Operating Manual
DMLA OPERATING POLICY MANUAL
(Download)
While the Bylaws establish strict governance rules that require a membership vote for changes, the Operating Policy Manual serves as a flexible guide that may be updated periodically by the Executive Board to reflect best practices and operational procedures.
MEMBERSHIP
Classifications
Membership classifications and privileges are established by the Executive Board as outlined in the Bylaws. DMLA has two primary membership classifications:
• Voting Members: General Membership, Corporate Membership
• Non-Voting Members: Affiliate Membership, Non-Profit Membership, Associate Membership
Categories
DMLA offers several membership categories to serve different types of organizations and individuals involved in the digital media licensing industry:
1. General Membership (Voting)
2. Corporate Membership (Voting)
3. Affiliate Membership (Non-Voting)
4. Non-Profit Membership (Non-Voting)
5. Associate Membership (Non-Voting, Individual)
1. General Membership (Voting)
General Membership is open to organizations that:
• Manage, own, or produce digital media content for licensing and distribution, either directly or through third parties.
• Are impacted by issues of copyright, licensing, and intellectual property management.
• Sign off annually on adherence to the DMLA Code of Ethics, as specified in the membership application form.
• Fulfill membership requirements as set by the Membership Committee and approved by the Executive Committee.
Rights & Privileges:
• Voting privileges in DMLA governance and elections.
• Participation in DMLA committees and working groups
• Designation of representatives who can receive communications, participate in meetings, and vote, if assigned.
• Access to industry resources, including newsletters, legal updates, and surveys.
• Access to exclusive Member Portal with legal documents, educational materials, and best practices.
• Online Directory Listing with a company profile and website link.
• Right to display the DMLA logo in an appropriate and approved manner.
• Event Access, including invitations to all DMLA meetings and webinars.
• Participation in members-only networking forums.
Responsibilities:
• Adherence to DMLA Code of Ethics and best practices.
• Payment of membership dues in a timely manner.
• Participation in DMLA initiatives, including the Board, committees and working groups.
• Responsible display of DMLA branding.
• Compliance with additional responsibilities as set by the Executive Committee.•
2. Corporate Membership (Voting)
Corporate Membership is designed for entities that are part of a larger organization whose primary business is not digital media licensing (e.g., media companies and greeting card companies).
Corporate Members must:
• Manage, own, or produce digital media content available for licensing, however, this must not be the primary focus of the company.
• Certify annually that they adhere to the DMLA Code of Ethics.
• Fulfill membership requirements as set by the Membership Committee and approved by the Executive Committee.
Rights & Privileges:
Corporate Members receive the same rights and benefits as General Members, including voting privileges, Board and committee participation, industry resources, event access, exclusive member portal access, and online directory listing.
Responsibilities:
Corporate Members must adhere to the same responsibilities as General Members, including timely payment of dues, ethical compliance, and industry engagement.
Responsibilities:
Corporate Members must adhere to the same responsibilities as General Members, including timely payment of dues, ethical compliance, and industry engagement.
3. Affiliate Membership (Non-Voting)
Affiliate Membership is open to companies that support the content licensing industry through technology, DAM solutions, marketing, or related services but do not license media content themselves.
Rights & Privileges:
• Designation of representatives to receive communications and attend meetings.
• Participation in DMLA committees and working groups
• Access to industry resources, newsletters, and legal updates.
• One free attendee to the annual DMLA conference.
• Exclusive Member Portal with legal documents, videos, and educational materials.
• Online Directory Listing with a company profile and website link.
• Right to display the DMLA logo.
• Event invitations and networking opportunities.
Responsibilities:
• Annual certification of adherence to the DMLA Code of Ethics.
• Timely payment of dues.
• Participation in DMLA initiatives, the Board, committees and working groups.
• Responsible use of DMLA branding.
4. Non-Profit Membership (Non-Voting)
Non-Profit Membership is for U.S. based 501(c)(3) and 501(c)(6) organizations and Non-U.S. based non-profits that meet these criteria:
• Manage, own, or produce digital media content for licensing or provide industry support aligned with DMLA’s mission.
• Are impacted by copyright, licensing, and intellectual property issues.
• Sign off annually on adherence to the DMLA Code of Ethics.
• Fulfill membership requirements as set by the Membership Committee and approved by the Executive Committee.
Rights & Privileges:
• Designation of representatives to receive communications and attend meetings.
• Participation in DMLA committees and working groups
• Access to industry resources, including newsletters, legal updates, and industry reports.
• Exclusive Member Portal with legal documents, best practices, and educational materials.
• Online Directory Listing with a company profile and website link.
• Right to display the DMLA logo.
