Preface

I. Introduction
II. Mission Statement
III. Organization

A. Officers

1. Membership
2. Duties

a. President
b. Vice-President
c. Secretary
d. Treasurer

B. Board of Directors

1. Membership
2. Duties and Powers

C. Governing Committees

1. Executive Committee

a. Membership/Composition
b. Duties
c. Liaisons

2. Finance Committee

a. Membership/Composition
b. Duties

3. Nominations Committee

a. Membership
b. Duties

D. TCLC Coordinator

1. General Duties
2. Specific Duties

a. Board of Directors
b. Executive Committee
c. Financial Records
d. Committees and Interest Groups
e. Election of Officers

E. Standing Committees

1. Procedures
2. Membership and Charge of Each Committee

a. Program Committee Membership Duties
b. Public Relations and Information Committee Membership Duties
c. Grants and Development Committee Membership Duties
d. Bylaws Committee

1) Membership
2) Duties

F. Ad Hoc Committees
G. Interest Groups

1. Membership
2. Purpose
3. Duties
4. Liaison

H. Councils

1. Continuing Education and Development Council

a. Contributions

1) General Contributions
2) Levels of TCLC Contribution

b. Organization

1) Representatives
2) Liaison
3) Duties

c. Awards

1) Amounts of Grants
2) Procedures for Applications
3) Announcement of Awards

d. Development

 

IV. Corporate Sponsor

V. Vendor Group Agreements

VI. Programming Guidelines

Appendices

A. Request for Program Approval
B. Program Evaluation
C. TCLC Publications
D. Library Application Form for TCLC Membership
E. 1. Letter of Intent for Membership Renewal - 2001-2002
E. 2. Letter of Intent for Membership Renewal - 2202-2003
F. DRAFT: Corporate Sponsor Application Form
G. Continuing Education Council Grant Application
H. Grantee Responsibilities
I. Letter of Introduction
J. Interlibrary Loan Statistics Form

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TRI-STATE COLLEGE LIBRARY COOPERATIVE PROCEDURES MANUAL

Manual Prepared: May 1985
Manual Revised: 1989, 1991, 1992, 1994, 1995, 1997, 2001

PREFACE

On April 22, 1967, a subgroup of the College Section of the Eastern Pennsylvania Unit of the Catholic Library Association met as a steering committee to form a library cooperative which would be geographical, not denominational in its services, and which would operate independently of the local CLA chapter. The cooperative would be composed of member libraries operating in support of undergraduate curricula in southeastern Pennsylvania, southern New Jersey, and Delaware. This cooperative would: exchange information and increase sharing of resources, strengthen area library resources and services through joint grant applications, and would increase research potential by a mutually supportive acquisition program. The twelve colleges represented were: Alvernia, Blessed Sacrament Junior, Cabrini, Gwynedd-Mercy, Holy Family, Immaculata, La Salle, Our Lady of Angels (now Neumann), Rosemont, Sacred Heart Junior, St. Joseph's College, and St. Joseph's Academy of Food Marketing. Shortly thereafter, Eastern, Lincoln, and Pennsylvania Military College (now Widener) joined the group. By 1974, membership had grown to 26 members. From 1967 - 1970, Sr. Mary Dennis Lynch, of Rosemont College, served as Executive Secretary. In 1970, there began a system of four officers: a President, Vice President (President Elect), Secretary, and Treasurer.

TCLC is governed by its Bylaws; its printed Procedures Manual and Directory are updated and distributed periodically. A printed Union List of Periodicals, first published in 1976 and updated regularly ever since, is now part of the PaULS database. Every member library owns or has access to a telefacsimile machine. Most members participate in the OCLC network for interlibrary loan and cataloging. The TCLC Newsletter provides a forum for information exchange.

The TCLC office has been housed by Rosemont, Cabrini, and West Chester, and is currently located in the Rosemont College Library. Membership currently includes forty-three full member institutions and two associate member institutions. The Cooperative is headed by a Board of Directors; elected officers consist of President, Vice President (President Elect), Secretary, Treasurer, and six Representatives.

TCLC provides the opportunity for member participation in vendor group contracts for services and goods. Continuing education funds are regularly awarded to individuals. An annual spring meeting provides individuals the opportunity to meet other members and to develop their talents and expertise through its program.

TCLC's greatest strength lies in the loyal and enthusiastic commitment of time and energy given by the individuals of the member libraries, who serve on the Cooperative's board, committees, interest groups, and councils.

