Constitution, By-Laws and Policies
PART I - CONSTITUTION AND BY-LAWS
A. Name
The organization shall be called "Records Management Institute" (English) and "Institut des gestion de documents" (French) and shall be referred to as the "RMI" (English) and "IGD" (French).
B. Objectives
The RMI will strive to provide leadership to the records and information management profession and act as a forum for the interchange of ideas and the distribution of information in the two official languages of Canada, by:
1. supporting and promoting sound records and information management policies, standards and practices;
2. encouraging cooperation and the exchange of information with other organizations and associations related to records and information management systems and technologies;
3. organizing, sponsoring and promoting workshops and training and development for institute members to promote continuous learning by the records and information management community;
4. participating, as requested, on related committees, councils, commissions or task forces;
5.developing, amending and issuing professional and technical information related to records and information management practices and technology; and
6. providing an organization through which the opinions of its members may be expressed and ideas, information and experience shared on all matters affecting records and information management.
C. Membership
1. Composition
The membership consist of regular, honorary, corporate and executive members.
i) Regular membership shall consist of persons currently or previously employed in the field of records or information management.
ii) Honorary membership shall consist of persons whose appointment as an honorary member has been ratified by the general membership
iii) Corporate membership shall be granted to one (1) representative of an organization which has paid the corporate membership fee. The representative from that organization will be granted all members' rights and privileges and will receive notices of meetings, program topics, etc. Up to eight (8) individuals within the organization will be granted all members rights and privileges.
iv) Executive membership shall consist of a regular membership and shall be granted to active members of the RMI Executive.
2. Member Rights and Privileges
Members in good standing are entitled to all rights and privileges associated with their membership in the RMI, such as:
i) participation in all regular, general and special meetings of the RMI;
ii) receipt of monthly notice of meetings and synopsis of program topics (1);
iii) eligibility for election to the Executive;
iv) nomination and voting in the election of the Executive;
v) recommendation of changes to the Constitution;
vi) right to vote on all proposed amendments to the Constitution;
vii) receipt of special consideration when applying to attend seminars, conferences, workshops, etc., sponsored by or available through the RMI; and
viii)access to sources of information that may be available thourgh the RMI.
3. Application for Membership
i) The membership period shall be for a twelve (12) month period beginning the month payment of dues is received by the Treasurer;
ii) Application for regular and corporate membership will be made in writing (Annex "A") and fees shall be submitted to the Director, Membership.
4. Membership Renewals
i) All membership shall be renewed by the twelfth (12th) month expiry date of the membership period.
ii) Members not renewing their membership within two (2) months after the member's expiry date will no longer be considered in good standing, and will forfeit member's rights and privileges until reinstated.
5. Resignations
i) Any member wishing to resign may do so in writing to the Director, Membership.
ii) No fees, or portions of fees, shall be refunded in the event of a resignation.
iii) Resignation of any member shall become effective immediately upon receipt of notice by the Director, Membership.
6. Transfer of Membership
Membership is not transferable under any circumstances to or between individuals and/or corporations.
D. Meetings
1. There are four (4) kinds of meetings:
i) Annual General Meetings;
ii) Monthly Program Meetings;
iii)Executive Meetings; and
iv) Special Meetings.
2. RMI meetings shall be chaired by the President of the Institute. If the President is abscent, the Vice-president or another member of the Executive will chair the Executive meeting.
3. The agenda, location, date and time of the RMI meetings shall be determined by the Executive.
4. Members shall be notified of RMI meetings, which will include and agenda, at least ten (10) working days in advance of the annual general meeting and (7) days for monthly program meetings.
5. The Secretary shall arrange for the recording of proceedings for distribution with the notice of the next meetings.
6. The passing of votes or motions requires:
i) a quorum of twenty (20) members in good standing; and
ii) the support of the majority of members present at the meeting equal to or more than 51%.
Members may designate another member to vote by proxy in their absence. Invited guests may not vote.
7. If no quorum exists as defined above, there will be no business, votes or motions conducted.Outstanding business will be placed on the agenda of the next meeting. In the case of regular meetings, the program may proceed as scheduled.
