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Administrative Council (AC): 

The primary advisory group to SCLS staff and the SCLS Board.  This body determines course of action concerning major issues, receives reports from the committees, makes planning recommendations, and recommends annual budget, plan, and services priorities.  Includes 10 library members with a total of 13 votes and non-voting SCLS staff.  Creates working groups for issues not covered by other committees, including any necessary for SCLS consultant services.

Delivery Committee (DC): 

Focuses on the SCLS Delivery Service.  This body serves as a forum for discussion and first-level decision-making concerning delivery.  Oversees planning, determines procedures, makes recommendations concerning policy and budget, and creates working groups for delivery issues.  Includes 10 library members and non-voting SCLS staff.

ILS Committee (IC): 

Focuses on the shared integrated library system (ILS).  This body oversees the software development and implementation and maintenance of the ILS.  It serves as a forum for discussion and first-level decision-making concerning the ILS.  Oversees planning, determines procedures, makes recommendations concerning policy and budget, and creates working groups for ILS issues.  Includes 9 library members and non-voting SCLS staff.

Technology Committee (TC): 

Focuses on library technology infrastructure and services.  This body oversees technology projects and schedules.  It serves as a forum for discussion and first-level decision-making concerning technology.  Oversees planning, determines procedures, makes recommendations concerning policy and budget, and creates working groups for technology issues.  Includes 10 library members and non-voting SCLS staff.

Philosophy:

One of the goals of the governance structure is to solve problems at the committee level.  If a solution is within existing policy and budget, committees are charged to make appropriate decisions and report these decisions to the Administrative Council (AC).  If a solution is controversial, needs additional resources, or involves multiple committees, then it will be referred to the AC as an action item.

Members of the AC and committees have voice and vote.  They are able to speak at meetings and vote on action items.  SCLS does not vote, but has voice and recommendation.  SCLS speaks at meetings, and, for all decisions, SCLS makes a recommendation.   Individuals without an elected seat have voice per agenda but no vote.  They have the right to attend meetings, and every agenda will include the opportunity to request to address the body.   All SCLS member libraries have the right to make proposals and appeal any decision to the AC (for committee decisions) or the SCLS Board (for AC decisions).  The decision of the SCLS board is final.

Role of committees in setting fees and budgets:

Each committee (DC, IC, and TC) will make recommendations to SCLS staff concerning the annual budget.  The SCLS Director will propose costs and member fees to the AC based on the recommendations of the committees and staff.  The costs and member fees will be recommended by the AC at the All-Directors meeting.  All directors will have the detailed fee recommendation at least two weeks in advance of the All-Directors meeting so there is time to review the proposal.  The recommended costs and member fees will be used by the SCLS Director to prepare the SCLS system annual budget.  The complete budget will be recommended by the AC before it is submitted to the SCLS Board and the Department of Public Instruction.

Evaluation:

The AC will review the governance structure as a regular part of the annual SCLS planning process, and will recommend changes to the structure if appropriate.  The AC will seek feedback from SCLS member libraries as part of this review process.   However, feedback will be welcomed and reviewed by the AC throughout the year, though changes may not be implemented until the time of the yearly review.  Any changes recommended by the AC must be codified in the SCLS Board Bylaws, and must be approved by the SCLS Board Bylaws Committee and the complete SCLS Board before going into effect.

For more information about Governance, contact Martha Van Pelt, SCLS Director.

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