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Governance

Governance 2017-2021

Draft Revisions 29 March 2017

An Executive Committee and Operations Committee oversee the (name) shared print journal program.  The governance committees are responsible for guiding collective efforts among regions, consortia and member libraries and with other organizations to develop shared print journal collections in the United States.

Executive Committee

The (name) Executive Committee is comprised of voting representatives and non-voting staff. Voting representatives serve staggered 3 year terms. The Executive Committee meets once yearly in person, and quarterly or as needed by telephone/e-meeting.  

The (name) Executive Committee is responsible for and charged to:

  1. establish strategic directions for the program;
  2. review and secure resources to achieve the strategic directions;
  3. review and approve multi-year RoadMap (timeline, actions, performance indicators) developed by the Operations Committee to accomplish the strategic directions;
  4. review and approve business models, operational policies and guidelines developed by the Operations Committee;
  5. advocate for program strategies and cultivate consensus with peer institutions;
  6. advocate for program strategies with other organizations and service providers;
  7. establish membership criteria and manage membership in the program;
  8. provide an annual report to members; and
  9. establish a name, presence and communications infrastructure for the program in the first year.

Composition of Executive Committee

  • Representation. Each program has one Executive Committee representative for every 25 libraries participating their shared print program.  Executive Committee representatives shall be a library dean / director / University Librarian or similar top-level position within the library.  
  • If a program has fewer than 25 libraries participating in their shared print program, it will have one representative on the Executive Committee.
  • Each program represented on the Executive Committee shall have one vote.  Programs with more than one Executive Committee representatives must find consensus before casting their vote.  
  • Non-voting staff.  Chief Program Officers from each participating shared print program shall serve as non-voting staff to the Executive Committee.
  • Chairperson. The Chairperson of the Executive Committee is selected from among the Chief Program Officers at participating shared print programs.  The Chairperson serves as a non-voting member of the Executive Committee and as liaison between the Executive Committee and the Operations Committee. The Chairperson is responsible for preparing agendas, prioritizing and vetting decision-items. The Chairperson role rotates annually in January.

Operations Committee

Members of the (name) Operations Committee are appointed for their expertise and/or role in participating programs.   The Operations Committee meets once yearly in person, and monthly or as needed by telephone/e-meeting.  

The (name) Operations Committee is responsible for and charged to:

  1. guide implementation of strategic directions for the program, in consultation with participating libraries;
  2. advise the Executive Committee as needed to achieve  strategic directions; for example, to identify and propose needed resources;
  3. prepare a multi-year RoadMap (timeline, actions, performance indicators) to accomplish the strategic directions;
  4. propose business models, operational policies, and guidelines with member libraries;
  5. conduct program assessments and report on progress toward goals;
  6. represent the program to and coordinate with other organizations and service providers; and
  7. manage program communications with/for member programs and their libraries.

Composition of the Operations Committee

  • Voting representatives. Each participating shared print program shall have one vote on the Operations Committee, typically performed by the Shared Print Program Officer.  
  • Other staff:  A reasonable number of other staff from participating programs are permitted to participate in Operations Committee discussions and activities as desirable.  Such participation by additional staff in these discussions / activities does not alter the 1-vote-per-program principle noted above.
  • Chairperson. The Chairperson of the Operations Committee is selected from among the voting representatives of the Operations Committee and serves as liaison to the Executive Committee. The Chairperson is responsible for preparing agendas, prioritizing and vetting decision-items, and delegating work items and appointing subgroups as needed. S/he retains a vote during her/his tenure as Chairperson. The Chairperson role rotates annually in January.

Committee Appointments

(Name) Executive Committee voting representatives are appointed/affirmed each year by the leadership body of their program or consortium. Voting representative positions on the Operations Committee are typically filled by the Shared Print Program Officer or similar staff position.

Decision-making

The participating programs will strive to reach decisions by consensus.  Consensus is defined as “being at peace with the matter.”  It is noted that some decisions/activities will require acceptance by all programs to proceed (“all-in”), while other activities may be feasible if undertaken by a subset of participants (“opt-in”).  The Executive Committee shall determine which decisions require all-in participation and which are feasible under an opt-in model.

Each participating shared print program shall have one vote when a vote is called.  In such cases, any tie votes are considered unsuccessful.