ICMCI is governed by a Council of trustees and officers. Trustees are delegate representatives from member associations who are elected or appointed by their host institutes to serve terms of two years each. Officers are additional members of Council who are elected by the Council for terms of two years each. The full Council meets every two years. The officers of ICMCI include:
- Three - Five Vice Chairmen
- Immediate Past Chairman
These plus the Executive Director constitute a minimum 10 person Executive Committee. They meet regularly via teleconference or video meetings throughout the year. Actions requiring full Council approval are submitted to the Council at the biennial Congress for ratification.
The Council and the Executive Committee are guided by Bylaws and Standing Rules of the Council. Standing Rules, a living document, are generated with each Council meeting and updated on the ICMCI website.
Participation of Officers
ICMCI Officers are expected to devote the time necessary to participate fully in Council and Executive Committee activities and to serve on at least one operating committee. They should:
- attend all annual meetings of Council and any Hub meetings in their area
- attend and participate in all Executive Committee meetings
- be fully prepared in advance to contribute to all business and committee meetings
- meet mutually agreed deadlines for committee or task force actions
Officers who miss two consecutive Executive Committee meetings should consider whether it is in the best interest of ICMCI to resign from the Executive Committee.
The Chairman is the Chief Executive Officer of ICMCI, Chairman of the Executive Committee and Chairman of Council. It is essential that he or she exercise leadership to move ICMCI forward.
The specific duties of the Treasurer are to develop a recommended budget for the year beginning July 1, to maintain oversight of revenues and expenses, and to advise the Executive Committee on general financial matters. The office of the Secretariat maintains all accounts, invoices and collects member dues, pays invoices authorized by the budget or the Executive Committee, and prepares financial statements as required by the Treasurer.
Trustees to ICMCI Council
Delegates to ICMCI Council (Trustees) are elected or appointed by their host institute to serve a terms of two years. These delegates must have access to their respective national Boards. Election as office bearer or Trustee of ICMCI involves far more than the honor and title. It involves a fair amount of hard work; time off to do this work in situ; time and funds to travel to meetings - as an average once a year, sometimes to far off destinations; and the basic infrastructure (secretary, fax, email, office space) that they can extend to ICMCI work. Member institutes should determine from each contestant that he/she has the affordability that the position requires.
The executive administration of member institutes is responsible for notifying the ICMCI Secretariat of the names and term expiration dates of delegates who have been assigned to ICMCI as Trustees. The number of delegates that may be assigned is based on the total number of individual consulting members in the national institute, as follows:
|0 - 499||1|
|500 - 999||2|
|1.000 - 1.999||3|
Responsibilities of Trustees
Trustees to ICMCI Council must have access to their national boards. They should be prepared to participate for at least two years in ICMCI annual meetings and to serve on ICMCI committees. Their duties are to:
- ensure that the ICMCI Secretariat is notified of their appointment and term
- provide the ICMCI Secretariat with basic personal profile information and to notify ICMCI of any changes in personal contact or profile information
- attend and vote at the biennial ICMCI Congress, including the election of officers. [Delegates from provisional member institutes do not have voting franchise but are encouraged to participate in the discussions.]
- make the views of their national council known to the ICMCI Council
- report ICMCI matters to their national council
- act as a communications channel between ICMCI and their national membership
- participate actively in committees, task forces and working parties of ICMCI
Responsibilities of Hub Chairs
Hub Chairs coordinate and facilitate the ICMCI interests of the Trustees of Council and their respective Institute Chairmen in their regions. Hub Chairs are appointed by and report to the Executive Committee of ICMCI. The role of Hub Chair is important to the development and future management of ICMCI. The role includes to:
- Regularly communicate with country Hub members and prospective members;
- Identify, discuss, clarify and distil issues in their region and convey them to the Executive Committee on a timely basis;
- Assist the Chairman of ICMCI in motivating and interacting with individual members to ensure ICMCI maintains interest and relevance in their region;
- Encourage the identification and attraction of more ICMCI members from within their regions
- Arrange a Hub meeting in the alternate years between the ICMCI Biennial Congresses;
- Participate in an annual teleconference with the Chair of ICMCI, other Hub Chairs and the Executive Director to address and improve Hub organisational matters
Though Hub Chairs are not required to travel, visiting ICMCI member representatives and prospective members where their own work and flexibility allow, can provide additional insight, knowledge and connections useful in developing ICMCI in their Hub.
There are a number of standing and special committees and task forces of ICMCI. These change from time to time as the need arises. For a complete and current list of active committees, refer to the ICMCI website at www.icmci.org. Participation on working committees and task forces is open to any individual member of an ICMCI member institute. Committee and task force chairs are responsible for:
- submitting the terms of reference of their committees to the Executive Committee via the Secretariat
- submitting an annual activity budget to the Treasurer via the Secretariat
- recruiting and selecting their committee members,
- scheduling and conducting committee meetings
- assigning tasks and due dates
- documenting decisions and taking minutes where appropriate
- reporting progress to the Executive Committee via the Secretariat