The internal rules were adopted in 1979 at the Leipzig meeting. They were amended in 1992 in Québec and issued as CIMCIM Bye-laws.
Adopted in Québec, September 1992
1. Name and Address
The name of the organization is the International Committee of Musical Instrument Collections and Museums, hereafter referred to as the Committee or CIMCIM. Its address for purposes of correspondence is care of the president of the Committee.
2. Relationship with ICOM
The Committee is an International Committee of the International Council of Museums (ICOM), established under Article 17 para 3 of the Statutes of ICOM. Its activities are at all times subject to the Statutes and these Rules, made in accordance with Article 28 of the Statutes.
The aims of CIMCIM are to:
1) Support the aims and objectives of ICOM, in particular with references to the professional activities relating to museums and collections of musical instruments of all kinds and from all countries;
2) Contribute to the development and implementation of ICOM’s program;
3) Formulate and carry out a program of activities related to museums and collections of musical instruments;
4) Provide a forum of communication, co-operation and information exchange between museums, professional museum workers and others concerned with musical instrument museums and collections of musical instruments;
5) Provide advice to ICOM on music and musical instruments and be a source of professional expertise to assist in the implementation of ICOM’s program;
6) Represent the interest of music and musical instrument collections within ICOM;
7) Co-operate with National Committees and Regional Organizations of ICOM and with other International Committees and Affiliated Organizations in matters related to the committee’s specific mandate and to the broader interests of ICOM.
The membership of the International Committee shall comprise those persons being individual members or designated representatives of Institutional members of ICOM who request membership of the Committee, and such other persons (not exceeding 20% of the Committee’s membership) who are co-opted to the Committee
Members of the Committee shall be either:
1) Voting members, being members of ICOM who have nominated CIMCIM as the Committee of which they wish to be a voting member; or,
2) Non-voting members, being members of ICOM who have sought membership of the Committee but who are voting members of another International Committee; or
3) Co-opted members, being persons not members of ICOM who provide professional services to museums or who aid and co-operate with musical instrument collections through research, curatorial, performance, educational or conservation activities and who accept and abide by the ICOM Code of Ethics (but who do not buy or sell cultural property for profit). Members in this category shall be co-opted by the Board only in conjunction with a specific project or for a specific period of time.
Members of ICOM wishing to join the Committee, either as voting or non-voting members shall inform ICOM headquarters, which shall forthwith transmit details of the Member’s application to the President of the Committee (or to another member of the Board responsible for membership matters), together with advice as to whether the member is a voting member of any other Committee of ICOM.4.4 The President of the Committee shall refer all such applications to the Executive Board, which shall admit applicants to one or the other classes of membership of the Committee depending on the voting affiliation (if any) of the applicant with another International Committee. A person shall not be denied membership of the Committee on the grounds of lack of professional qualifications in the area of specialization of the Committee.
Membership of the Committee shall cease if the member:
1) Resigns from the Committee; or
2) Ceases to be a member of ICOM for any reason; or
3) Completes a term as co-opted member.
5. Rights of Members
Upon admission of a person to membership of the Committee by the Executive Board membership rights accrue to the member, including the right to participate in the activities and program of the Committee, to attend meetings organized by the Committee, and to have the right to buy any publication produced by the Committee for sale to members.
Persons admitted by the Executive Board as voting members shall have the right to vote in the business meetings of the Committee, to stand for election to the Executive Board, to vote in Board elections and to be designated as representatives of the Committee to vote at the General Assembly of ICOM and in the election of the Executive Council.
A voting member of the Committee who seeks and obtains voting membership of another International Committee shall, upon request, become a non-voting member of the Committee.
Non-voting members and co-opted members may neither vote in the affairs to the Committee nor stand for election to the Executive Board.
6. Meetings of International Committees
The Committee shall hold such meetings as it considers necessary for the attainment of its objectives and the carrying out of its program.
At all meetings of the Committee participants may present papers and speak in any of the official languages of ICOM. Another language may be used if a participant arranges for translation into one of the official languages of ICOM or if the majority of participants agree to it without translation.