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I. Introduction
The Tri-state College Library Cooperative Policies and Procedures Manual was first developed by an ad hoc committee during the 1979-80 academic year. The purpose was to provide the TCLC membership with a consolidated listing of procedures, practices and policies developed by the organization in the course of carrying out its objectives. The manual is to be used as a guide for the Board of Directors, Officers, Executive Committee, other committees and the office staff. It is also intended as a means by which new institutional members and new staff members may become familiar with the organization. This manual shall be reviewed annually for changes and updating by the Bylaws Committee. Recommendations for change are to be made to the Board. An additional manual for office procedures shall define the duties and practices of the office staff. It is the responsibility of the TCLC Coordinator to maintain such a manual which will guarantee that the purpose of the organization and the policies defined herein are safeguarded and acted upon.

Revised 1987, 1991

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II. MISSION STATEMENT

The mission of the Tri-state College Library Cooperative is to advance, promote, and develop the best possible research and scholarship on the part of students and faculty members of participating colleges and research institutions and other persons interested in the educational process.

To these ends, the cooperative shall facilitate the exchange of information among participants: encourage participants to share their library facilities; develop mutually supportive collection development/resource sharing programs; maintain and encourage communication and cooperation among the participants, and develop other mutually advantageous programs and activities.

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III. ORGANIZATION
The organization consists of member libraries committed to cooperative purposes. (Bylaws Article III)

A. Officers

1. Membership
The elected officers of TCLC are a President, a Vice President (President Elect), six Representatives-at-Large, a Secretary and a Treasurer. The qualifications for office, term of office, and procedure for filling a vacancy in office can be found in Article IV, Section A of the Bylaws.

2. Duties

a. President
Presides at all meetings of the Executive Committee and Board of Directors.
Reviews and approves agenda for the Executive Committee and Board Meetings before distribution.
Schedules regular meetings of the Board and Executive Committee.
Calls special meetings when appropriate.
Invites guests to attend Board Meetings.
Represents TCLC in all official capacities.
Acts as a spokesperson for TCLC on established policies.
Is authorized to sign checks in the absence of the Treasurer.
Co-signs checks with the Treasurer or the Vice-President for amounts over $2000.00

b. Vice President (President Elect)
Acts for the President in the case of absence.
Presides when the President is present and wishes to step down from the chair.
Serves as a member of the Executive Committee.
Serves as Chairperson of the Finance Committee and is responsible for obtaining the auditor's review of the Treasurer's report.
Co-signs checks with the Treasurer or the President for amounts over $ 2000.00.
Serves as chairperson of the Program Committee.
Performs other duties as the President or the Executive Committee shall request.

c. Secretary
Takes minutes of the Executive Committee and Board of Directors meetings. Forwards minutes to the TCLC office for preparation and distribution. Serves as a voting member of the Executive Committee and Board of Directors. Performs other duties as requested by the President, Executive Committee, or Board.

d. Treasurer
Serves as a member of the Finance Committee.
Prepares budget for review by the Finance Committee, to be presented for approval by the Executive Committee in February and to the Board of Directors prior to April 30.
Undertakes action as necessary regarding financial matters of the Association as authorized by the Executive Committee or Board of Directors.
Reviews and presents financial reports as prepared by the TCLC Coordinator to each Executive Committee and Board of Directors meeting.
When appropriate prepares recommendations concerning financial matters to the Executive Committee and Board of Directors.
Reviews annual financial report to be approved at the fall Board meeting.
Is authorized to sign checks up to $2000.00. For amounts over $2000.00 co-signs checks with the President or the Chair of the Finance Committee.
Periodically reviews invoices, ledgers, canceled checks, and other financial records of the organization.
Upon election, the Treasurer will review the previous year's accounts and be prepared for discussion at the fall Board meeting.
Serves ex-officio on advisory councils when financial matters are under discussion.

B. Board of Directors

1. Membership
The Board is made up of an official representative who is the Library Director or an appointed delegate of each member library, the elected TCLC officers, and the immediate TCLC Past President.

2. Duties and Powers

a. Establishes and implements the immediate and long-range objectives of TCLC.
b. Establishes or contracts for various services in which all or some of the members may participate for the benefit of TCLC members.
c. Controls the funds and property and supervises the financial administration of the Cooperative.
d. Determines the amount of dues and assessments for membership and services; approves the budget.
e. Votes on admission of new members into TCLC.
f. Votes on all actions which have been recommended by the Executive Committee.
g. Decides on amendments to the Bylaws and Procedures Manual.
h. Selects the location of the TCLC Headquarters and, upon recommendation of the Executive Committee, approves the agreement with the housing library.

