BYLAWS
ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM

December 2002


Article 1

Purpose

The Illinois Cooperative Collection Management Program (ICCMP) is committed to a shared statewide academic collection. The Consortium works to meet the diverse needs of faculty, students, and other library users in Illinois by encouraging cooperative library activity in order to make the best use of limited resources.

In order to achieve this vision, the ICCMP is organized around three guiding principles:
1.     Cooperative collection management;
2.     Resource sharing; and,
3.     Continuing professional education.


Article 2

Offices

The Program shall maintain an office in the State of Illinois. The location of the office is determined by the Program's governing body, the Cooperative Collection Management Coordinating Committee (CCMCC).


Article 3

Member Libraries

1.     Classes and Eligibility. The Program shall have two classes of members. The designation of such classes are as follows: (1) Academic Library Members; and (2) Associate Members. To be eligible for Academic Library membership, the Library and its parent institution shall be an academic member of the ILLINET network and be recognized by the Illinois Board of Higher Education (IBHE). To be eligible for Associate membership, the Library shall be among those not affiliated with an academic institution, but members of the ILLINET network. All candidates for membership in the Program shall submit the Commitment to Membership agreement to the Director of the Consortium.

2.     Admission of Associate Members. Associate Members shall be admitted by a majority vote of the Coordinating Committee.

3.     Voting Rights. Each Academic Member Library shall be entitled to one vote on each matter submitted to a vote of the Member Libraries. Associate Members shall not have voting privileges.

4.     Termination of Membership. Any Member Library may resign by filing with the Director or the Chair of the Coordinating Committee a written notice of resignation signed by the president or other authorized agent of the Member Library. Such notice must be filed at least one year prior to the effective date of resignation stated on the notice, and the effective date of such resignation must coincide with the end of the fiscal year of the Program.

The termination of membership of any institution, whether by resignation or by vote of the Coordinating Committee, shall not relieve such institution of the obligation to pay any fees, or other charges accrued and unpaid before the date on which membership is terminated by vote of the Coordinating Committee.


Article 4

Meeting of Member Libraries

1.     Annual Meeting. An annual December meeting of the Member Libraries shall be held for the transaction of such business as may come before the meeting.

2.     Special Meetings. Special meetings of the Member Libraries may be called upon due notice by the Chair of the Coordinating Committee or a majority of those eligible to vote, or twenty-five percent of all Coordinating Committee members.

3.     Place of Meetings. The annual meeting of the Member Libraries shall be held at a place designated by the Coordinating Committee.

4.     Notice of Meetings. Notices stating the place, day, and hour of any meeting of the Member Libraries shall be sent not less than thirty days before the date of such meeting by, or at the direction of, the Chair, the Consortium Director, or the Coordinating Committee.

5.     Quorum. A third of the Member Libraries shall constitute a quorum at any meeting of the Voting Members. For the purposes of determining quorum, a Member Library shall be deemed present if at least one of its designated representatives is present.

6.     Powers Reserved to the Member Libraries. The powers reserved to the Member Libraries are the following:

7.     Voting Academic Library Members shall have one vote per institution.


Article 5

Coordinating Committee
1.     Powers. The management of the affairs of the Program, except as provided in Article 4 of these bylaws, shall be vested in the Coordinating Committee.

The Coordinating Committee shall be empowered to:
2.     Membership. The Coordinating Committee shall consist of nine elected members, three of whom shall be library directors, three librarians with collection development responsibilities, and three at-large. A nominating committee will be organized each year to ensure equitable representation. The elected members of the Committee shall be elected by the Voting Member Libraries.

Other members of the Committee serving ex officio include a representative from the Illinois State Library appointed by the Director of the Illinois State Library, the Consortium Director, the Fiscal Officer, and the past Chair of the Coordinating Committee. None of these ex officio members has voting privileges on the Committee.

3.     Terms of Office. All elected members will serve three year terms, with three members rotating on and off the Committee each year. No Committee member may serve more than two three-year terms in direct succession. The term of office of an elected committee member shall begin on July 1, the beginning of the fiscal year, and end on June 30, the fiscal year’s end.

4.     Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by the Coordinating Committee for the unexpired portion of the term.

5.     Compensation. Committee members shall not receive any salary for their services as Committee members, but this shall not be construed to preclude any Committee member from serving the Program in any other capacity and receiving compensation for such other services.

6.     Regular Meetings. At least four regular meetings of the Coordinating Committee shall be held each year.

7.     Special Meetings. Special meetings of the Coordinating Committee may be called by or at the request of the Chair or any four Committee members.

8.     Quorum. A majority of the entire Coordinating Committee shall constitute a quorum for the transaction of business at any meeting of the Committee. If less than a majority of the Committee members are present at a meeting, a majority of the Committee members present may discuss Committee business but may not take any binding actions on behalf of the Committee.

9.     Manner of Acting. The act of a majority of the Committee members entitled to vote and present at a meeting at which a quorum is present shall be the act of the Coordinating Committee, except where otherwise provided by law or by these bylaws. No committee member shall vote by proxy. Action may be taken by the Coordinating Committee on matters submitted to the Committee members by mail or e-mail.


Article 6

Officers

1.     Elected Officers and Terms of Office

The elected officers of the Program shall be a chair and a vice-chair who shall be elected from among the elected members of the Coordinating Committee. Election of the vice-chair shall be in September.