1. General Meetings
1. The general meetings of members are held to conduct business, hold elections, approve budgets and to hold votes and pass motions which affect the operation of the Institute.
2. There shall be at least one (1) general meeting held during each Executive term.
3. The agenda for the Annual General Meeting, held each year in June, includes:
a) any business ariging from previous regular meetings;
b) the President's report on the major activities and events of the last year;
c) the awards presentations (if applicable)
d) conducting votes as required;
e) questions form the floor; and
f) every second year, a slate of nominees for the new Executive will be presented during the election proceedings.
2. Monthly Program Meetings
1. Program meetings of members are held monthly and provide members with an update on activities, notices and a monthly program topic.
2. There will be no program meetings during the month of June, July and August.
3. The proposed program topics for monthly program meetings shall be circulated to the membership with a schedule for the membership year, as soon as it is available.
4. The agenda of the monthly program meetings shall include:
i) information arising from previous regular meetings;
ii) pertinent annoucements; and
iii) program or award presentations.
3. Executive Meetings
1. Executive Meetings are held to conduct business and plan and manage the RMI activities. Typically, meetings are held once every quarter.
2. Executive Meetings are open to elected/appointed members of the Executive, their non-voting representative(s), invited guests (subject to prior approval of the Executive and duly recorded in the minutes) and members.
3. The agenda of the Executive Meeting shall include:
i) approval of minutes of the previous Executive Meetings;
ii) business arising from the minutes;
iii) reporting against tasks described into RMI's "schedule of activities";
iv) status reports from all Executive members; and
v) new business.
4. A quorum to conduct business at the Executive meeting shall consist of two-thirds (2/3) of the elected/appointed Executive.
5. Passage of motions shall require (50% + 1) approval of those present at the meeting.
6. Any member of the Executive unable to attend the meeting shall notify the Secretary, the President or another Executive member, at least on day before the scheduled meeting.
7. Any member of the Executive missing, without valid reason, three (3) consecutive meetings without prior notification to a member of the Executive will no longer be considered a member of the Executive and will be notified as such in a letter signed by the President.
8. In the event that the meeting must be rescheduled or cancelled, the Secretary shall notify the Executive members as soon as possible.
4. Special Meetings
1. Special meetings are called by the Executive at any tim and are held to address topics of an urgent nature or as a member forum to seek opinion or resolve issues.
2. Special meetings may also be convened within two (2) months of receipt by the President of a written request signed by at least twenty-five (25) members in good standing stating the topic(s) to be discussed.
3. The course of action is to be discussed at the Executive Meeting.
E. Finances
1. Fiscal Year
The fiscal year of the RMI shall be from July 1 to June 30 or as otherwise determined and approved by the Executive and thus reflected in the Constitution.
2. Signing Officers
The signing officers of the RMI shall be the President or acting President and one of the following: either the Vice-President or the Treasurer.
3. Expenditures
The signing officers of the RMI are empowered to expend funds on behalf of the Institute as required, providing notice is given to the Executive during Executive Meetings. Expenditures exceeding $500.00 must have prior majority approval of the Executive.
4. Contracts
Contracts and other documents that may legally engage the Institute must have prior approval of the Executive. Contracts, documents or any other financial instrument requiring the signature of the Institute shall be signed by the President and one other signing officer.
5. Financial Statements
The Treasurer shall provide a financial statement to RMI members no later than ninety (90) days after the end of the fiscal year.
The Treasurer shall prepare an annual budget to be submitted at the August Meeting of the Executive.
6. Accounting
The Treasurer shall be responsible for all accounts and accounting of the RMI. Financial documents relating to the expenditure of RMI funds in the Treasurer's possession or control may be examined at any time by the Executive or by members.
7. Audits
An audit shall be performed by a person other than a member of the Executive on the financial statements of the RMI at the request of the Executive.
