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SCILS
South Carolina Information and Library
Services Consortium
BYLAWS
of the
SOUTH CAROLINA INFORMATION AND LIBRARY SERVICES CONSORTIUM
November 2009
ARTICLE I.
The name of this organization shall be the South Carolina Information and
Library Services Consortium, hereinafter known as SCILS.
ARTICLE
II.
Purpose of SCILS shall be to promote library cooperation among the members,
and specifically:
(a) To share library materials, thus making the resources of any member
library available to other users;
(b) To own and operate an automated system to enhance the delivery of
information and related services;
(c) To develop a cooperative collection development program including shared
resources;
(d) To facilitate sharing of benefits obtained through individual
participation in regional networks;
(e) To participate in regional, statewide, and/or international networks;
(f) Strive for excellence and improvement of shared resources and services.
ARTICLE
III.
Section 1
Current members:
Central Carolina Technical College
Greenville Technical College
Horry-Georgetown Technical College
Northeastern Technical College
Orangeburg-Calhoun Technical College
Piedmont Technical College
Spartanburg Community College
Technical College of the Lowcountry
Tri-County Technical College
Williamsburg Technical College
York Technical College
Any other public college in South Carolina may become a member of the
consortium upon unanimous approval of the members after meeting membership
requirements, and will be bound by the same terms and conditions as other
members of the consortium.
Section 2
Members
Member Colleges shall:
(a) Send a representative to all Board of Directors meetings;
(b) Provide members to serve as Board Chair and Board Vice Chair
for a two year term
in
rotation with other members;
(c)
Send a representative to all Technical Advisory Council (TAC) meetings;
(d) Provide members to serve as TAC Chair for a two year term in
rotation with other TAC members;
(e)
Host meetings in rotation with other members;
(f) Ensure that the same schools are not serving in Board/TAC
leadership positions.
Section 3
Voting
(a) Each member institution shall have one vote.
(b) All decisions of the Board shall be by majority vote.
(c) Voting shall be via voice, or electronically via email, except upon the
request of one or more representatives for a secret ballot.
Section 4
Chair of the Board of Directors
The Chair shall:
(a) Be elected from the membership for a two-year term at the fall meeting;
(b) Review minutes of Board meetings and send to SCILS System Librarian for
posting and distribution;
(c) Preside at all meetings;
(d) Serve as public spokesperson for SCILS;
(e) Help prepare meeting agenda with the SCILS Systems Librarian;
(f) Execute and administer consortium contracts on behalf of the Board as
first authorized by the college presidents;
(g) Evaluate the SCILS Systems Librarian annually, following host college
procedures.
(h) Provide supervision and guidance to the SCILS Systems Librarian;
(i) Can be removed from office by majority vote of the Board.
Section 5
Vice-Chair of the Board of Directors
The Vice-Chair shall:
(a) Be elected from membership for a two-year term at the fall meeting;
(b) Take minutes of each board meeting and combined Board/TAC meeting.
Prepare minutes and send to the Chair for review within one month following
each meeting;
(c) Preside in the absence or incapacity of the Chair;
(d) Succeed the Chair at the completion of the selected term.
Section 6
SCILS Systems Librarian
The SCILS System Librarian shall:
(a) Manage the comprehensive
day-to-day operations of the integrated library system software for SCILS;
(b) Develop and provide documentation
and training in vendor modules for use by all consortium members;
(c) Travel to member colleges on
regular basis to provide training and refresher courses;
(d) Plan and direct SCILS Board and
TAC meetings. Distribute agenda and previous meeting’s minutes within three
business days prior to each meeting;
(e) Manage finances and prepare the
annual budget for the consortium. Present the budget to the Board for
approval at the 1st meeting of the calendar year;
(f) Serve as liaison between SCILS
member colleges and the software vendor;
(g) Assist the Board in strategic
planning and assessment of SCILS services;
(h) Compile an annual report with
SCILS budget and statistical information on a yearly basis.
Section 7
Vacancy
A vacancy in the office of the Chair shall be filled by the Vice-Chair, who
will serve until the end of the normal term of the vacated office.
