Conference of Inter-Mountain Archivists Bylaws

1. Name
   1. The name of this organization shall be the Conference of Inter-Mountain Archivists (CIMA).
2. Purpose
   1. The Conference of Inter-Mountain Archivists is a professional organization established to promote cooperation and facilitate the exchange of information among individuals, groups, and institutions in the intermountain states and adjoining areas who are interested in the preservation and use of archival and manuscript materials; to disseminate information on research materials, archival methodology, and conservation techniques; to provide a forum for the discussion of matters of common concern; and to further the education and training of archivists, curators, records managers and custodians of private papers.
3. Membership
   1. Individual membership shall be open to any interested person who has paid all current dues assessed by the Conference.
   2. Institutional membership shall be open to any interested institution who has paid all current dues assessed by the Conference.
   3. Annual dues shall be determined by the Council and ratified by a majority of members voting. Notice of proposed dues increases shall be circulated to the membership at least thirty (30) days prior to a vote.
4. Officers and Government
   1. Officers: The Officers of the Conference shall be: a President, a Vice-President/President-elect, an Immediate Past President, a Secretary, and a Treasurer.
   2. Council: The Council shall consist of the officers and six additional members.
5. Terms of Officers and Council Members
   1. Terms of Officers:
      1. President shall serve a term of one year, and then succeed to the office of Immediate Past President.
      2. Vice-President shall be elected to a term of one year, and then succeed to the office of President.
      3. Immediate Past President shall serve a term of one year.
      4. Secretary and Treasurer shall each be elected to a term of two years.
   2. Council members shall be elected to two year terms. In order to stagger terms, three Council members will be elected each year.
   3. Resignations: upon the resignation of an officer or Council member, officers will appoint with approval of Council a replacement to complete the remaining term.
   4. All officers and Council members shall assume office and commence their terms following the spring meeting of the year elected.
6. Committees
   1. The officers with the approval of Council shall have the authority to create and appoint membership to whatever committees Council deems necessary.
   2. Standing Committees are permanent with the purpose of maintaining stability and core operations.  The Conference of Inter-Mountain Archivists shall have one standing committee:
      1. Nominating Committee – There shall be a Nominating Committee composed of three members. The immediate Past President will serve as chair and select the other two members from the body of CIMA membership.
7. Nominations and Elections of Officers and Council Members
   1. The Nominating Committee shall:
      1. Consult the membership for suggestions.
      2. Nominate at least one candidate from the Conference membership for each vacancy for Officers and Council members.
      3. Submit a list of nominees to the Council by the March Council meeting for review. The list of nominees will be published in the Spring Newsletter.
      4. Reflect the diversity of interests, geographical location, sex, age, race, and religion in its selection of nominees.
   2. The officers and members of Council shall be elected by official ballot by June 30th. The nominees receiving a plurality of the legal votes cast shall be elected and shall commence their terms on July 1st.
8. Meetings
   1. Regular meetings – The Conference shall hold two meetings each year: one in the spring and the second in the fall. The spring meeting shall include the annual business meeting of the Conference. Each state group of members may hold a separate fall meeting.
   2. Special meetings – Special meetings of the Conference may be called by the President, upon the approval of Council, or at the written request of fifteen dues-paying members. These meetings may be called for the purpose of conducting special business or may consist of special workshops focusing upon a specific subject or subjects.
   3. Notification – written notice shall be sent to the membership at least thirty days in advance of all meetings. Notice may be sent via e-mail or the U.S. Postal Service.
9. Amendments

1. Amendments to these bylaws must be proposed in writing by at least five (5) members and filed with the secretary sixty (60)               days in advance of the annual business meeting.

2. Proposed amendments will appear in the CIMA Newsletter thirty (30) days before the annual meeting. Such proposals will be            discussed at the annual meeting.

3. Proposed amendments will be voted on by official ballot within six weeks of the annual meeting.

 10. Parliamentary Authority

1. The rules contained in Roberts' Rules of Order shall govern the Conference in all cases to which they are applicable, and in                    which they are not inconsistent with the bylaws of the Conference.

  Revision History:

• Revised and adopted by membership in July 2002
• Amended July 2009 to grant allowance for electronic voting
• Amended October 2009 to include addition of Life-Time Membership option
• Amended May 2010 to include creation of Awards Committee
• Amended June 2011 to include addition of institutional membership, and modification of Education and Training Committee responsibilities
• Amended July 2012 to adhere to CIMA Procedures Manual.
• Amended May 2022 to separate Secretary/Treasurer and reorganize committees.
• Amended May 2023 to remove Life-Time Membership level.

(Page Revised November 2023)