Wellington members’ Q. & A. for RMAA Affiliation proposals

Here are questions we asked the President and Secretary of the RMAA at the meeting on 11 June.   The answers, confirmed by the RMAA executives by email last week, are given to assist members in their final decision over affiliation with the Australian association.

A – Establishing a Branch

1.      What specific, concrete, advantages would New Zealand RM people get from joining RMAA?

Answer:

Federal level:

o       Lower membership costs.

o       Higher likelihood of attending conferences, company membership options.

o       Networking with Aussies (who are seen as leaders in RIM).

o       Centralised and synchronised membership.

o       Publications (Informaa Quarterly).

o       Opportunities for professional growth.

o       Participate in working parties/special committees such as IT, marketing, education and membership and status.

o       Close ties between Australian and NZ records management cultures.

Branch level:

o       Seminars.

o       Newsletter.

o       Networking.

o       Lunch meetings.

o       Representation on Board.

o       Various professional membership levels.

o       Use of RMAA listserver.

o       Use of RMAA Website.

o       Use of future on-line conference bookings facilities.

o       Keep own membership details up to date via web in the near future.

2.      What is the process to establish full a Branch?

 A Branch Council shall comprise not less than five (5) and not more than fifteen (15) financial members of the Association.  Members of Branch Councils will be known as Councillors.

A member to be eligible for election to a Branch Council/Federal Board shall:

·        Hold the status of Associate, Member or Fellow;

·        Be on the current membership list and

·        Be financial at date of nomination.

Membership numbers of the Branch are unlimited. Individuals may join the RMAA as ordinary (formally called “affiliate”) members and then may apply for Professional Member (Associate Member, Member or Fellow) recognition.  Once there are five Professional members, the Branch can be established. Approval should be sought from the Board to form a branch.  There are two RMAA professional members in NZ.

Should a Branch Council wish to invite a person to fill a vacancy on Council who does not hold professional status with the Association, they may do so, noting that this member (councillor) will not be eligible to vote at any meeting.  This member must be a financial member of the Association.

3.      What is the timeframe for setting up the New Zealand branch?  Is there an ideal time?

There is no “ideal” time; however the following timeframe is suggested:

June:  Individuals apply for membership with RMAA

June-August:  Individuals apply for Professional Member Status

July AGM:  Officially wind up ARMA Chapter

August:  Professional Members meet to form the NZ Branch of the RMAA. Letter sent to Executive Secretary for inclusion at next Board meeting seeking approval to set up Branch

September: New Branch announced at National Convention and Membership drive undertaken.

B - Branch Administration

4.      What are the RMAA requirements for a Branch?

·        The level and amount of Branch activity?

Branch must hold at least four free lunch time meetings per year; hold a branch seminar once a year, usually during the Archives and Records Management Week in May, produce a quarterly newsletter. We can do more than this if we wish.

·        Reporting requirements?

We will be required to make an Annual report to Branch members at the Branch AGM, plus a one page summary report of activities of the Branch to the Federal Board for inclusion in the RMAA annual report. Local updates in the newsletter. The Federal office will provide monthly reports of finances and membership to the Branch.

·        Budgeting/funding details?

The Branch must prepare an annual budget using set account codes. Funding comes from central funds, which are primarily from membership fees. Among Australian branches, 80% is kept for Federal Office to run RMAA and 20% is given back to the branch to run ranch level activities. This figure will be reviewed for the NZ Branch due to bank fees and exchange rates.

NZ Branch will be able to keep all its funds generated during ARMA affiliation. All branch activities should be run on a ‘no loss’ basis. Federal Office normally pays all invoices, etc, but due to the bank fees and exchange rates it is more effective for NZ Branch to keep its own cheque account and pay its own bills. All Branches get an RMAA credit card.

·        Contribution to newsletters and professional journal?

Branches expected to produce a local Newsletter at least quarterly. Members can and are encouraged to contribute to RMAA’s professional journal Informaa Quarterly.

·        What is the committee structure?

Each Branch must have a Council (the “Branch Council”) comprising the Executive:  The President, Vice-President, Secretary, Treasurer and one other member.  Members of the Branch Council must be at least Associate Member level and Branch Councils can then create special interest groups and Chapters (e.g. Local Government, geographically local groups) if desired. Other members can also be elected to the committee to hold such coordinator positions as events, education, marketing and membership coordinator, etc, much as we do now).