Section 8
Meetings
The Board of Directors shall meet:
(a) Quarterly or,
(b) On the call of the Chair, or
(c) At the request of two members;
(d) To review all contracts and to make recommendations for approval to the
college presidents prior to signature by the Chair.
Section 9
Minutes
Minutes will be prepared by the Vice-Chair of the Board and the Chair of the
TAC. The SCILS Systems Librarian will distribute the minutes within 3
business days of the next meeting.
Section 10
Equipment and Software Purchases
Equipment and software purchases for use by all consortium members, by
unanimous agreement of consortium members, will be purchased by Host College
using SCILS money. Host College will be responsible for the maintenance and
care of the equipment and software. Members may pay a service fee to that
college upon request, with approval by college presidents.
Section 11
Training
(a) Mandatory SCILS training will occur prior to live implementation for new
consortium members by the SCILS Systems Librarian and/or the TAC Chair .
Any additional requested training must be approved by the SCILS Board of
Directors. The SCILS Systems Librarian may make recommendations to the
SCILS Board of Directors to have new members receive additional
pre-admission training by an outside agency at the new member’s own expense.
(b) In a effort to preserve and maintain the integrity of the SCILS shared
system, or critical need, current members maybe be required by the Board to
participate in training at a member’s expense, based on the recommendations
of the SCILS Systems Librarian.
ARTICLE IV.
Section 1
Ad Hoc Committees
Ad Hoc Committees shall:
(a) Be appointed by the Board;
(b) Be instructed as to duties, reporting procedures, and schedule of
reports at the time of appointment.
Section 2
Technical Advisory Committee(TAC)
The Chair of the Technical Advisory Committee shall:
(a) Be elected from the TAC Committee for a two-year term at the fall
meeting;
(b) Preside at all TAC meetings;
(c) Serve as TAC spokesperson to SCILS;
(d) Attend regularly scheduled Board meetings and provide TAC reports;
(e) May conduct SCILS training with the SCILS Systems Librarian;
(f)Take minutes at the TAC meetings and serve as a backup for taking minutes
at combined Board/TAC meetings;
(g) Can be removed from office by majority vote of the Board.
The
Technical Advisory Committee (TAC) shall:
(a) Consist of members to be appointed by each institution;
(b) Meet at least quarterly or at request of the Board;
(c) Review annually its scope of responsibility and recommend revisions to
the Board;
(d) Review issues related to the technical operation of the system and make
recommendations to the Board;
(e) Assist the Board in development of a long-range technical operation
plan;
(f) Review and make recommendations on technical problems, quality issues,
and any new project or service that is not in the long range plan;
(g) Recommend the formation of special committees to the Board as needed.
ARTICLE V.
Budget
A budget shall be adopted annually at the first meeting of the calendar year
for the next fiscal year.
ARTICLE VI.
Amendment
A proposal to amend these bylaws may be made at any Board meeting. Any
changes supported by three-fourths of the Board members will be incorporated
in the bylaws and sent to the college presidents for review and unanimous
approval.
ARTICLE VII.
Section 1
Withdrawal
Any member may withdraw from SCILS 365 days after written notice of intent
to withdraw is delivered to the each member of the Board. A withdrawing
member will receive its files after payment is received for the all costs
associated with producing the records.
Section 2
Dissolution
A proposal to dissolve SCILS may be made at any Board meeting. If
dissolution is supported by three-fourths of the Board members, the proposal
for dissolution will be sent to the college presidents for review and
unanimous approval. SCILS-owned materials and equipment and any SCILS monies
shall be disposed of in a manner to be determined by the college presidents.
ARTICLE VIII.
Parliamentary Procedure
Robert's Rules of Order shall govern this organization in all cases in which
they are not inconsistent with these bylaws.
Original bylaws created in 1995 | rev: 3/11/1996, 11/10/1997, 12/2001,
7/2005,11/2007, 11/2009
For PDF copy with Presidents'
signatures, click
here.
