innovation in metadata design, implementation & best practices

DCMI By-laws

Date Issued: 2013-09-15
Identifier: http://dublincore.org/about/2013/09/15/bylaws/
Replaces: http://dublincore.org/about/2012/06/14/bylaws/
Is Replaced By: None
Latest version: http://dublincore.org/about/bylaws/
Status of document: This is a DCMI Process Document.
Description of document: This document outlines the structure and operation of the Dublin Core Metadata Initiative (DCMI). It describes the details of the organizational structure and the decision making process.

The Dublin Core Metadata Initiative is a project of the Association for Information Science & Technology (ASIS&T).

The registered address is:

Association for Information Science & Technology (ASIS&T)
8555 16th Street, Suite 850
Silver Spring, Maryland 20910

Mission Statement

The Dublin Core Metadata Initiative, or "DCMI", is an open organization supporting innovation in metadata design and best practices across the metadata ecology.

DCMI does this by:

The major characteristics of DCMI as an organization are (the three "I"s):

DCMI Organigram

Article I: Participation Categories

  1. Regional Members (Voting)

Regional Members are national or regional organizations that represent stakeholder communities within their region. Rights and responsibilities of Members are designated in Annex A and are regularly reviewed and revised to reflect current circumstances. The Regional Member fee structure and levels are periodically reviewed and revised by the Board of Directors (hereafter "Board") in consultation with the DCMI Oversight Committee, taking into account: (1) economic factors related to the locales covered by Regional Members; (2) the Regional Member’s current financial capacity; and (3) the overall budget requirements of DCMI.

  1. Organizational Members

DCMI organizational members are public and private sector organizations that contribute financially to DCMI. Membership categories and associated contribution levels are decided by the Board in consultation with the DCMI Oversight Committee

  1. Institutional Members (Voting)

Institutional Members are public sector organizations that have an interest in the mission goals and objectives of DCMI and wish to participate in its governance. The rights and obligations of Institutional Members are defined Annex B.

  1. Supporting Members (Non-voting)

Supporting Members are private sector organizations as well as foundations interested in supporting the mission, goals and objectives of DCMI. The rights and obligations of Supporting Members are defined in Annex C

  1. Individual Members

The individual member categories of DCMI are comprised of individuals who have registered with DCMI through its website as authenticated participants in the activities of the Initiative.

  1. Participating Members (Non-voting)

Active, voluntary participation in the activities of DCMI is open to anybody. Participating Members are volunteers who commit to certain tasks including, but not limited to: (1) participation in public discussions; (2) contributing content through 'metadata watch' submissions; (3) serving as members (including chairing) of communities and task groups; (4) serving as members of DCMI’s advisory bodies; (5) serving as editors and contributors to DCMI documentation, specifications and other best practice and education/training resources; and (6) commenting on the contributions of others.

  1. Supporting Members (Non-voting)

Supporting Members are individuals exercising all of the rights and responsibilities of Participating Members who have the additional rights set out in Annex D. Supporting Members pay an annual membership fee. The Board in consultation with the DCMI Oversight Committee periodically reviews and revises the fee structure and the rights and benefits of Supporting Members.

  1. General Audience

DCMI is committed to supporting the interests and needs of members of the general public with an interest in the metadata ecology. Without registration or authentication, the public has open access to all DCMI resources through the DCMI website. Even premium content that may be reserved from time-to-time for early access to Supporting Members will be made generally available to the public within a reasonable time-frame.

  1. Liaisons

DCMI may maintain liaison relationships with other organizations with common or related interests for the purpose of facilitating or promoting such interests through collaborative activities. Liaison relationships involve exchange of expertise and communication channels suitable to the shared activities established to pursue common objectives.