·        What are the operating requirements?

Branch Council must meet at least every six weeks but monthly is preferred. A Branch AGM in must be held in July. Currently two members of Branch are elected as Federal Directors to represent Branch on the RMAA Board. A review is currently before the Board considering reducing the Board size by only have one director from each branch – this doesn’t have to be the President.

·        What legal status do we have to have, e.g. registration as a company?

As we are part of RMAA, which became a company limited by guarantee in 1975, NZ would need to abide by Australian Company Law.   RMAA will get a legal opinion on the implications of this for a NZ Branch

·        Tax situation?

As we are outside of Australia our membership fees would not incur Australian GST. For other transactions, as there will be a NZ bank account, NZ GST will be payable. RMAA is a not for profit organisation.

·        Conferences?

Each Branch can put forward a proposal to host the annual convention, which tends to get rotated. At present, venues are confirmed up to 2006.  NZ could host a convention but this would depend on whether Australians could travel out of the country for a convention. Currently, Ministerial approval is needed for overseas travel whereas, in NZ, travelling to Australia is regarded as domestic travel. There is no requirement for NZ to host the convention. We could always look at joining with another branch to host it and hold it at an Australian venue. Each Branch is also encouraged to hold a local seminar annually, usually but not compulsorily in May.

5.      What will be required of NZ Branch Executives in attending RMAA management meetings?  In particular:

·        Who pays for NZ Branch Executives to travel and attend?

Incurring expenses whilst travelling should not financially disadvantage Federal Board Members and any other RMAA members required to undertake travel on behalf of the Federal Board.

Reimbursement of Expenses

All members will be reimbursed for out of pocket expenses incurred on Records Management Association of Australia business, upon the submission of receipts.

National Conventions

If the registration for members of the Federal Board is not met by their employers the National Convention Host will fund the registration.

With part of its share of membership registration dues, the Federal Office pays for Federal Directors to attend meetings as required. As part of the reviewed split for overseas branches, funds will be retained by us to arrange our own travel. It would be cheaper for NZ branch to pay its own travel costs.

·        When and where are the meetings?

Currently there are two meetings annually.  However, there is a recommendation as part of the RMAA’s management review that the meeting frequency increase to four times annually. Presently, the meetings are held prior to annual conference each September with the other meeting in February.  Board meetings generally are scheduled to run for 2 – 3 days.

·        Which members of the Executive Committee attend?

Whoever has been elected as Federal Director. At present there are two people from each Branch on the Board, but there is a recommendation that this decrease to 1 from each branch to allow the Board to be more effective.

C – Budgeting

6.      We have existing funds from ARMA. How does this affect receiving funds from RMAA to run the NZ branch?

It doesn’t. Current funds will remain with the NZ branch. In addition we would receive a share (to be decided but at last 20 per cent) of any membership fees for new NZ Branch members.

7.      Establish theoretical budget for RMAA membership – see replies in Administration section

8.      Check Branch rules for budget – See replies in Administration section

9.       Earmark funds for specific purposes (education, travel, library) –

We can do what we like with Branch monies for the benefit of members, subject to budget constraints and within set guidelines.

Monies already belonging to the Branch, accumulated before affiliation with RMAA, will be allocated for scholarships, sponsorships and/or other projects yet to be decided.  Members will, as before, be consulted before large sums from existing funds are spent.

10. Travel for committee members to subcommittee meetings (twice a year: once to the annual convention and once to Brisbane)

Federal Board Members and any other RMAA members required to undertake travel on behalf of the Federal Board should not be financially disadvantaged by incurring expenses whilst travelling.

Reimbursement of Expenses

All members will be reimbursed for out of pocket expenses incurred on Records Management Association of Australia business, upon the submission of receipts.

National Conventions

If the registration for members of the Federal Board is not met by their employers the National Convention Host will fund the registration.

D – Membership requirements        

11. Minimum number of members required for a branch?

A Branch Council shall comprise not more than fifteen and not less than five financial members of the Association.  Members of Branch Councils will be known as Councillors.