8. Membership Fees
i) Regular and Corporate Members:
Members fees are due upon submission of the RMI membership application form (Annex A).
ii) Honourary Members:
Honourary members shall not be required to pay membership fees.
iii) Rates of Membership Fees:
a) Membership fees, rates and methods of payment are set by the Executive and are listed on the RMI membership application form (Annex A).
b) Membership fees may be changed by a majority vote of the Executive, provided that notice of the proposed change is given at least ten (10) working days in advance of the Executive meeting at which the vote will take place.
iv) Remittance of Membership
a) New Applications
All membership fees for new applications are payable in advance to the Institute.
b) Membership Renewals
Notices of membership renewal is sent to members a minimum of thirty (30) days before the expiry date of their membership.
v) Refund of Membership Dues
Any member who resigns or whose membership is terminated shall not be entitled to a refund of any dues paid.
9. Sponsorship
RMI recognizes a sponsorship program, which includes three levels of sponsorship:
Patron, Sponsor and Supporter
F. Officers of the Executive
1. The governing body of the RMI shall be known as the Executive and consist of the following officers:
i) President;
ii) Vice-President;
iii) Secretary;
iv) Treasury;
v) Director, Awards;
vi) Director, Constitution;
vii) Director, Membership;
viii) Director, Program;
ix) Director, Public Relations and Sponsorship;
x) Director, Training;
xi) Director-at-Large;
xii) Director, Website.
2. The immediate Past President will serve as Director-at-Large if possible.
3. The officers shall serve a two (2) year term, or until their successors are elected or appointed and have accepted office.
4. The position of Director, Awards shall be offered to the most recent recipient of the Cardillo Award. S/he will be asked to serve as Director, Awards, and if s/he declines, the Executive will appoint a Director, Awards to serve the term or the duties may be undertaken by the Director-at-Large.
5. Each director may establish a Committee consisting of RMI members in good standing to assist in the portfolio.
6. Other positions may be recommended by the Executive as required for election by members.
7. An officer may submit his resignation in writing to the Executive at least fifteen (15) working days in advance of the effective date of resignation.
G. Elections and Appointments
1. Elections will be held for all Executive positions except the Director-at-Large and the Director, Awards.
2. The election of officers shall be held every two (2) years at the Annual General Meeting in June.
3. Executive officers shall be elected by a majority vote of members in good standing attending the Annual General Meeting.
4. Elections will be conducted according to Election Procedures outlined in Part 2.
5. The Executive shall appoint a Director-at-Large if the outgoing President cannot serve the term of office.
6. The Executive will appoint a Director, Awards should the Cardillo Award recipient be unable to serve the term of office.
7. The Executive has the authority to appoint interim Officers to the Executive as vacancies occur, until the next election.
H. Amendments to the Constitution
1. The Constitution of the RMI may be amended providing that:
i) notice of the proposed amendments have been given to the Director, Constitution in writing;
ii) the Executive has approved the motion of amendment by a two-thirds (2/3) majority;
iii) the notice of the proposed amendment has been distributed to the membership at least twenty (20) working days in advance of the meeting; and
iv) a quorum of twenty (20) members in good standing are at the meeting when the vote takes place.
I. By-Laws
The Executive will transfer all records in all media to the secretary no later than one month after the end of RMI fiscal year.
The Executive will send notices of meetings to the secretary twelve working days prior to the meeting.
Duties of Officers
1. President
The President shall:
i) be the principal officer of the RMI;
ii) provide leadership and guidance in the realization of the RMI's goals;
iii) preside at RMI Executive Meetings;
iv) preside at all meetings of the RMI;
v) be, ex-officio, a member of all committees and possess the usual power of a presiding officer;
vi) present an annual report to the membership at the Annual General Meeting;
vii) upon completion of the term of office, the outgoing President shall serve, if able, in an advisory capacity to the new Executive, for two (2) years, in the capacity of Director-at-Large; and
viii) represent the RMI at meetings of various organizations or delegate this responsibility to another officer.
2. Vice-President
The Vice-President shall:
i) assume the duties of the President in his/her abscence;
ii) assist the President in the provision of leadership and guidance in the realization of the RMI's goals; and
iii) assume such duties as may be assigned, from time to time, by the President or the Executive.