Article II: Governance

  1. Voting Privileges

The DCMI Board establishes an Oversight Committee that advises on operational, strategic and other issues and exercises voting privileges in the governance of DCMI. The Oversight Committee is comprised of: (1) Regional Members, (2) Independent Members (individuals appointed by the Board), and (3) Institutional Members. In all matters, the Oversight Committee establishes equitable procedures for its decision-making. While most activities in DCMI are consensus based, certain formal actions are subject to formal voting. The common rule for voting within DCMI is that proposals need more than 50% of assigned votes in favor and less than 25% of assigned votes against. Given the global nature of DCMI, where formal voting is required, electronic balloting is preferred.

  1. Regional Members

    1. The Regional Members pay an annual membership fee to DCMI according to an established fee structure.

    2. The Regional Members sign Membership Agreements that specify the initial duration of the membership (two to three years) and the fee to be paid every year. Regional Members may terminate membership at the end of the membership term or renew for subsequent annual terms.

  1. Independent Members

    1. Independent Members of the Oversight Committee are individuals appointed by the Board. Independent Members participate in deliberations and voting of the Oversight Committee on all matters.

    2. Independent Members are appointed for three-year renewable terms.

    3. There is no limit to the number of times an Independent Member can be re-appointed for a term on the DCMI Oversight Committee.

  2. Institutional Members

    1. Institutional Members pay an annual membership fee to DCMI according to an established fee structure and have rights and obligations as set out in Annex B.

    2. Institutional Members appoint a representative to the Oversight Committee to participate in deliberations and voting on all matters except those reserved to Regional Members under Singapore Companies Act.

  3. Company Secretary, accountants and auditors

NOTE: This section is under post-Singapore incorporation consideration for deletions since the roles of independent "Company Secretary, accountants and auditors" are no longer needed under the ASIS&T management agreement.

  1. DCMI Oversight Committee

    1. The DCMI Oversight Committee consists of one representative for each Regional Member and one representative for each Institutional Member. In addition, a maximum of four Independent Members may be appointed at the discretion of the Board.

    2. Regional Member or Institutional Member membership on the Oversight Committee terminates at the termination of the Regional Member or Institutional Member membership agreement. Independent Member membership terminates at the end of the appointed term. Membership may also be terminated at the request of an Regional Member, Institutional Member or an Independent Member.

    3. The Oversight Committee is chaired by a member of the Committee. The chair is selected by the Oversight Committee and serves for a one-year term. There is no limit to the number of times an Oversight Committee member can be re-appointed as chair.

    4. The members of the Oversight Committee establish equitable voting procedures. All members of the Oversight Committee have one vote each.

    5. The decision process in the DCMI Oversight Committee is as follows:

    6. Proposals can be made to the DCMI Oversight Committee by the chair of the Committee, one of its members or by the DCMI Managing Director.

    7. Proposals must be forwarded, in writing as Resolutions of of the Oversight Committee and by an appropriate distribution mechanism to each of the members of the DCMI Oversight Committee at least two weeks before voting takes place. The submitter of the proposal may instruct the DCMI Managing Director to take care of distribution of the proposal.

    8. Proposals are accepted if the count of "YEA" votes is more than half of the total number of assigned votes and the count of "NAY" votes is less than one quarter of assigned votes. The number of assigned votes is equal to the number of members of the Oversight Committee at the time the voting takes place.

    9. The Oversight Committee appointments DCMI Directors. A DCMI Managing Director is appointed who is responsible for the day-to-day running of DCMI and is assigned any responsibility and tasks deemed necessary and allowed by law.

  2. DCMI Executive

    1. The Executive consists, at a minimum, of a DCMI Managing Director. The DCMI Managing Director may be physically located in any country in the world. However, if the appointed Managing Director is not a citizen of Singapore, a Singapore resident must be appointed to the Board as prescribed by the Singapore Companies Act.

    2. The DCMI Managing Director is responsible for the day-to-day running of DCMI. This responsibility includes but is not limited to:

    3. Financial management, including preparation of financial reports and budgets.

    4. Activity and contract management, including preparation of regular progress reports and forward planning.

    5. Regular reporting as required by law and as set forth by rules decided by the DCMI Oversight Committee.

    6. Preparation, attendance and reporting related to meetings of Members and DCMI Oversight Committee.

    7. The DCMI Managing Director Officer may appoint, and delegate tasks to, further members of the Executive and other contractors under conditions set forth by or with the consent of the Oversight Committee.

