Policies & Procedures

1. Board Travel Expense. The Institute shall reimburse, if requested, any Board of Director for travel and hotel expense to attend a Board meeting if that member is retired or if attendance would cause an unnecessary personal or financial hardship.
2. Executive Director Spouse Travel Expense. The spouse of the Executive Director may attend, as requested, any state or annual convention meeting at the expense of the Institute. This includes travel, hotel and meals, but not personal optional events such as golf, tennis, etc.
3. The President's Spouse. If female, may serve as chairman of the Ladies' Committee. If there is none or not in convention attendance, the Executive Director shall assume the duties.
4. Procedure Notebooks. These shall be prepared for each board member, vice president and committee chair to contain bylaws, current associate listing, correspondence and reports. These shall be updated annually and passed onto the successor at the Incoming/Outgoing vice president and committee chair meeting at convention. Everyone has been maintaining their own information since 2002.
5. Membership. Dues are individual and will be due and payable at the first of each calendar year. Those members owing two years past due will be dropped at the first of the following year.
6. The Program Committee. It shall limit speaker amenities to meals only at the annual convention. If a particular speaker cannot fit travel into his budget, then approval from the Convention Liaison Officer shall be secured before offering to pay for such. Hotel and travel should be the expense of all speakers. Any honorariums shall be made within the convention budget or be approved by the Convention Liaison Officer.
7. Mine Rescue Liaison. The president may appoint a former president to serve as the liaison between the Mine Rescue committee and the Board of Directors. This person may arrange and attend any Mine Rescue meeting with both voice and vote and may attend RMCMI Board meetings as requested with voice only.
8. Exhibits, Banners etc. There shall be no solicitation, private promotion, vendor exhibits, banners or general advertising displayed at the annual convention. Sponsorships approved by the Executive Director or Convention Liaison Officer will have the opportunity to have banners and/or table top exhibits at the discretion of the Executive Director at a place and for the amount of time as deemed appropriate by the Executive Director.
9. Convention Sponsors. There may be financial sponsors for convention events such as meals, prizes, water stations, scenarios, etc. for the golf, tennis, mine rescue, short course and other programs. Acknowledgement of sponsorship will be made in various publications and minimum, uniform signage may be allowed. Approval must be secured from the Convention Liaison Officer or the Executive Director.
10. Advertising. Advertising may be solicited and sold for publications at a rate set by the Executive Director.
11. Annual Convention Meetings. Any member whose firm plans a company meeting, outing, reception, etc. during the convention period, must clear this with the Executive Director so conflicts may be avoided.
12. State Meeting Sponsors. There may be financial sponsors for state meetings regarding cocktail receptions, golf prizes, etc. In such case, the sponsor may exhibit modest signage during the event. Such sponsorship must be approved by the Executive Director and the state vice president.
13. Successors to the Executive Director and Convention Liaison Officer. If possible, these persons shall be named two years out and be invited to attend all RMCMI Board of Director and other meetings with voice, but no vote, during this period.
14. Mailing List of Members. Such lists are not for sale. They may be exchanged with other like associations at the discretion of the Executive Director.
15. Phone/Fax/E-mail Numbers. None shall appear in the member data printed in any publication. They may be listed in the Members Only area of the Website. The exception is the list of officers and committee chairs whose numbers will be printed so that the membership may contact them.
16. Short Course Participants. The member fee and dues shall be waived for those not attending the annual convention i.e., anyone may attend the Short Course even though not an RMCMI member by paying the higher rate.
17. Mine Rescue Participants. The member fee shall be waived for those attending the annual convention.

    Above approved by the RMCMI Board of Directors - October 3, 1997.

18. Employee Benefits. All employee benefits shall pertain only to full time employees, unless otherwise provided by the RMCMI Board of Directors. Such benefits may include:
    1. Health Insurance. A health plan, acceptable to employees, may be provided. The annual premium shall be paid by the Institute, as set by the Board of Directors.
    2. Retirement. A retirement plan may be provided for any full time employee, after two years of continuous full time employment, and at an amount set by the Board of Directors. Such plan must have the approval of the Institute accountant and disbursed in the manner provided by the accountant.

    Item 18 approved by the RMCMI Board of Directors - February 5, 1999.

19. Antitrust Statement, Reminder, and Policy & Procedure. The Antitrust Reminder will be mentioned at every gathering of the Institute.

    Item 19 approved by the RMCMI Board of Directors – January 31, 2003.

20. Electronic Distribution. Electronic distribution of information will be an acceptable way to disseminate information to the membership. Surveys, Board consensus, reminders, thank you letters, invoices, and other informative information may be sent via e-mail to the membership and to companies or individuals requesting information.

    Item 20 approved by the RMCMI Board of Directors – January 27, 2005.