The Committee shall meet in plenary session each year if possible and, unless the Executive Council agrees to the contrary, always in conjunction with the General Assembly of ICOM. At least six months notice shall be given to all members of the Committee of the place and dates for plenary meetings.
The triennial plenary meeting held in conjunction with the General Assembly (or such other meeting as may be agreed by the Executive Council) shall be the principal business meeting of the Committee. Its agenda shall include the following items:
1) a report on the work of the Committee during the preceding triennium;
2) presentations of a report on the finances of the Committee for the preceding triennium;
3) a review of the draft triennial program of ICOM and adoption of the work program of the Committee for the forthcoming triennium;
4) a review of the activities of any working groups and renewal of their mandates if appropriate;
5) adoption of a budget for the following triennium;
6) election of the Executive Board.
The quorum for the triennial plenary meeting shall be 10% of the voting membership of the Committee present personally or by proxy.
At triennial plenary meetings of the Committee, each voting member shall be entitled to one vote on any matter before the Committee. An Institutional Member may, in writing, designate a person to vote on behalf of that institution.
The Committee may establish working groups with specific terms of reference to carry out its program. Each working group shall appoint a Coordinator (to be confirmed by the Executive Board) from among its number, who shall be a voting member of the Committee and shall report progress on its mandate at each triennial plenary meeting of the Committee. At each such meeting, the need for each working group shall be reviewed and its mandate renewed if necessary.
The Committee may convene meetings at the regional or subregional level, but all members of the Committee shall be entitled to attend such meetings.
In accordance with the Statutes, Article 17, para 10, the President of the Committee shall inform the Chairpersons of the National Committee (if one exists) in the State in which any meeting of the Committee is to be held, of the date, place and subject of the meeting.
7. Management of the International Committee
The affairs of the Committee shall be managed by a Board, comprising persons elected by the voting members and persons co-opted to the Board. The elected members of the Board shall consist of a President and at least five other persons, including such additional office-bearers as the Committee considers necessary. The Board comprises the President, Vice President, Secretary, Treasurer (or a combination of the two), and at least three Advisory Members. Elected members of the Board shall be elected for a period not exceeding three years but may be re-elected if elegible under Article 14 para 4 of the Statutes: No person may serve as an ordinary member of the Board of an International Committee for a continuous period of more than six years, unless subsequently elected as Chairperson or Vice-Chairperson. No person may serve as a Chairperson or Vice-Chairperson for a continuous period of more than six years.
Not more than two members from any one country may be elected to the Board. In order to ensure adequate geographic representation, the elected members of the Board may co-opt additional members (not exceeding one third of the number of the elected members) from regions not sufficiently represented by elected members. The terms of office of co-opted members will extend from the date of their co-option to the date of the next triennial plenary meeting of the Committee.
Any voting member of the Committee in good standing, including a designated representative of an Institutional member, is elegible to stand for election to, or to be co-opted to, the Executive Board to the limitations imposed by the Statutes, Article 17, para 4.
The Board shall be elected at the triennial plenary meeting of the Committee, or by a postal ballot preceding that meeting. The outgoing Board shall invite nominations for the next Board at least six month before the triennial plenary meeting, and shall inform the voting members of the names and qualifications of candidates at least four month before the meeting. A voting member who is unable to attend the triennial plenary meeting may authorize, in writing, another voting member to vote on his or her behalf at the election or may vote by mail.
If a member of the Board ceases to hold office for any reason during the period between the triennial plenary meetings, the position may be filled by co-option by the Board of another voting member of the Committee until the next triennial meeting is held.
A member of the Board shall cease to hold office if the member:
2) ceases to be a member of ICOM for any reasons;
3) is no longer a member in good standing (Statutes, Article 1 para 3: A member of ICOM in good standing is a person or institution that has paid the annual subscription [and any arrears owing] by 1 April in the year to which the subscription relates);
4) is no longer a voting member of the Committee;
The Board shall meet as often as it deems necessary but not less than once in each year.
