Article I.
Name Name of organization is SUNYConnect Advisory Council, hereafter referred
to as the Council.
Article II. Purpose
1. The Council is an advisory board for the State University of New York (SUNY) Office
of the Provost, hereafter referred to as the Provost.
2. The SUNYConnect Advisory Council's purpose is to:
- Plan for library information service requirements and the evolving technology;
Guide the selection and implementation of shared library systems and
services.
- Advise and educate on, and advocate for, shared library and information services with
SUNY System Administration, campus administrators, constituents, legislators, elected
officials and others.
Article III. Membership
Sect. 1. Representation.
- Library directors from each of the university sectors, or the equivalent, within SUNY
Council of Library Directors (SCLD). Currently: two representatives from Doctoral Granting
institutions—one from university centers, one from other doctoral granting
institutions—and one each from University Colleges, Community Colleges, University
Colleges of Technology.
- One representative from each of the University constituencies critical to the purpose of
the Council. Currently: Council of Chief Information Officers (CCIO), SUNY Business Officers
Association (SUBOA), SUNY Chief Academic Officers (CAO), SUNYNet.
- SCLD Executive Board representative.
- SUNY Librarians Association (SUNYLA) representative.
- Director of the Office of Library and Information Services (OLIS)
- Additional representatives from OLIS and other SUNY bodies as appointed by the Council.
Sect. 2. Voting Members. All members enumerated in
III.1. a-d shall be voting members.
Sect. 3. Nominations and Appointments.
a. Council Chair shall notify the chair of constituent group in January preceeding the end
of a representative's term asking that a new representative be nominated.
b. Constituent groups shall nominate representatives to Council.
c. The Council's Chair shall forward nominations to the Provost or designee for formal
appointment. d. The Council's Chair shall notify new representatives when appointments are
confirmed so that representatives may begin their term with the Council's June meeting.
Sect. 4. Terms.
a. Terms for appointed representatives begin at the Council's June meeting.
b. Voting representatives shall hold a two-year term with a maximum of three
consecutive terms.
c. Non-voting representatives serve as ex-officio members by virtue of their office
within SUNY.
d. Council Chair shall ask constituent groups for recommendations to fill vacancies.
Vacancies shall be filled to completion of term and, if served less than half a term, may
be appointed to a new full term.
Article IV. Governance
Sect. 1. Officers.
- Council shall have a Chair, Vice Chair/Chair-Elect and Secretary elected by the
Council’s voting membership.
- Librarian representatives shall hold the positions of Chair and Vice Chair at all times.
- The Chair shall ask for nominations for officers at the meeting prior to the June
meeting. Nominations for officers will also be taken at that meeting.
- Election of officers shall take place by consensus at the the beginning of the June
meeting.
- Terms of office shall be one year and shall begin at the opening of the meeting at which
the officer is elected. If served less than half a term, an interim officer will be
eligible to serve a second full term.
- In the event of a vacancy of an officer's position, the chair shall appoint a
replacement from the Council membership. That member will be eligible to serve a second
full term.
Sect. 2. Duties of the Officers.
a. Chair
- Serves as spokesperson for the Council.
- Convenes and presides over all regular business meeting
- Prepares and distributes agendas for all regular and special business meetins of the
Council.
- Ensures representatives are appointed by constituent groups and vacancies for members
and officers are filled in a timely fashion.
- Prepares and distributes agendas for all regular and special business meetings of the
Council.
b. Vice Chair/Chair-Elect
1. Succeeds to position of Chair after one term. Assumes the office of Chair in the
event Chair can no longer serve.
2. Convenes and presides over meetings in the Chair's absence.
3. Chairs the Financial Planning Committee.
c. Secretary
1. Records and maintains official minutes of all Council and Executive Committee
meetings. Notifies Chair of quorum at both Executive Committee and Council meetings.
Tallies and records votes at all meetings.
2. Notifies Council membership of meetings and distributes agenda.
3. Distributes minutes of Council regular meetings to Council’s
email discussion list and official web site maintained by the OLIS and appropriate
discussion lists of Council constituencies.
4. Maintains current version of these bylaws and distributes a copy to all new members.
5. Maintains the official directory of members, terms and committees with member
addresses, telephone numbers, email and fax numbers.
Sect. 3. Executive Committee.
a. The Executive Committee shall manage the Council's long range planning and
membership policies.
b. The Executive Committee shall consist of the Council's officers, with
the Director of the OLIS serving as ex-officio, non-voting members.
c. The Executive Committee shall receive proposals for action from the Council
membership and its constituents to place before the full Council.
d. Executive Committee shall meet at least monthly, at the request of the Chair, or
upon petition from a quorum of its members.
e. Executive Committee will set the agenda for regular Council meetings.
f. The Executive Committee is authorized to act on Council's behalf on any urgent
matter requiring Council approval, unless a regular or special meeting is scheduled to
take place within 48 hours.
Article V. Committees
Sect. 1. Financial Planning Committee
a. A Financial Planning Committee will initially develop and then maintain with regular
review by the Council membership a comprehensive financial plan for SUNYConnect.
b. Membership shall include the SUBOA representative, the Council Vice
Chair/Chair-Elect, and other members appointed by the Council Chair. The
Director of the OLIS and the Council Chair shall serve as ex-officio members.
c. The Committee will be chaired by the Vice Chair/Chair-Elect of the Council. d.
Members shall be appointed by the Council Chair at the June meeting and will serve a
one-year renewable term.
Sect. 2. Ad-hoc committees shall be appointed as needed.
Article VI. Meetings
Sect. 1. The full Council shall meet at least quarterly, in person or
by teleconference (telephone or video). Chairs of Council committees shall provide reports
at Council meetings. An email discussion list shall be maintained by OLIS to conduct
business in between meetings.
Sect. 2. A quorum, defined as a majority of Council voting
members, shall be required for votes brought before the Executive Committee and Council,
and shall exist only as long as the majority is present. Voting members participating by
teleconference (telephone or video) shall be counted in the establishment of a quorum.
Sect. 3. Designees for voting members shall not be appointed to attend
meetings or vote.
Sect. 4. Special meetings may be called by the Council Chair or by
petition of a quorum of the Council membership.
Sect. 5. Proxy votes will not be accepted.
Article VII. Amendment of Bylaws
These bylaws may be amended by a two-thirds vote, defined as two-thirds of the voting
members, at any regular meeting of the Council, provided the amendment has been submitted
in writing at least two weeks prior to the vote.
Article VIII. Parliamentary Authority
Robert's Rules of Order (latest edition) shall govern the Council in the
absence of provision in these Bylaws.
Article IX. Archives and Records
The Secretary shall maintain a permanent hardcopy of the Council records
and ensure public communications from the Council are made available at the Council web site in correct versions and in a timely manner. |
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