification to allow for  attendance. Such meetings are not considered mandatory, unless dates are discussed at the General Body Meeting and the membership is informed of the content of the mandatory nature of the meeting.
  7. Absence from the above mandatory meetings carries the responsibility of the member to obtain and use pertinent information received and distributed.


XII. Protests


  1. The MJA Board of Directors and Director of Education will work collaboratively with associations to remediate disputes and follow guidelines set forth in the MJA members manual.


XIII. Fees


  1. The dues of MJA are specified below, though these figures may be adjusted upon recommendation of the President to the Executive Board at the Annual General Body Meeting.
  2. Associate Level: $30.00 annually
  3. Judge in Training: $100.00 for first year then $75.00 per year going forward.
  4. Judge: $75.00 annually
  5. The dues of the officers and the Executive Board, the Director of Communications, the Education Coordinator and the appointed caption heads will be waived for the current year(s) of service. Past-Presidents dues will always be waived for past years of service.
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