The Coordinating Committee Chair shall serve a one year term. After his or her term is ended, the past Chair serves ex officio on the Committee for an additional year. If the past Chair's term on the Committee has expired, he or she serves in a non-voting capacity for the additional year, and his or her seat on the Committee is filled by election by the Member Libraries.

The Coordinating Committee Vice-Chair shall serve a one year term; he or she assumes the role of Chair the following year. If the Vice-Chair's term on the Committee has expired, his or her seat on the Committee is filled by election by the Member Libraries.

2.     Appointed Officers

The Consortium Director and the Fiscal Officer are appointed by and report to the Committee. The work of the Consortium Director is evaluated annually by a subcommittee of the Committee appointed by the Chair.

The Consortium Director serves as the secretary for the Committee, coordinates the activities of the Program, corresponds as necessary with the Committee and Member Libraries, negotiates licenses for library resources, and performs other activities as directed by the Coordinating Committee.

The Fiscal Officer has fiduciary responsibility for the particular projects hosted by his or her institution. The Fiscal Officer signs any contracts or other instruments which the Coordinating Committee has authorized to be executed, in accordance with the laws of the State of Illinois.

3.     Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by the Coordinating Committee for the unexpired portion of the term.

4.     Removal. Any officer or agent elected or appointed by the Coordinating Committee may be removed by the Coordinating Committee whenever, in their judgment, the best interests of the Program would be served thereby.

5.     Chair. The Chair shall preside at all meetings of the Member Libraries, the Coordinating Committee, and the Executive Committee.

6.     Vice-Chair. In the absence of the Chair, or in the event of the Chair's inability or refusal to act, the Vice-Chair shall perform the duties of the Chair and, when so acting, shall have all the powers of and be subject to all the restrictions upon the Chair. The Vice-Chair shall perform such other duties as from time to time may be assigned to the Vice-Chair by the Chair or by the Coordinating Committee.


Article 7

Subcommittees of the Coordinating Committee

1.     Executive Committee. There shall be an Executive Committee composed of the Chair, Vice-Chair, immediate past Chair, Consortium Director, and Fiscal Officer. The Executive Committee shall be empowered to act for the Coordinating Committee during the interim periods between meetings of the Committee, subject to its ratification.

2.     Nominating Committee. There shall be a Nominating Committee to nominate candidates for the Coordinating Committee. This committee shall consist of three persons appointed by the Chair from among the Committee members. Members of the Nominating Committee shall not be excluded from nomination.

3.     Other Committees and Taskforces. Other committees may be formed by the Coordinating Committee. The members of such committees shall be appointed by the Chair of the Coordinating Committee, and one of them designated Chair of the committee, and need not be members of the Coordinating Committee.

4.     Terms of Office. Each member of an appointed committee shall continue for the term designated by the Chair or by the Coordinating Committee, or if no term is stipulated, until the committee has completed its work and or reported, unless removed from the committee by the Chair of the Coordinating Committee, or unless the committee member resigns. Each member of an elected committee shall serve for the term for which the person was elected, unless the person resigns.

5.     Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by the Coordinating Committee for the unexpired portion of the term.


Article 8

Books and Records

The Program shall keep correct and complete books and records of account, and shall also keep minutes of the proceedings of the Coordinating Committee. The Consortium Director shall deposit the archival records of the work of the Program at the University of Illinois Archives on the Urbana Champaign campus.

The Consortium Director and the Chair of the Coordinating Committee shall submit an annual report on the work of the Consortium to the Coordinating Committee and to the Member Libraries.


Article 9

Fiscal Year

The fiscal year of the Program shall begin on the first day in July of each year and end on the thirtieth day of June next succeeding.


Article 10

Amendments to Bylaws

These bylaws may be altered, amended, or repealed and new bylaws may be adopted by a majority of the Member Libraries present at any regular meeting or at any special meeting of the Member Libraries at which a quorum is present, provided that at least fifteen days prior written notice is given of intention to alter, amend, or repeal, or to adopt new bylaws at such meetings.




APPENDIX: COMMITMENT TO MEMBERSHIP

ILLINOIS COOPERATIVE COLLECTION MANAGEMENT PROGRAM

COMMITMENT TO MEMBERSHIP


We, the representatives of the ________________________________________ Library and its parent body, accept membership in the Illinois Cooperative Collection Management Program, along with the privileges, benefits and obligations of membership.

We endorse the primary purpose of the consortium, which is to strengthen the library collections resources available to the users of our library and of the other consortium libraries, as well as to the citizens of the State of Illinois.

By signing this document, we commit to being an active participant in the consortium through assistance with planning and prompt response to calls for input into the development of consortial projects. We also commit to abiding by the provisions of written agreements that we enter into within the consortium.

We understand that in return for the benefits of consortial membership, we may be asked to contribute local funds to support projects of mutual benefit and we agree to make every reasonable effort to respond positively to such requests. We further understand that we shall be able to comment on all projects for which assessments are requested.

Should it be necessary for our library to suspend membership in the consortium, we will provide written notice at least a year in advance of suspension so that commitments made by us as part of consortial agreements can be maintained and transferred in an orderly fashion.

Signed by:


__________________________________________________________________________
Library Director                                                                                Date



Accepted for the ICCMP by:


__________________________________________________________________________
Consortium Director                                                                                Date