• Event invitations and networking opportunities.
Responsibilities:
• Adherence to the DMLA Code of Ethics and industry best practices.
• Timely payment of dues.
• Participation in DMLA initiatives.
• Responsible display of DMLA branding.
• Compliance with additional requirements set by the Executive Committee.
5. Associate Membership (Non-Voting, Individual)
Associate Membership is for individuals (e.g., photographers, buyers, and industry professionals) who wish to stay informed on digital media licensing but do not market services to DMLA members. Associate Membership is not a corporate-level membership.
Rights & Privileges:
• Participation in DMLA committees and working groups
• Access to industry resources, including newsletters, legal updates, and surveys.
• Exclusive Member Portal with educational materials and industry insights.
• Online Directory Listing.
• Event invitations to DMLA meetings and webinars.
Responsibilities:
• Annual certification of adherence to the DMLA Code of Ethics.
• Timely payment of dues.
• Participation in DMLA initiatives and industry discussions.
Voting Representation & Governance
Each General and Corporate Member must designate one official Voting Representative for their organization each fiscal year. Changes in designated voters must be submitted in writing via email to the Membership Committee and Secretary.
• Voting by proxy is permitted, with written authorization from the Voting Member
• Electronic voting is allowed for elections and other votes approved by the Executive Board.
• A quorum for any vote shall consist of at least 10% of eligible voting members.
OFFICERS
Term of Office
• As outlined in the organization’s Bylaws (approved bylaws10/2022), each Board member is elected for a two-year term.
• If an elected Officer leaves the employment of a Voting Member during their term and either becomes an Associate Member or is employed by another Voting Member (within 60 days), they may continue their term. The Executive Committee, by majority vote, may elect to allow such an Officer to complete their term.
• Additional Officer information is contained in the By-laws.
COMMITTEES & DUTIES
Committees are governed by the Bylaws and may be created or dissolved as needed by the Executive Board.
The Executive Director shall serve as an ex officio member of all committees. The President shall serve as an ex officio member of all committees, except the Nominating and Elections Committee. The Executive Director and President shall provide guidance and oversight but without voting rights unless otherwise specified.
1. Education and Programs Committee
2. Ethics and Grievance Committee
3. Finance Committee
4. Treasurer’s Responsibilities
5. Legal Committee
6. Marketing Committee
7. Membership Committee
8. Nominating and Elections Committee
9. Technology Committee
1. Education and Programs Committee
• Composed of a Chairperson appointed by the President and up to four volunteers.
• Members serve a two-year term, concurrent with the Executive Committee.
• If a member is named during the term, they will serve to the end of the term of the elected Board.
Duties:
1. Plan and execute webinars, conferences, and networking events.
2. Identify and invite speakers for educational programs.
3. Work with the Marketing Committee to promote educational initiatives.
4. Organize a sub committee of volunteers (as needed) for the annual conference - the International Digital Media Licensing Conference (IDMLC).
5. Develop and manage the education agenda for the conference, including identifying panelists and speakers.
2. Ethics and Grievance Committee
• Composed of a Chairperson (not on the Executive Committee) appointed by the President and up to four volunteers selected by the President.
• No two members shall be employed by the same Member Company.
• Members serve a two-year term, concurrent with the Executive Committee.
• If a member is named during the term, they will serve to the end of the term of the elected Board.
• Member identities are confidential.
Duties:
• Investigate complaints regarding violations of the DMLA Code of Ethics.
• Resolve issues informally before escalating to formal grievances.
• Follow grievance procedures including written complaints, responses, and possible hearings.
• Render decisions, including dismissal, probation, or recommendation of expulsion from the Association.
Maintain confidential records of all proceedings.
3. Finance Committee
• Chaired by a non-board member in good standing and includes the elected Treasurer, President and the organization’s Executive Director.
• No two members shall be employed by the same Member Company.
• Reports to the Executive Board.
Duties:
• Oversee financial strategy, investments, and solvency.
• Ensure financial transparency and reporting.
• Manage investment funds and oversee transfers.
• Assist in preparing the annual budget.
• Conduct financial reviews and audits as needed.
4. Treasurer’s Responsibilities
• Oversee financial operations including payments, deposits, and reconciliations.
• Conduct monthly and annual financial reporting and oversee compliance.
• Develop and present the annual budget working with the Executive Director.
5. Legal Committee
• Composed of a Chairperson appointed by the President with additional members representing in-house counsel of member companies, and DMLA counsel.
• Reports to the Executive Committee.
• Members serve a two year term.
Duties:
• Liaison with DMLA counsel.
• Review industry legal terms, conditions and best practices.