C. Governing Committees

1. Executive Committee

a. Membership
The Executive Committee consists of the officers of the Board, the immediate Past President and the six Representatives-at-Large, and a Support Staff Representative. The President acts as Chairperson of the Executive Committee. A majority of the members of the Executive Committee constitutes a quorum.

b. Duties
Acts for the Board with power to transact business between meetings of the Board and performs such other duties as the Board assigns.
Considers projects in which members are interested and recommends such action as it deems advisable to the Board.
Reviews the Treasurer's annual budget for submission to the Board.
Submits the auditor's report to the Board of Directors.
Evaluates and recommends to the Board the appointment and dismissal of the TCLC Coordinator. Conducts annual performance review, determines wages, duties, and responsibilities of the TCLC Coordinator.
Meets prior to the Board and reports all action taken at the next Board meeting.
Invites committee chairpersons or other TCLC members to attend Board meetings to present reports or proposals.
All recommendations for action of the Executive Committee should be addressed to the President.
Approves publications of TCLC.
Establishes and defines Standing and Ad Hoc Committees; reviews and evaluates Ad Hoc Committees with view to continuation.
Acknowledges the formation of Interest Groups.
Appoints representatives to external library organizations.

c. Liaisons
Appointed to a repeatable one-year term, liaisons shall regularly attend meetings of the group to which he/she is assigned, liaisons shall convene that group's first meeting of the year in the absence of a chairperson, and shall actively facilitate good communications between that group and the Executive Committee. Liaisons will be listed and published in the TCLC Directory.

2. Finance Committee

a. Membership.
The Finance Committee shall consist of the Treasurer, the Vice- President (President-Elect) as chairman, the TCLC Coordinator and the past Treasurer or one (1) member of the Board appointed by the President.

b. Duties.
Prepares budget for the fiscal year and submits to the Executive Committee by March 31.
Presents the budget and any recommendations of the Executive Committee to the Board for approval at the June Board meeting.
Reviews the current budget when needed and recommends any needed changes to the Executive Committee and to the Board.
Reviews the investments of Reserve funds.
Secures the auditor's report at the end of each fiscal year, and submits the report to the Executive Committee.

3. Nominations Committee.

a. Membership.
The Nominations Committee shall consist of five (5) members, no more than three (3) of whom shall be members of the Board, and shall be appointed by the Executive Committee by March 1st of an election year. The TCLC Coordinator shall serve as ex officio member.

b. Duties.
Prepares a slate of two (2) nominees for the following offices:
Vice-President/President-Elect
Secretary
Treasurer
Six (6) Representatives-at-Large, categorized according to Bylaws Article IV. Section A.
Solicits names of possible nominees from the Board of Directors, and from the member libraries.
Secures the written acceptance of each candidate for office prior to the distribution of ballots.
Reports its slate of nominees to the Executive Committee prior to April 30.
Submits the slate and biographical data to the TCLC Coordinator by April 30.
The TCLC Coordinator shall submit the results of the election in writing to the Chairperson of the Nominations Committee who will announce them at the June Board meeting.

D. TCLC Coordinator

1. General Duties

a. Supervises the daily operation of the office.
b. Hires, directs and supervises office personnel.
c. Mails official documents and other information as required.
d. Duplicates and distributes minutes and other information as requested by the Board and various committees and interest groups.
e. Prepares letters of intent.
f. Prepares yearly directory.
g. Prepares calendars of TCLC activities.
h. Prepares TCLC Newsletter.
i. Supervises preparation of brochures and other publications.
j. Disseminates information about informative meetings and workshops in the area.
k. Manages TCLC electronic list and website.

2. Specific Duties.

a. Board of Directors
Produces and distributes agenda and supporting documents for all attendees of Board meetings.
Consults with host director regarding arrangements, i.e. parking, meeting locations, maps, refreshments.
Prepares and circulates Board attendance roster.
Reports on office activities and status of projects.
Takes notes and follows up on actions requested.

b. Executive Committee
Produces and distributes agenda, and supporting documents for Committee meetings.
Makes arrangements for meetings.
Reports on office activities and status of projects.
Takes notes and follows up on actions requested.

c. Financial Records.
Maintains orderly financial records.
Attends Finance Committee Meetings.
Prepares Treasurer's Reports and end of year financial documents.
Prepares budget requests.
Acts as TCLC's liaison with auditor.
Prepares checks for authorized signatories.
Manages and maintains financial records and transactions dealing with group contracts.

d. Committees/Interest Groups.
Prepares annual list of committee members and interest group members.
Notifies chairperson of committee and interest group membership.
Provides committees and interest groups with information; maintains financial records; gives general assistance; sends out program information; files committee/interest group annual reports in archives.
Serves as chair of the Public Relations and Information Committee; serves on Program Committee; Finance Committee; Grants and Development Committee; Bylaws Committee; Educational Development Committee; serves as ex officio member of the Nominations Committee.
Attends interest group meetings when requested by chairperson.
Advises on scheduling for dates and locations of workshops and meetings.