SCILS Goals/Objectives
As of 04/30/2009
SCILS Objectives by Year
Bold
is completed
Goal
1:
To improve and formalize the structure of the administration of SCILS
Consortium.
Objective: By September 2009, create a table of contents and up load
to the website the procedures manual for primary job duties of SCILS
Librarian.(Completed September 2009)
Objective: By March 2010, create a guide for handling all SCC
regulations for SCILS requisition and purchases.
Objective: By November 2010, develop a guide for job duties
associated with supervising the SCILS employees for SCILS Chair of the
Board.
Objective: By July 2011, expand the SCILS Systems Assistant position
to permanent and evaluate whether the hours need to be expanded.
Objective: By March 2013, update SCILS 5 year technology plan
including information of when to purchase new major equipment such as
servers.
Goal 2:
To improve members’ experience with SIRSI and the SCILS Consortium.
Objective: By August 2009, complete online orientation for employees
in circulation, serials, cataloging, acquisitions, and reserve Sirsi
modules. (Completed October 2009)
Objective: By January 2010, create an online training for running
reports in Sirsi.
Objective: By October 2010, investigate and make recommendations on
updating helpdesk software to increase ease of use such as allowing
attachments.
Objective: By May 2011, investigate and make recommendations on
webcam and associated services.
Goal 3:
To improve the quality of SCILS database (Sirsi).
Objective: In September of every year, clean up the user database.
(2009-Completed September 2009)
Objective: In June of every year, delete all the received issues
based on the Serial’s Policy. (For 2009/10-Complete 1/2010)
Objective: In July of every year, find all incorrect articles for the
title field and correct. Educate schools if they are having a problem with
this issue. (2009 - Completed July 2009)
Objective: In October of every year, review all the academic reserve
courses to make sure SCILS Reserve Policies are being followed. Educate
schools if they are having a problem with this issue.
(2009-Completed October 2009)
Objective: By July 2009, develop cooperative bank of library-centric
interview questions that members like to use in their own interviewing
including questions for applicants for technical positions. (Completed
July 2009)
Objective: By December 2009, develop hands-on training exercises for
cataloging. (Completed 1/2010)
Objective: By July 2010, clean up the duplicates. (Schedule to clean
up every 3 years or if another school joins SCILS)
Objective: By July 2012, review and clean up problems serials.
Goal 4:
Keep SCILS documentation up-to-date.
Objective:
Complete review of the SCILS website every fiscal year.
Objective:
At the 1st Board meeting every 4 years, review and update the
SCILS By-laws. (This is scheduled a minimum of every four years or if a new
college is added or if a member requests a review) (2009-2nd meeting
October 2009)
Objective:
At the 2nd Board meeting each year, review and update the
Membership agreement as needed.(2009-postpone to 3rd meeting)
Objective:
At 4th Board meeting, review annual report and statistics to make
sure that it supports member’s objectives.
Objective:At
the 1st TAC meeting every 3 years, review and update all the
standards set by the TAC Committee every 3 years. (Policies for
Academic Reserves, Cataloging, Reports, and Circulation - Patrons and ILL
were completed in 2007/2008. Policies for Acquisitions, Serials, and
Circulation-Items are scheduled for creation or revision in 2008/2009.)
Next review 1st TAC meeting in
2011/2012
SCILS Five Year Technology Plan
As of 04/30/2009
2009/2010
Possibly get separate internet
line for SCILS ($7200 per year)
2010/2011
Replace old equipment -New server
and back-up drive ($20,000)
2011/2012
Replace inventory scanners with
pocket circ technology ($5000)
New laptop for SCILS librarian
($2500)
2012/2013
New desktop for SCILS Assistant
($1200)
2013/2014
No major equipment purchases
foreseen at this time for this year.
[Joining
SCILS | Leadership
| Benefits
of a Shared Library System
|
Consortium History | TAC |
Bylaws
| SCILS Goals/Objectives]
SCILS Home Page
Email Comments or Questions to
Mary
Daubenspeck
Copyright © 2004-09 South Carolina Information & Library Services Consortium
Last modified:
03/11/2010
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