    8. The DCMI Managing Director, in consultation with the DCMI Oversight Committee may install other consultative Committees to assist it in the running of the company and the provision of services to the Community, such as the DCMI Advisory Board for technical and organizational advice and the DCMI Usage Board for advice on semantics and interoperability.

Article III: Funding and financial management

  1. Fiscal Year

The fiscal year of DCMI ends on the last day of the month of June.

  1. Depositories

The monies of DCMI are held in US Dollars in an account managed by ASIS&T. DCMI may establish such other depositories as the Managing Director in consultation with the Oversight Committee shall determine from time-to-time are necessary to the effective management of DCMI's financial affairs. Such accounts may including, but are not limited to, PayPal accounts and other bank accounts.

  1. Sources

Sources of revenue of DCMI include, but are not limited to, fees generated by membership programs, donations and grants. DCMI will not accept contributions with conditions that compromise its fundamental character as an open and independent organization.

  1. Assignment and reporting

The DCMI Managing Director, in consultation with the DCMI Oversight Committee, assigns the funds of DCMI to meet costs directly related to the activities of the organization, including staff contracting and travel expenses of the DCMI Managing Director or others who are contributing to specific activities. The DCMI Managing Director reports on DCMI finances to the Regional Members through the DCMI Oversight Committee at least every six months.

Article IV: Activities

  1. Web presence

DCMI maintains a Web presence to promote the organization, its activities and the Dublin Core standards, specifications, best practice documentation and education/training resources. The website is kept up-to-date through the community contributions of the Regional Members, Institutional Members, Participating Members and the DCMI Executive. The DCMI Managing Director has overall responsibility for the website.

  1. Reference documentation

DCMI provides a set of basic documents and other resources that constitute the reference documentation for both the deployment of metadata based on DCMI metadata terms and specifications guiding best practices in design and practice. This documentation set is made freely available for referencing, consultation and download through the DCMI website, for any purpose and at no cost to the users. The copyright and other policies are explicitly specified on the DCMI website.

  1. Work structure

Communities emerge through domain interests expressed through "metadata watch" (see Annex D). Formally recognized Community and Task Groups are installed and dissolved by the DCMI Managing Director as necessitated by the work at hand and the availability of expertise to accomplish such work. Such groups will be comprised of Contributing Members with the interest, expertise, and time to contribute to the solution of problems.

Procedures governing the operation of the groups within DCMI and the approval processes for documents and specifications are set by Community and Task Group chairs in consultation with the Board of Directors. Community and Task Group documents and specifications are published on the DCMI website as work product of the relevant Community or Task Group.

  1. Annual meeting, conference and community working sessions

As part of its operation, DCMI holds an annual conference and workshop. In conjunction with the annual event, meetings of the DCMI Regional Members, DCMI Oversight Committee, DCMI Usage Board and DCMI Advisory Board take place. The Board shall maintain a set of publicly available guidelines for potential hosts of the annual conference and workshop.

  1. Regional meetings

The Managing Director in consultation with the Oversight Committee establishes: (1) procedures for endorsing regional meetings and events including, but not limited to, seminars, workshops, and tutorials; and (2) the level of DCMI services to be provided such events. The Board shall maintain a set of publicly available guidelines for potential hosts of regional meetings.

Article V: Rights and policies

  1. Intellectual property rights and trademark

Use of DCMI documentation and other products is governed by the DCMI Intellectual Property Notice as posted on the DCMI website.

  1. Privacy policy

DCMI publishes its privacy policy on the DCMI website.

Article VI: Amendments

These Bylaws may be repealed or amended or new Bylaws adopted by decision of the DCMI Oversight Committee. In case of replacement or amendment of the Bylaws, the DCMI Managing Director will publish the new Bylaws within four weeks after the decision of the DCMI Oversight Committee, at which time they will come into full effect.