To be eligible for election to a Branch Council or the Federal Board, a member shall:

·        Hold the status of Associate Member, Member or Fellow;

·        Be on the current membership list and

·        Be financial at date of nomination.

It is recommended that individuals join the RMAA and then apply for Professional Member recognition.  Once there are five Professional members, the Branch could be established. Approval should be sought from the Board to form a branch.

Should Branch Council wish to invite a person to fill a vacancy on Council who does not hold professional status with the Association, they may do so, noting that this member (councillor) admitted to council will not be eligible to vote at any meeting.  This member must be a financial member of the Association.

12. Levels of membership?

Non-professional member (ordinary or “affiliate” member), professional member (Associate Member, Member or Fellow) plus Corporate, Company, student and retired membership options which don’t carry voting rights. Only professional members have voting rights.

13. Clarify transition status for individual memberships. Can we get an agreement for "honorary" membership in RMAA for existing ARMA members until the ARMA membership runs out? [Note:  there are probably not many people to whom this applies].

No, but if at Branch level we wanted to allow non-members to come to events, etc, at RMAA member prices then that is our call. The will not get access to Informaa Quarterly journal, newsletters and the “members only” part of the RMAA website.

14. We need to ensure existing RMAA members in NZ are brought into the new Branch. How will this be managed? Will we be given their details or will RMAA HQ contact them?

Note: Possible actions for our members:

·        Current NZ RMAA members change from “At large” to NZ Branch – requires permission from RMAA

·        ARMA members join RMAA at basic level (anyone can join at this level)

·        Wellington Branch assists members to attain higher levels of membership, once Branch is established.

We will definitely need to run seminars on how to do this. First off, Chris said that he could probably fast track acceptance of people to Associate Member level to allow Branch to be formed. A committee consisting of Chris Fripp (chair), Kate Walker and Mike Steemson could be formed to start the evaluation process or until a Branch is established. This process normally takes six weeks but we could probably get it done in four.

E - Membership fees

15. What is the fee structure?

We are looking at approximately AU$200 for professional membership levels, AU$140 at ordinary (“affiliate”) member level and AU$440 for corporate or government membership.  These prices are just rough given exchange rates and omit Australian GST.  They are subject to review by Federal Board.

16. What funds would the NZ branch retain?

At least 20 per cent of membership money plus any profits from seminars and sponsorship money.  The split between the NZ Branch and the Federal Board has to be agreed.

17. Do we get a discount for bulk membership?

No.

18. How do we establish prospect status for interested people?

Possibly running a workshop on how to upgrade and suggesting affiliate members come onto Branch Council to see what it is like before upgrading their status.

19. Is RMAA Head Office responsible for gathering membership fees?

Yes, the Federal Office is responsible. This may be changed for NZ due to the high bank charges that would be incurred if Federal Office did it direct.

20. Is membership expiry synchronised or based around an anniversary date?

The RMAA works on a financial year anniversary date.  Therefore, membership is from the 1^st July to 30^th June. 

If professionals join during the year, the following pro-rata new member payment schedule applies:

From July to December: Full rate

From January to March: Joining fee plus 50% of annual subscription

From April to June: Joining fee plus full rate of annual subscription for all of the remainder of the year and the following year, in effect up to 15 months’ membership.

F - Legal requirements of RMAA Branch membership

21. In general, what is the legal situation of setting up a branch of an Australian organisation in NZ? Would we run under Australian or NZ law?

Probably Australian as RMAA is a registered Australian company. RMAA will get a legal opinion on this.

22. Branch membership delivers incorporation: Is any NZ legal action is required? – see answer above

G - Getting help

23. Recruit another Branch for helpful advice and support.

Chris and Kate will be available to assist us with the transition.

H – International

24. Would the RMAA consider changing its name to reflect the addition of New Zealand - for example, changing to "Records Management Association of Australasia" would retain the familiar "RMAA" logo, but reflect the change

Yes. RMAA is also looking to extend into Asia.  A name change would need to be approved by the Members but it is expected that there be no major aversion to the name change.

25. What other changes does RMAA anticipate would be required before becoming an international organisation?

Only minor changes to the Memorandum & Articles.

The chapter Presidents' 2002 annual report may be seen here.