3. Secretary
The Secretary shall:
i) be the principal focal point of all administrative functions of the RMI;
ii) be the official manager and custodian of records of the RMI, which includes managing the records through their lifecycle;
iii) prepare accurate and up-to-date minutes of all meetings;
iv) prepare and distribute all meeting agenda and minutes prior to the meeting for which they are to be presented;
v) write correspondence as required;
vi) arrange for the provision of translation services as required;
vii) prepare and ensure adherence to the "Schedule of Activities" or the Executive; and
viii) ensure approval of notices by the President or Vice-President.
4. Treasurer
The Treasury shall:
i) receive all monies accruing to the RMI;
ii) deposit negotiable valuables in a recognized financial institution in the name of the RMI;
iii) pay accounts and expenses for the RMI;
iv) keep accurate records of all receipts and disbursements so that the finances of the RMI are properly reflected;
v) prepare written quarterly financial reports for submission to the Executive;
vi) prepare a written annual financial report for submission to the Executive;
vii) ensure that an annual audit of finances is conducted by a person other than a member of the Executive at the request of the Executive; and
viii) transfer, at the end of the term, all funds and other property of the RMI to the newly elected/appointed Treasurer.
5. Director, Awards
The Director, Awards shall:
i) administer all awards approved by the Executive;
a) administer the Cardillo Award in accordance with the established Cardillo Award Policy; and
b) administer the Member of the Year Award according to the Member of the Year Award Policy.
ii) develop policies for awards as required; and
iii) make recommendations to the Executive for new awards of changes to existing award policies.
6. Director, Constitution
The Director, Constitution shall:
i) provide interpretation of the Constitution to the Executive;
ii) be responsible for compliance with the Constitution;
iii) receive and review all proposed amendments to the Constitution and present recommendations to the Executive for consideration; and
iv) issue amendments to the Constitution to the membership as required.
7. Director, Membership
The Director, Membership shall:
i) be responsible for annual membership initiatives;
ii) receive and examine all applications for membership;
iii) maintain and up-to-date mailing list of all members in good standing;
iv) direct all fees to the RMI Treasurer;
v) report monthly to the Executive the number of members in good standing;
vi) propose to the Executive changes in membership; and
vii) ensure members receive all benefits.
8. Director, Program
The Director, Program shall:
i) ensure the program for the year is developed and approved by the Executive;
ii) determine date, time, location and official language of meetings/programs;
iii) arrange for an confirm speakers for meetings;
iv) ensure availability of required equipment, facilities, etc., to carry out the program;
v) obtain approval from the Executive for appropriate compensation for speakers when required; and
vi) arrange personnel for functions required at upcoming meetings such as door reception, introducing speakers, etc.
9. Director, Public Relations & Sponsorship
The Director, Public Relations & Sponsorship shall:
i) publicize RMI's activities and initiate campaigns;
ii) publish any special releases affecting the RMI's image;
iii) be a liaison officer:
a) between the Executive and the RMI's members;
b) between the RMI and other Associations, and organizations;
c) between the RMI and the Records Management community; and
d) between the RMI and it's sponsors;
iv) survey and report to the Executive about members' interests;
v) solicit and follow-up with sponsors for sponsorship at one ot three levels:
Patron, Sponsor, or Support.
10. Director, Training
The Director, Training shall:
i) determine requirements for records and information management training for various levels of personnel;
ii) design, develop, conduct or assist in the presentation of seminars, courses, workshops, conferences, etc. on behalf of the RMI;
iii) maintain an up-to-date list of individuals willing to participate in records management training; provision of training aids, etc.;
iv) keep the membership informed of available training in records management and other related areas;
v) direct all training fees to the Treasurer;
vi) consult the Treasurer on all financial matters; and
vii) liaise with government and private sector training bodies concerning records and informaition management training needs as required.
11. Director-at-Large
The Director-at-Large shall:
i) perform the duties of the President and Vice-President in their abscence;
ii) upon request of the President, or other members of the Executive, provide guidance in their pursuit of the realization of the RMI's goals;
iii) oversee the election in accordance with the "Election Proceedings Policy":
a) act as the Chairman of the Nominating Committee for the election;
b) select the Nominating Committee from the members, excluding the Executive, and secure at least one nominee for each elective office;
c) prepare a report containing the slate of nominees and provide it to the Secretary for distribution at least ten (10) working days prior to the Annual General Meeting; and
d) appoint an Election officer to preside over the election.