ANNEX A:

Rights and Obligations of Regional Members

Regional Members provide an important link between the Dublin Core Metadata Initiative as a worldwide activity and the local and regional activities of practitioners within their "Locale of Influence". They promote the adoption of Dublin Core specifications and best practice documentation, thereby increasing the global network value for all. They help assure the availability of authoritative documentation and maintain translations of base DCMI specifications and documentation as appropriate for the locale. Regional Members help focus a local concentration of expertise to promote deployment and development of DCMI metadata and architectures within the context of a given locale and/or language environment.

Rights/Benefits:

  1. Regional Member status provides the Regional Member with the right to exercise "exclusive coverage" of DCMI-endorsed activities and outcomes within their "Locale of Influence" in the following four areas:
    1. Regional Members actively encourage development of Institutional Member, Supporting Member and Individual Member memberships within the Regional Member's "Locale of Influence";
    2. Regional Members engage in development, organization and delivery of metadata best practice education and training within the "Locale of Influence";
    3. Where applicable, Regional Members promote and manage standardization processes for DCMI specifications within the "Locale of Influence"; and
    4. Where applicable, Regional Members promote and manage translation processes for DCMI specifications and best practice documentation within the "Locale of Influence".
  2. Regional Members appoint a voting representative to the Governing Board and actively participate in deliberations and decisions;
  3. Regional Members receive one free registration for the annual international conference for the Regional Member representative (and additional registrations at a discount). Reduced fees are available for other DCMI events (such as webinars) for the Regional Member representative;
  4. Regional Member logos are linked from the DCMI website, DCMI annual conference website (OCS), and regional meetings websites;
  5. Regional Member memberships and renewals are announced through DCMI's social media channels, RSS feed and other news outlets;
  6. Regional Member can provide information (brochures and other media) for placement in the DCMI annual conference delegate bags and on USB memory drives containing the DCMI proceedings;
  7. Early availability of DCMI 'preview content' (e.g., pre-publication of online tutorials) for the Regional Member representative;
  8. Regional Members can organize event presentations at DCMI annual meeting;
  9. Regional Members can initiate regional events co-organized with DCMI (to the extent DCMI resources permit); and
  10. Regional Member can use the DCMI "Regional Member" logo on its website and in other Regional Member-related media.

Obligations:

  1. Regional Member agrees to an initial membership term of 2 years with optional annual renewals upon payment thereafter;
  2. Payment of a fixed annual membership fee on or before the anniversary date of membership;
  3. Active participation by Regional Member representatives in DCMI governance through contribution to Governing Board deliberations and voting.
  4. Regional Member promotes and manages standardization processes for DCMI specifications within the "locale of influence";
  5. Regional Member provides ongoing reporting to the DCMI community on relevant metadata activity within the Regional Member's "Locale of Influence"; and
  6. Ongoing and active advocacy of activities advancing the well-being of DCMI through the identification of new members in all DCMI membership categories within the "Locale of Influence" and beyond.

ANNEX B:

Rights and Obligations of Institutional Members

An Institutional Member is a public entity, a not-for-profit organization, a governmental agency, a quasi-governmental agency or a supra-governmental agency. Institutional Members need not be incorporated entities if otherwise recognized by DCMI. An Institutional Member may be an entity within the "Locale of influence" of a DCMI Regional Member. Institutional Members play a key role in DCMI governance through the active participation of their respective Representatives in the deliberations and decisions of the Oversight Committee.