The quorum for a meeting of the Board shall be one third of the number of Board members, with at least President, or Vice-president, or Secretary present.
8. Finances of the International Committee
The Committee is entitled to raise such funds for its operations as it considers necessary. It may not impose any annual membership fees on ICOM members, but is entitled to impose a subscription for specific services.
Subject to confirmation by the Executive Council in the light of the annual budget of ICOM, the Committee shall receive a subvention from ICOM for each voting member which, on request from the Committee, shall be paid no later than 30 June in each calendar year.
The Committee may impose such charges for participation in meetings as it deems necessary.
The Committee may receive grants and donations and accept underwriting from sponsors.
The Committee may produce at its own expense and sell publications but shall inform the Secretary-General of ICOM before doing so.
The Committee shall not enter into any contracts or any legally binding agreement involving expenditure by ICOM without the approval of the Executive Council first being obtained (other than contracts and agreements that relate to its own activities and can be paid for from its own funds).
All monies received by the Committee shall be deposited in a bank account established for the purpose and all payments made on behalf of the Committee shall be made from that bank account. The Board shall advise the Treasurer of ICOM of the account name and number and the name of the bank at which the account is established.
The Committee shall keep proper accounts of all monies received and expended on an annual basis. A report on the finances of the Committee shall be presented to the members at each plenary meeting of the Committee.
The Committee shall transmit a copy of the report on the finances of the Committee to the Secretary-General of ICOM for presentation to the Executive Council.
9. Role and Responsibilities of the Board
The Board is responsible for managing the affairs of the Committee and for ensuring that the requirements of the Statutes of ICOM, and these rules, are met.
The Board shall, before any meeting of the Committee is held in a State, satisfy itself that no impediment will be placed in the way of any member of the Committee attending the meeting, by the Government of the host State.
The Board shall, each calendar year, prepare a report on the activities of the Committee during the preceding year, which shall be sent to all members, and considered at the annual plenary meeting (if one is held). The report shall be transmitted to the Secretary-General for submission to the Executive Council and the Advisory Committee of ICOM.
The Board shall, when requested to do so by the Secretary-General, transmit a report on the work of the Committee for the preceding triennium to the Secretary-General for submission to the Executive Council, the Advisory Committee and the General Assembly of ICOM.
The Board shall, when requested by the Secretary-General and after consulting as far as practicable with the voting members of the Committee, designate two voting members of the Committee to vote on its behalf at the General Assembly and in the election to the Executive Council or, if the Committee does not expect to be represented at the Assembly, advise the Secretary-General of its intention to vote by mail.
The Board shall, at least six months prior to the General Assembly, submit to the Secretary-General its comments on the draft triennial program of ICOM and a draft of its own proposed triennial program of work for inclusion in the final triennial program of ICOM at the General Assembly.
The Board shall ensure that members of the Committee are kept fully informed of the work of the Board, of its plans for the activities of the Committee and of any other matters relevant to the work and functions of the Committee. It may publish a regular newsletter or communicate with the members by such other means as it deems appropriate.
10. Amendments to Rules
The Rules of the Committee adopted at its first plenary meeting may be amended at any subsequent plenary meeting.
Any suggested amendments to the Rules must be proposed and seconded by voting members of the Committee in good standing. The text of the proposed amendment, together with any explanatory material, shall be sent to the voting members of the Committee at least four months prior to the plenary meeting at which they are to be considered.
A proposed amendment may be further amended at the plenary meeting at which it is considered but only if the further amendment is of minor nature. The President of the meeting shall decide whether a further amendment is of a minor nature.
Adoption and amendment of the Rules shall require a three-quarters majority of the votes cast, either personally or by proxy.
11. Dissolution of the International Committee
The Committee shall be dissolved by a decision of the Executive Council taken in accordance with the Statutes, Article 17 para 12.
In the event that the Committee is dissolved, its assets (if any) shall be transferred to ICOM headquarters and shall be dealt with in such manner as the Executive Council thinks fit.