12. Director, Website
The Director, Website shall:
i) be responsible for the general maintenance and development of the RMI website;
ii) post membership meeting notices, articles, speaker's notes (if available), job postings, and other RMI- and/or information management-related material received for addition to the website through the President, Vice-President, or Secretary;
iii) maintain a "what's new/quoi de neuf" page on the website tracking all changes to the site;
iv) ensure the site is up-to-date and reflective of all aspects of the RMI mandate; and
v) co-ordinate domain name registration and the services of the RMI Internet Services Provider (ISP).
Part II - Policies
A. Cardillo Award
The Cardillo Award is given in recognition of significant achievement in the field of records and information management.
1. Administration
The Awards Committee of the Records Management Institute shall administer the Award.
2. Eligibility
Any person currently or previously employed or contributing significantly to the fields of records and information management is eligible for the Award. Current members of the Awards Committee are not eligible for nomination or to nominate a candidate.
3. Submission of nominations
Nominations and original supporting documentation shall be submitted to the Director, Awards, no later than March 31. Nominees' accomplishments to date shall be described as they relate to the nomination criteria. Anonymous submissions shall be rejected.
4. Evaluation criteria
Nomination will be investigated, reviewed and assessed by the Awards Committee in accordance with the nomination and selection criteria.
5. Selection
Final selection will be the responsibility of the Awards Committee. The Award shall not be presented if, in the opinion of the committee, no person deserving the Award has been nominated.
6. Presentation of the Award
Presentation of the Award will be made to the selected nominee at the annual meeting of the Records Management Institute. The Award shall consist of:
i) a plaque;
ii) a cash gift; and
iii) a free individual membership for the upcoming year.
7. Cardillo Award selection criteria
Achivements, such as the following, which support and promote sound records and information management techniques, procedures and practicies:
i) significant contribution to records and information management;
ii) origination of ideas regarding the RMI and its activities;
iii) articles and publications;
iv) extra-curricular activities which increase the prestige of the records and information management field;
v) demonstrated leadership through speaking or leading at conferences and meetings;
vi) demonstrated leadership as Chairperson or working member of records and information management committees or task forces;
vii) new and/or innovative advances in records and information management systems or practices;
viii) innovative research projects related to records and information management; or,
ix) other applicable criteria which demonstrate leadership and significant contribution to the field.
B. Member of the Year Award
1. Objective
i) The intent of the Member of the Year Award is to recognize; in a formal manner; the time, effort and dedication to the ongoing development of the RMI by one or more persons who have individual or corporate membership in the RMI.
ii) This award is presented to the most outstanding member(s) for the previous year (July 1 to June 30). The most outstanding member(s) is/are considered to be the person(s) who has/have best supported and promoted the RMI objectives and who has/have contributed most to the RMI activities.
2. Frequency and number of awards
One award may be given in any year with no obligation to do so if there are no suitable nominations. An award may consist of more than one plaque if in a case where selected persons, or a group of persons are employed by different employers.
3. Eligibility
Any member who has been in good standing for the previous year is eligible to be considered for this award. There is nothing barring a member from winning the award two or more years in a row. A tie between candidates shall be broken by the decision of the Awards Committee. The Awards Committee may also wish to present a Certificate of Appreciation to the other candidate(s) concerned.
Any member of the Awards Committee nominated for the award must abstain from participation in the selection process and is to be temporarily replaced as a Committee member by another RMI member chosen by the Chair or by the President.
4. Award
The award shall consist of:
i) a plaque for presentation to the Member-of-the-Year;
ii) a free individual membership for the upcoming year, or in a case where the award is given to a group of persons, the Executive may decide to offer a corporate membership instead of individual memberships;
iii) at the discretion of the Executive, a gift, the value and type to be determined by the Executive; and
iv) a letter of congradulation, from the President, shall be sent to the selected nominee(s) and their manager(s).