Benefits:

  1. Institutional Members appoint a voting representative to the Governing Board and participate in governance deliberations and decisions;
  2. Institutional Members receive one free registration for the annual international conference for the Institutional Member representative (and additional registrations at a discount). Access to DCMI webinars are free for the Institutional Member representative;
  3. The logos of Institutional Members appear on the DCMI website, DCMI annual conference and regional meetings websites and are linked to the Members' homepages;
  4. Institutional Member membership and renewals are announced on the DCMI website, on DCMI social media channels, and RSS feed;
  5. Institutional Members may use the DCMI "Institutional Member" logo on their websites and in other Institutional Member-related media;
  6. Institutional Members can provide information (brochures and other media) to be included in DCMI annual conference delegate bags and on USB memory drives containing the conference proceedings;
  7. Early availability of DCMI 'preview content' (e.g., pre-publication of online tutorials) for the Institutional Member representative;
  8. Select Institutional Member-organized event presentations can be arranged at DCMI annual meeting;
  9. Institutional Member-initiated regional events can be co-organized with DCMI (to the extent DCMI resources permit); and
  10. Institutional Members may use the DCMI "Institutional Member" logo on their websites and in other Institutional Member-related media.

Obligations:

  1. Payment of a fixed annual fee on or before the anniversary date of the Institutional Member membership;
  2. Institutional Member representatives actively participate in DCMI governance through contribution to Governing Board deliberations and voting; and
  3. Institutional Members actively advocate for and advance the well-being of DCMI through the identification of new members in all DCMI membership categories.

ANNEX C:

Rights and Obligations of Supporting Members

A Supporting Member is any private sector entity including companies and foundations interested in promoting the well-being of DCMI. A Supporting Member need not actually use DCMI specifications in either products or services.

Benefits:

  1. Supporting Member representatives may attend meetings of the Governing Board as observers;
  2. Supporting Members receive one free registration for the annual international conference for the Supporting Member representative (and additional registrations at a discount). Registration for DCMI webinars are free for the Supporting Member representative;
  3. Early availability of DCMI 'preview content' (e.g., pre-publication of online tutorials) for the Supporting Member representative;
  4. Name and a logo of the Supporting Member are listed on the Member page of the DCMI website;
  5. Name and a logo of the Supporting Member will be listed in the Member area of the DCMI Open Conference System website;
  6. Supporting Member initial membership and annual renewals will be announced in the announcements section of DCMI website, distributed through the DCMI RSS feed, and through DCMI's social media outlets;
  7. Supporting Member logos on the DCMI website and the DCMI conference website will be linked to a page on the Supporting Member's website;
  8. The Supporting Member logo will be included in all official DCMI presentations where Regional Members, Institutional Members, Supporting Members and Supporting Members are listed;
  9. The Supporting Member has the right to distribute two Member-provided brochures in delegate bags at the DCMI annual events; and
  10. The Supporting Member has the right to use the DCMI Supporting Member logo on its website and in printed marketing material.

Obligations:

  1. Payment of a fixed annual fee on or before the anniversary date of the membership.

ANNEX D:

Rights and Obligations of Individual Members

The Individual Member category is designed for people interested in supporting the work of DCMI while enjoying substantial benefits. DCMI is comprised of individuals with common interests in metadata design and best practice who invest in the health of the metadata ecology and want to share knowledge and experiences. The DCMI community deeply values the contributions of its global membership of metadata researchers, practitioners and students interested in the innovative work that drives metadata discourse and practice. Joining as an Individual Member provides DCMI 'citizens' with an additional, optional means to further guarantee that the DCMI community will continue to thrive and to contribute.

Benefits:

Individual Members receive a range of benefits including:

  1. Discounted registration for the DCMI's Annual Meeting & International Conference on Dublin Core and Metadata Applications;
  2. Free webinars;
  3. Access to the printable version of the full proceedings of the International Conference on Dublin Core and Metadata Applications; and
  4. Individual Members may use the DCMI "Individual Member" logo on their websites and in other Individual Member-related media

Obligations:

  1. Payment of a fixed annual fee on or before the anniversary date of the membership for two categories: Regular and Student.

ANNEX E:

Definition of "Active" Communities & "Active" Task Groups

A DCMI Community is considered "active" when its members meet the threshold requirement of participation in "metadata watch" for the community’s domain of interest through the ongoing posting of information about relevant upcoming events, new metadata initiatives and progress on existing metadata initiatives, and new metadata tools and services. A task group is considered "active" when it publicly reports on an ongoing basis to the relevant community on task group progress toward stated goals.