e. Election of Officers.
Receives slate of candidates from Nominations Committee by April 30 of an election year.
Oversees counting of ballots with two impartial observers, as detailed in Bylaws Article IX.
The nominee receiving the largest number of votes for an office is elected. In case of a tie vote, the successful nominee is determined by lot conducted by the TCLC Coordinator and two impartial observers.
Reports election results in writing to chairperson of Nominations Committee and to the TCLC President.

E. Standing Committees
The Standing Committees are a Program Committee, a Public Relations and Information Committee, a Grants and Development Committee, a Bylaws Committee, an Educational Development Committee, and a Web Committee.

1. Procedures

a. Before the June Board meeting, each committee shall elect a Chairperson for the following year.
b. The outgoing and incoming Chairpersons are to participate in a planning workshop.
c. The committee shall consult with the TCLC office regarding dates and locations of workshops and/or meetings.
d. The Chairperson shall submit a written report to the Board at the June Board meeting. One (1) copy of the report shall be distributed to each member library and one (1) copy shall be forwarded to the TCLC Office for the archives.
e. The Committee shall send copies of all major documents, minutes, or meeting notes, and significant publications or studies to the TCLC Office for retention in the archives. If action is requested, a copy should also be sent to the President.

2. Membership and Duties of Each Committee

a. Program Committee

1. Membership:
Consists of the Vice-President, the Chairpersons of the Interest Groups, the Chairperson of the Educational Development Committee, the TCLC Coordinator, and other interested persons.

2. Duties:
Plans the annual program for the entire TCLC membership.
The first meeting of the year shall be convened by the Vice- President (President-Elect) who serves as the chairperson of the Committee.
Reports plans for the annual program to the Executive Committee and the Board.
Proposes other activities and programs.

b. Public Relations and Information Committee

1. Membership:
Consists of a director, the TCLC Coordinator, and other interested persons.

2. Duties:
Prepares TCLC brochures, press releases, notices in professional journals and other publications.
Notifies members of TCLC activities.
Notifies members of related activities.

c. Grants and Development Committee

1. Membership:
An Executive Committee member, the TCLC Coordinator, and other interested persons.

2. Duties
Identifies and investigate funding sources for TCLC projects.
Recommends action to the Executive Committee on grants and other funding for TCLC activities.
Administers the application process for proposals.
Implements the awarded grants.
Evaluates the TCLC Vendor Discount Program.

d. Bylaws Committee

1. Membership:
An Executive Committee member, a director, the TCLC Coordinator, and other interested persons.

2. Duties:
Receives suggestions for amendments or revisions of the Bylaws.
Initiates recommendations for amendments or revisions of the Bylaws.
Recommends action on proposed amendments or revisions to the Board.
Updates the Procedures Manual.

e. Educational Development Committee

1. Membership
At least five (5) members: one (1) library director, two (2) librarians, two (2) support staff, and the TCLC Coordinator.

2. Duties
Coordinates educational development among member libraries.
Receives suggestions for educational activities.
Initiates plans for workshops and training sessions.
Meets regularly during the year.

f. Web Committee

1. Membership
Consists of TCLC Coordinator, functioning webmaster, one member from Executive Committee, and other interested persons.

2. Duties

Maintains web pages
Publishes additional information and updates.
Initiates changes to webpages.
Receives suggestions for website.
Implements webpage guidelines (Appendix K).
Meets as needed.

F. Ad-Hoc Committees
An Ad-Hoc Committee may be formed by vote of the Executive Committee. Members shall serve until the work of the committee is completed, or the Executive Committee votes its dissolution. The Committee shall submit a written report of its activities to the Executive Committee.

G. Interest Groups
Interest Groups can form at anytime by requesting recognition from the Executive Committee.
Membership. Open to all TCLC members, with the exception of the Library Directors Interest Group.

1. Purpose.
To provide a forum for members with common interests or responsibilities to share information and concerns. To provide the opportunity to develop ideas for actions or programs to be referred to the Executive Committee.

