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SCILS
South Carolina Information and Library
Services Consortium
BYLAWS
of the
SOUTH CAROLINA INFORMATION AND LIBRARY SERVICES CONSORTIUM
November 2007
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.
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 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 and TAC Secretary for a two year
term in rotation with other TAC members
(e) Host meetings no more than twice a year 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 viva voice, or electronically via email, except upon the
request of one or more representatives for a secret ballot.
Section 4
Chair
The Chair shall:
(b) Be elected from the membership for a two-year term at the fall meeting;
(c) Approve and distribute minutes of board meetings within one month
following each meeting;
(a) Preside at all meetings;
(b) Serve as public spokesperson for SCILS;
(c) Be removed from office by majority vote of the Board;
(d) With the SCILS Systems Librarian, prepare and distribute an agenda three
business days prior to each regular meeting;
(e) Execute and administer consortium contracts on behalf of the Board as
first authorized by the college presidents;
(f)
Evaluate the SCILS Systems Librarian annually, following Host College
procedures.
(g) Provide supervision and guidance to the SCILS System Librarian. Section 5
Vice-chair
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 and
prepare 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
System 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 provides 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)
Help
plan SCILS Board and TAC meetings;
(e)
Manage
finances and prepares the annual budget for the consortium and present it to
the Board for approval at the February meeting;
(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)
On a yearly basis, compile an annual report with SCILS budget and
statistical information. 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 shall meet:
(a) Quarterly [February, May, August, November],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;
(e) At a location agreed upon by membership institutions.
Section 9
Minutes
Minutes will be prepared by the Vice-Chair and approved and distributed by
the Chair within one month from each board 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,, and Host 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
SCILS training will occur within one month of a member joining the
Consortium and will be conducted by the TAC Chair and the SCILS Systems
Librarian. Additional training will be available upon request at the
approval of the SCILS Board of Directors. Training will be coordinated with
the SCILS System Librarian and the TAC Chair. Additional pre-admission
training by an outside agency such as SOLINET and/or Sirsi may be required
for new members.
ARTICLE VI.
Section 1
Ad Hoc Committee
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) Be removed from office by majority vote of the Board;
(g) With the SCILS Systems Librarian, establish
meeting dates and prepare and distribute an agenda three business days prior
to each meeting.
(h)
Approve and distribute minutes of TAC meetings within one month following
each TAC meeting;
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 as deemed necessary;
(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 on any new project or service which is not in the long range plan;
(g)
Elect a TAC secretary for a two-year term who will take minutes at TAC
meetings and serve as a back-up for taking minutes at combined Board/TAC
meetings;
(h) Recommend the formation of special committees to the Board as needed;
(i)
Strive for excellence and improvement of shared databases &
resources.
ARTICLE VII.
Budget
A budget shall be adopted annually at the first regularly scheduled Board
meeting of each fiscal year.
ARTICLE VIII.
Amendment
A proposal to amend these bylaws may be made at any regular meeting of the
Board by a three-fourths vote of the membership, provided written notice of
the proposed revision has been given each member at least ten working days
in advance to submit for review and approval of the college presidents.
ARTICLE IX.
Section 1
Withdrawal
Any member may withdraw from SCILS 365 days after written notice of intent
to withdraw is delivered to the Board. Any member withdrawing shall receive
its files at actual cost of producing the records as approved by the Board
and pay at the time determined by the Board.
Section 2
Dissolution
SCILS may be dissolved upon a majority vote of the Board effective 365 days
after the vote. SCILS materials and equipment shall be disposed of in a
manner to be determined by the college presidents.
ARTICLE X.
Parliamentary Procedure
Robert's Rule 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, 5/2008
SCILS Goals/Objectives
Bold is completed
Goal 1: To improve and formalize the structure
of the administration of SCILS Consortium.
Objective: In 2006-2007, write a procedures
manual for primary job duties of SCILS Librarian.(in process of working
on this 2007/2008)
Objective: In 2007-2008, write a 5 year
technology plan including information of when to purchase new major
equipment such as servers.
Objective: In 2007-2008, create a plan for hiring
assistance for the SCILS Librarian for different circumstances for example
if new members join or for big data clean up projects.
Goal 2: To improve members’ experience with
SIRSI and the SCILS Consortium.
Objective: In 2006-2007, develop plan for an
orientation for new SCILS employees.(in process of working on this
2007/2008)
Objective: In 2006-2007, implement software,
allowing the SCILS Librarian to see member desk tops to facilitate help with
Sirsi software issues.
Objective: In 2006-2007, review annual report
to make sure that it supports member’s objectives.
Objective: In 2006-2007, develop annual
survey to assess SCILS services.
Goal 3: To improve the quality of SCILS database
(Sirsi).
Objective: In 2006-2007, purchase a test
server to allow testing of upgrades and data clean up projects.
Objective: In 2006-2007, create training for
technical services staff in basic quality cataloging with assessment
material.
Objective: In 2007-2008, clean up the serials.
Objective: In 2008-2009, clean up the user
database.
Objective: In 2009-2010, clean up the
duplicates. (Schedule to clean up every 3 years or if another school joins
SCILS)
Goal 4: Keep SCILS documentation up-to-date.
Objective: 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)
Objective: Review and update the Membership
agreement every fiscal year.
Objective: Review and update the standards set
by the TAC Committee every 3 years.(in process of completely revising
standards- 2007/2008)
[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 © 2004-08 South Carolina Information & Library Services Consortium
Last modified:
05/22/2008
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