THE ZIMBABWE UNIVERSITY LIBRARIES CONSORTIUM (ZULC)
Constitution of ZULC
Preamble
The Zimbabwe University Libraries Consortium is an organisation of member libraries of all current and future Universities in Zimbabwe. The ZULC was formed on 01 June 2001, with a mandate to bring together universities libraries to achieve some common objectives for the total benefit of members in the group. This Constitution therefore establishes the organisational identity of ZULC.
Article 1: Name
This organisation shall be known as the Zimbabwe University Libraries Consortium (ZULC).
Article II: Mission
The mission of the Zimbabwe University Libraries Consortium shall be,
a) To promote and facilitate mutual cooperation and understanding among the University Libraries in Zimbabwe.
b) To provide a forum for a sharing information and experiences about university governance in relation to the provision of Library and information services;
c) To promote and facilitate the teaching, learning, research, information and recreational needs of users within the participating members’ institutions by acquiring, developing archiving and disseminating data and documentation in print or electronic format.
d) To promote and facilitate cooperation acquisition schemes among members in the organisation;
e) To provide students with greater access to information resources available in participating member libraries;
f) To establish Union cataloguers and Web OPACS that provide access to participating member libraries collections of print and electronic resources.
g) To acquire standard Library management systems; and
h) To facilitate staff development programmes using expertise in the member libraries
i) To collaborate with other national, regional and international organisations with similar missions.
Article III: Membership
Membership in the Consortium shall consist of the following:
a) Institutional Member: Current and future University Libraries in Zimbabwe:
b) Affiliate Member: National,, Regional and International Consortia: and
c) Individual Member: Interested Individual libraries from interested institutions of higher learning, research centres/institutes, information centres and public libraries are eligible for non-voting individual membership.
Article IV: Voting
Only the designated institutional representative shall be entitled to one vote at the annual business meeting of the consortium.
Article V: Quorum
Two thirds (2/3) of the institutional membership shall constitute a quorum for the transaction of business.
Article VI: Officers
The Officers of the Consortium shall be:
a Chairperson,
a Vice Chairperson (who shall be Chairperson elect),
a Secretary ,
a Treasurer and Ordinary members.
a) The Chairperson shall:
i. Serve as chief executive officer of the consortium for a term of one year following a term of one year as chairperson elect;
ii. Be elected at the annual meeting;
iii. Call for and preside over meetings of the Consortium;
iv. Appoint Committees; and
v. Serve as liaison officer with other organisations, consortia and interested libraries
b) The Vice Chairperson (Chairperson Elect) shall:
i. Be elected at the annual meeting and hold office for a term of one year or until a successor is elected and installed;
ii. Succeed automatically to the office of Chairperson for a term of one year;
iii.Chair the program committee for the annual conference, seminars and workshops; and
iv. Perform other duties that may be assigned by the Chairperson
c) The Secretary shall:
i. Be elected at the annual meeting and hold office for a term of one year;
ii. Establish the agenda for the meetings in consultation with other officers:
iii. Schedule meetings;
iv. Keep the minutes of the meetings; and
v. Perform such duties incidental to the conduct of the office as may be required by the Consortium
d) The Treasurer shall:
i. Be elected at the annual meeting and hold office for a term of one year or until a successor is elected and installed;
ii. Collect dues and membership fees as appropriate;
iii. Establish and maintain Consortium bank accounts as may be necessary
iv. Maintain financial records;
v. Periodically engage financial audit teams to go over the organisation’s books;
vi. Produce regular and annual financial reports for presentation to members and at annual meetings respectively; and
vii. Perform such duties incidental to the conduct of the office as may be required by the Consortium.
e) The Ordinary Member shall:
i. Be the rest of the representatives of the participating university libraries other than those listed in (a) to (d) above;
ii. These shall remain as ordinary members as long as their subscription fees are continuously renewed during each membership year;
iii. Be required to attend all annual meetings, conferences, seminars and workshops held by the Consortium;
iv. Be eligible to vote once on all issues raised at all meetings;
Article VII: The executive Committee
The Executive/Steering Committee shall consist of the Officers of the Consortium, the immediate past Chairperson and two Ordinary members.
Members of the Executive/Steering Committee must be in good standing.
Members of the Executive /Steering Committee who fail to attend two consecutive meetings of the Committee may be replaced at the discretion of the Executive/Steering Committee.
The Executive Committee/Steering Committee is empowered to conduct and transact business for the Consortium on a daily basis.
Article VIII: Meetings
The Consortium shall hold annual meeting on 1st June of each year preceding the year of information of the consortium at a time and place determined by the Executive/Steering Committee. Other meetings may be called by the Chairperson by majority agreement of the Executives/Steering Committee or if requested in writing by one third (1/3) of the membership.
Conferences, Seminars and Workshops shall be organised and held at times agreed on by the Executive/Steering Committee.
Article IX: Ratification/Revisions
Ratification or revisions of the Constitution shall be by a simple majority of the institutional members present at the business meeting of the Consortium.
Article X: Dues and Voting Rights
Section 1: The membership year runs from June 1 through to May 30
Section 2: The dues schedule for all categories of membership shall be compiled and revised regularly by the Executive/Steering Committee.
Section 3: Only those institutional members whose dues are paid by the time of the annual meeting are entitled to a vote in the business of the Consortium. Failure to pay dues on time does not however preclude members from participating in the activities of the annual meeting.
Section 4: Any member whose dues are in arrears for one year shall be dropped from their roles in the Consortium.
(Adopted: Date…………………….)
(Revised and Approved: Date……………………..)