• Draft and update form agreements.
• Provide legal updates to members.
• Advocate on industry legal matters.
6. Marketing Committee
• Composed of a Chairperson appointed by the President and up to four volunteers.
• Members serve a two-year term, concurrent with the Executive Committee.
• If a member is named during the term, they will serve to the end of the term of the elected Board.
Duties:
1. Develop and execute marketing plans.
1. Work with DMLA team to create materials such as blogs, press releases, and promotional content.
2. Work with Membership and Education Committees to communicate benefits of membership.
7. Membership Committee
• Composed of a Chairperson appointed by the President and up to four volunteers.
• Members serve a two-year term, concurrent with the Executive Committee.
• No two members shall be employed by the same Member Company.
• If a member is named during the term, they will serve to the end of the term of the elected Board.
Duties:
1. Actively seek new DMLA members.
2. Review membership applications and provide recommendations.
3. Communicate with new members.
4. Ensure compliance with DMLA membership responsibilities.
8. Nominating and Elections Committee
• Composed of a Chairperson (not a member of the Executive Committee) appointed by the President and up to four volunteers selected by the Chairperson.
• No two members shall be employed by the same Member Company.
• Members serve a two-year term, concurrent with the Executive Committee.
• If a member is named during the term, they will serve to the end of the term of the elected Board members.
Duties:
1. Identify and encourage potential candidates for office during biannual elections.
2. Issue a call for nominations at least 60 days prior to May 1 of the election year.
3. Verify nominee consent and eligibility.
4. Submit a proposed slate of nominations to the Association at least 45 days before May 1 of the election year.
5. Accept additional nominations from Voting Members for 14 days after the slate is presented, accompanied by written nominee consent.
6. Present the final slate of candidates to the Association no later than 30 days prior to May 1 of the election year.
7. Distribute ballots alongside the presentation of the final slate, with voting open for 14 days.
8. Oversee the election process, ensuring that each Voting Individual casts no more than one vote per officer position and four votes for Officers-at-Large.
9. Resolve tie votes with a deciding vote cast by the sitting President.
10. Announce election results in the next regularly scheduled communication to the Association.
11. Ensure newly elected officers assume responsibilities on May 1 of the election year.
12. Handle vacancies by working with the Executive Board to fill any open positions within 60 days of vacancy.
13. Manage the removal process for officers, ensuring due process, hearings, and final decision-making by the Executive Board and Voting Members.
9. Technology Committee
• Composed of a Chairperson (or two Co-Chairs) appointed by the President and additional volunteers.
• Members serve a two-year term, concurrent with the Executive Committee.
• If a member is named during the term, they will serve to the end of the term of the elected Board.
Duties:
1. Investigate industry-related technology issues.
2. Provide annual reports on activities.
3. Gather input from members regarding technology trends.
4. Recruit members with expertise in relevant areas.
Work with the Education Committee to create education programs on technological advances.
WORKING GROUPS
DMLA Working Groups are specialized committees formed to address key industry challenges, develop policy recommendations, and guide the association’s positions on emerging issues. These groups bring together subject matter experts from DMLA’s membership to collaborate on research, advocacy, and best practices in digital media licensing.
Duties & Responsibilities of Working Group Members:
· Active Participation – Attend scheduled meetings, contribute to discussions, and provide expertise on relevant topics.
· Research & Analysis – Help gather and evaluate information to inform DMLA’s positions and industry best practices.
· Drafting & Review – Assist in developing reports, position statements, and policy recommendations.
· Stakeholder Engagement – Collaborate with other members, external experts, and industry partners as needed.
· Consensus Building – Work toward shared goals and ensure that DMLA’s positions reflect a balanced industry perspective.
· Advocacy & Implementation – Support the promotion of Working Group recommendations to members, policymakers, and the broader industry.
BUDGET AND FINANCE
Annual Budget
• The budget is based on expected revenue from dues, events, prior-year cash at year-end.
• DMLA shall target a financial reserve in the budget equal to 10% of the previous year’s operating expenses, and shall add to the reserve until the organization reaches a total reserve of one year’s operating expenses.
• Event budgets are designed to breakeven or generate a surplus contribution to the organization.
• The Executive Board shall seek to approve the annual budget at least 30 days before year-end.
Financial Review
• A Certified Public Accountant conducts a financial review annually.
• Reports are submitted to the Executive Committee and the President shall provide an overview to the members with the annual report.
Audit Procedures
• If a Call for Audit is made, the Executive Committee responds with a justification letter.
• If an audit proceeds, at least three CPA firms must be invited to submit bids.
• Audit results are shared with Board and Committee Members.
Approved Operating Manual v. 2025