CONSTITUTION OF THE COMMITTEE OF HIGHER EDUCATION LIBRARIANS IN SOUTH AFRICA
1. Name
The name of the organization shall be the Committee of Higher Education Libraries in South Africa. Herein after referred to as CHELSA.
2. Vision
Transforming existing library practices to respond to the existing and new realities and laying the foundation for the development of a learning society.
3. Mission
CHELSA strives through visionary and visible transformational leadership to ensure that the Higher Education sector is provided with optimal access to information for the purpose of learning, teaching, research and community development. CHELSA will support knowledge management practices in academic and research libraries.
4. Aims and Objectives
To improve library and information services for Higher Education and research in South Africa by.
4.1 Promoting the role of libraries in Higher Education.
4.2 Fostering academic and research librarianship through partnership
4.3 Developing information access policies for university libraries.
4.4 Enhancing the use of technology within the Higher Education library environment.
4.5 Developing an active quality assistance programme for Higher Education libraries.
4.6 Establishing human resources development programmes.
4.7 Transforming the Higher Education Library and Information Services in terms of their fitness for purpose in a new era.
4.8 Ensure that all university/libraries participate and contribute to community based service.
5. Income, Finance and Assets
5.1 CHELSA will raise funds through sponsorships, donations, bequests and fund raising.
5.2 All members are required to pay a subscription fee as determined by the committee.
5.3 It will maintain accurate records of all funds.
5.4 No payment shall be made to any member of the Committee except to defray costs incurred.
5.5. All assets shall be held in the name of the committee and no individual shall have any rights over it.
5.6 All funds shall be banked and any investments will only be made after a proper process of consultation with committee members and the bank.
6. Membership and General Meetings
Membership shall be open to the Heads of University Libraries in South Africa. The Committee meets twice annually. Under unusual circumstances or for a special purpose the committee could meet more than twice in a year.
Heads of University Libraries are invited to attend the meeting of which each University Library is represented by the Head of the Library or an alternate. The principle of inclusivity should prevail.
The committee will have a Special General Meeting once in two years, at which office bearers will be elected by the membership, policies will be set, and amendments to the constitution and resolutions adopted. The founding members will call the first meeting.
All audited statements will be submitted on an annual basis. The Treasurer should submit a financial report at each meeting.
7. The Executive Committee
Members of the Executive Committee are nominated and elected from within its members every two years. The Executive Committee consists of 6 members all of whom are heads of university libraries. Members of the committee nominate and elect the following:
- Chairperson of the Executive Committee
- Chair-elect of the Executive Committee
- Secretary of the Executive Committee.
- Treasurer of the Executive Committee
- Two additional members
Specific portfolios may be assigned to the additional members, depending on the needs and requirements during their term of office.
If for some reason the office of Chairperson becomes vacant, the Chair -elect. automatically becomes Chairperson of the Executive Committee.
All other vacancies are filled by means of nomination and election. However if a vacancy occurs within a 6 month period prior to an election then the Executive Committee should function as a 5 member committee until elections are held.
The Executive Committee as the governing body of the Committee directs the affairs of the Committee. The Executive Committee:
i) Acts for the Committee and makes decisions on matters that:
a) Require action before the next Committee meeting.
b) Have been specifically delegated to it by the Committee.
c) Affect the budget and require immediate action.
ii) Acts for the Committee in the implementation and administration of policies and programmes, and makes recommendations to the committee on matters of policy and operation.
iii) Reviews Committee activities and programmes in recommended priorities.
iv) Acts for the Committee in terms of Financial Management
(v) Co-ops members as and when required
The Executive Committee meets at least four times a year.
7.1 Functions of the Chairperson, Chair-elect, Secretary and Treasurer
-
The Chairperson shall preside over all meetings;
-
Ensure that agendas are prepared in consultation with the Secretary;
-
Act as a signatory to the financial account of the Committee;
-
Ensure that the aims objectives, vision and mission of the Committee are not compromised
-
The Chair-elect shall preside over meetings in the absence the Chairperson
-
Provide advice and support to the Chairperson
-
Act as the member of the executive
-
The Secretary will keep minutes of meetings and of the General meetings.
-
Circularize all members.
-
Administer correspondence and office records;
-
Prepare agendas in consultation with the Chairperson.
-
The Secretary shall be one of the signatories to the account.
-
The Treasurer will keep all accounts of the Committee;
-
Bank all funds received;
-
Maintain an inventory of all assets acquired by the Committee;
-
Keep all records and statements;
-
Prepare financial statements and have the records audited annually
-
Be a signatory to the account.
7.2 Task Teams
Both the Committee and the Executive Committee have the power to establish ad hoc Task Groups as and when required. Task Teams communicates electronically, meets as deemed necessary and submits reports to the Executive Committee. They shall be disbanded when projects are completed.
8. Decision-making
8.1 All policy decisions shall be made by the Committee through resolutions.
8.2 Day-to-day decisions may be made by the Executive Committee.
8.3 All expenditure must be approved by the Executive.
8.4 The voting will be guided by the principle of a simple majority with no casting votes.
9. Amendments
All amendments to this constitution shall be affected at the Special General Meeting. All amendments can only be passed by means of a resolution supported by two thirds of the members. All proposed amendments must be circulated at least 30 days before the meeting.
10. Dissolution
The Committee may be dissolved by the members as prescribed in the Memorandum of Understanding.
Constitution approved by CHELSA: date
Edited: March 2009