5. Selection Criteria
Candidates will be judged on the basis of their participation in and contribution to the activities of th RMI. The following guidelines are offered to assist in making a decision:
i) participation in committee work;
ii) participation in Executive work (if candidates are members of the Executive);
iii) participation in RMI meetings, seminars or workshops (i.e. help to plan, arrange or conduct these events, or serving as a speaker);
iv) preparation of articles, papers, etc. that pertain to the RMI specifically or to the records and information management profession;
v) attendance at RMI meetings;
vi) attendance at RMI Executive meetings (if candidates are members of the Executive);
vii) sponsoring new members;
viii) bringing guests to RMI meetings; and
ix) promoting and developing the RMI and the profession.
There may be other factors that the Committee may wish to consider when making its decision, such as candidates undertaking special projects of their own or at the Executive's request.
6. Awards Committee
The Committee shall be comprised of three members, including:
i) the Director Awards; and
ii) two (2) members of the RMI who are not members of the Executive and who have a good grasp of the activities of the RMI and what constitutes an outstanding contribution to it.
7. Award Process
i) The Executive shall be given notice at the June Executive Meeting that the award process is to begin;
ii) RMI members will receive notice in the June Minutes of Meeting and at the Annual General Meeting of the selection criteria and be invited to recommend candidates for this award by October;
iii) The Awards Committee will evaluate candidates nominated by any RMI member against the selection criteria and proceed with the selection process in November;
iv) The Director, Awards shall inform the Executive of the winner(s) at the December Executive Meeting;
v) The Director, Awards shall inform the winner(s) by telephone and their employer(s) before the December Regular Meeting and confirm telephone conversation by letter;
vi) The Director, Awards will annouce the winner(s) and present the award at the December Regular Meeting; and
vii) Particulars of the winner contributions to the RMI shall be conveyed to the membership in the next Minutes of Member Meeting.
C. Honourary Membership
Honourary membership is awarded in recognition of significant longterm contribution to the RMI.
1. Eligibility
Any current or previous member of the RMI is eligible.
2. Submission of nominations
Nominations and supporting documentation shall be submitted to the Executive. Nominees' accomplishment or contributions to the RMI and the field of records and information management shall be described in detail. Anonymous submissions will be rejected.
3. Evaluation of submissions
Submissions shall be reviewed by the Executive of the RMI. Those recommendations supported by a majority of the Executive shall be referred to the Membership for vote at a general meeting. Submissions receiving approval of a quorum at a general meeting will be approved.
4. Presentation of Honourary Membership
Honourary Membership will be presented at an Annual or General Meeting of the RMI.
D. Nomination and Election Procedures
1. The Director-at-Large shall form a Nominating Committee before February of the election year.
2. The Nominating Committee shall contact members of the current Executive to determine if they wish to be considered for the offices they currently occupy or any other Executive position.
3. The Nominating Committee shall solicit nominations from the members through notice in the March mail-out.
4. Members should submit nominations to the Nominating Committee before April 15.
5. The Nominating Committee will receive and consider nominations from the members and ensure by securing, if necessary, at least one nomination for each elective office.
6. The Nominating Committee Chairperson will present a verbal report including the names of nominees to the membership at the annual meeting in June and then turn the meeting over to the Election Officer.
7. The Election Officer shall:
i) call for nominations for Executive positions from the floor;
ii) have nominations seconded providing nominees accept the nominations;
iii) enter nominee names on the Nomination Committee Report;
iv) ask for motion to accept the Nominating Committee Report and second for the motion;
v) have a show of hands vote on the acceptance or rejection of the Nominating Committe Report;
vi) for positions with more than one nominee, ask candidates to leave the room. Allow members to vote for the candidate of their choice by show of hands. The candidate with the most votes will occupy the Executive position;
vii) for positions with one nominee, allow members to vote on acceptance or rejection of the candidate. Accepted candidates will occupy Executive positions; and
viii) upon conclusion of the election proceedings, turn the meeting over to the President.
8. The outgoing President will turn the meeting over to the new President.