2. Duties.

a. Elects chairperson annually
b. Meets at least twice a year.
c. Submits a written report to the TCLC Coordinator by May 31. One (1) copy of the report shall be sent to archives.
The Interlibrary Loan Interest Group collects and compiles institutional data and reports that data to the TCLC Coordinator for distribution to the Board.
The Library Directors Interest Group may submit a written report to the Board
d. Coordinates with the TCLC Coordinator the dates, times and locations of meetings or workshops.
e. The Chairperson is also a member of the Program Committee.
Standing Interest Groups.
Standing Interest Groups shall be: Archives/Special Collections Interest Group, Circulation Interest Group, Distance Learning Interest Group, Interlibrary Loan Interest Group, Library Directors Interest Group, Library Exhibits Interest Group, Readers Services Interest Group, Support Staff Interest Group, Media/Instructional Technology Interest Group, Group, Serials Interest Systems Administration/Technology Support Interest Group, Technical Services Interest Group.

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H. COUNCILS
Councils are established by the Board according to the Bylaws. In order to properly exercise their assigned decision-making powers to disburse funds, they must interact closely with the Finance Committee.

1. Continuing Education and Development Council
This Council is responsible for establishing funds and awarding scholarships from funds to individuals or groups for the purpose of continuing education and scholarship in the field of librarianship. The Council conducts an annual appeal for the Sister Mary Dennis Lynch Memorial Fund, TCLC's continuing education fund. Under the Executive Committee's guidance, the Council investigates, recommends, and implements further plans for the development of the Council and its funds.

a. Contributions

1)General Contributions
Contributions to Continuing Education and Development funds may be made at many levels, although only TCLC contributors are eligible to apply for and receive awards and to elect representatives to the Council. Contributors may be categorized as Personal or Institutional.

2)Levels of TCLC Contribution
Current minimum levels are: Personal $10.00; Institutional $50.00.

b. Organization

1)Representatives
Council members shall elect five (5) member representatives to two-year terms to serve as administrators of the fund and to consider applications and to award grants. Representatives shall be elected according to level of contribution in the following categories: one (1) Personal; four (4) Institutional; two (2) from smaller TCLC dues categories and two (2) from larger TCLC dues categories. The TCLC Coordinator shall set the slate of candidates and shall distribute ballots to Council members. These representatives shall elect as chairperson a member who served on the council the previous year.

2)Liaison.
The Council shall have a liaison who is a member of the Executive Committee.

3)Duties.
The Council shall meet at least twice annually to review applications and to grant awards.

c. Awards.

1) Amounts of Grants.
Grants may be awarded annually from endowment interest.

2) Procedures for Applications.

a. Members of TCLC Libraries who belong to the Continuing Education and Development Council or who are personal members of the Council may apply for awards in order to continue their education in support of the library positions which they hold or expect to hold.

b. Application forms will be available from the TCLC Office.

c. Applications will be reviewed twice a year. They will be due in the TCLC Office by February 15 or by October 1.

d. Applications will be reviewed by representatives of the Continuing Education and Development Council according to the following guidelines:

>Applicant must be employed by a TCLC member library.
>Applicant must be a member of the Continuing Education and >Development Council either through his/her institution or personally.
>Applicant plans to participate in a course, workshop, program, or conference, credit or non-credit, to improve his/her occupational skills.
>Applicant will submit a Continuing Education Council Grant

e. Application
Upon receipt of the check, successful applicants will submit a Grantee Responsibilities Form to the TCLC Office. (See Appendix)

f. Announcement of Awards.
Awards will be announced to the grantee or grantees no later than two weeks following the application deadlines. Awards will be announced at the Executive Committee meeting and at the Board of Directors meeting.

d. Development.
The Council shall investigate, recommend, and implement further plans for development of the Council and its funds.

IV. Corporate Sponsorship
TCLC may accept corporations that wish to support the mission of the cooperative. The Board will determine an annual fee. TCLC may provide promotional opportunities as approved by the Executive Committee.

V . Vendor Group Agreements.
Members may voluntarily participate in group agreements for services or products. Members shall be responsible for any costs attached to these agreements as specified. These agreements shall be reviewed annually by the Board or its designates. Currently, agreements are available with various product vendors as noted in the TCLC Directory.

VI. Programming Guidelines

All programs involving registration fees, speakers' honoraria, or publicity, and sponsored by any TCLC group must be approved by the TCLC Executive Committee. A "Request for Program Approval" must be submitted to the Executive Committee. All programs are expected to be self-supporting. All requests must be submitted as far in advance as possible to ensure sufficient time for review and approval.

A. Publicity/Registration
Publicity should be coordinated with the TCLC Office. All registration forms should contain the following sentence:
"Do you have special needs? If so, please specify _____________________"

B. Post-program Requirements
Send to the TCLC Office the brochure, other written material and all evaluation forms. The TCLC Coordinator reports to the Executive Committee and to the sponsoring group the details of income, expenditures and evaluations.

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