Cascade Alliance Bylaws
Adopted by Council on April 2, 2003 and amended
on April 8, 2004 and March 2, 2007.
These Bylaws are based upon the Memorandum of Understanding for the Orbis
Cascade Alliance, signed by all parties. That document represents authoritative
and binding obligations, expectations, and regulations on the part of all
parties, and these Bylaws are intended merely to clarify and illustrate certain
details included in the Memorandum. It is acknowledged by all parties that the
terms of the Memorandum are the ultimate authority in any question relating to
the governance or functioning of the consortium, and in no event may Bylaws be
created which violate, supersede, or compromise the terms of the Memorandum.
ARTICLE I: Mission
- These bylaws are based on the Memorandum of Understanding signed by all parties and intended to advance the mission of the Orbis Cascade Alliance.
ARTICLE II: Membership
- Adding member institutions.
The Council reviews for approval all requests for membership, and may accept a request by two-thirds vote of the members present.
- Expulsion. Membership in the Orbis Cascade Alliance can be terminated by the Council
upon breach of duties as stated in the Memorandum or Bylaws. The
Consortium may charge the costs of removal to the institution.
- Member institution
withdrawal. Any member institution can, at its discretion,
withdraw from the Orbis Cascade Alliance. Membership withdrawal will be
effective 180 days after written notice. The Consortium may charge the
costs of withdrawal to the withdrawing institution.
- Dissolution. In the
event of the dissolution of the organization, all assets will be
distributed to institutions that are members at the time of dissolution,
in amounts to be determined by the Council.
ARTICLE III: Governance
- Governing board. The
Orbis Cascade Alliance is governed by a board of representatives from each
member institution. That board, called the Orbis Cascade Alliance Council,
includes voting members and non-voting ex officio members. Library directors
of the member institutions are voting members. The Orbis Cascade Alliance
management staff participate as non-voting ex officio members.
- Conduct of Business. The Orbis Cascade Alliance Council shall consider all matters and devise
all policies necessary or desirable for the operation of the consortium
and shall enforce and uphold and implement appropriate rules and
procedures with exclusive authority over all matters not reserved to the
authority of the member institution's administration or to the individual
libraries in the Memorandum.
- Parliamentary authority.
Robert's Rules of Order, Newly Revised, 1981, will be used in the conduct
- Election of officers.
The Council shall annually elect a Chair-Elect and two of four
Members-at-Large, for a term beginning July 1 and ending June 30.
The Chair-Elect serves three years as Chair-Elect, Chair, and Past
Chair. Each Member-at-Large serves a two-year term. In the
event of a vacancy on the Executive Committee, Council may elect any
eligible Council member to fill the seat.
- Chairperson. The Chair
shall be responsible for the orderly conduct of each meeting. The Chair
may refer issues for decision to Council by electronic means; the rules
for quorum and voting at meetings apply. The Chair, or anyone designated
by the Chair, may represent the Orbis Cascade Alliance at conferences,
meetings of other organizations, and other events.
ARTICLE IV: Council meetings
- Time and place. Council will meet a minimum of once each year to approve a budget, action plan, and Council meeting schedule. Regular meetings shall be held according to a schedule proposed in advance by Executive Committee. A special meeting of the member
institutions may be called at any time by the Orbis Cascade Alliance
Council chairperson or a majority of the Council members. At least five
days prior to the date fixed for the holding of any Council meeting,
notice shall be sent via electronic mail or U.S. Postal Service notifying
members of time, place and information concerning the meeting.
- Quorum. Presence
in person or by remote communication of members representing two
thirds of the voting rights of this consortium shall constitute a quorum
at any meeting of the member institutions.
- Who is entitled to vote. Every person participating in the meeting as a voting member or designated
proxy is entitled to vote on all matters. Each member institution shall
have one vote: the Director or Director designee, acting as proxy, from
each member institution. The proxy may attend meetings and vote, under the
direction and authority of the Council member and with approval of Council
Chair, for no more than one year. Proxy participation and voting for more
than a year must be approved by Council.
- Majority constitutes the
vote. When a quorum is present, the vote of the majority of the
members at such a meeting shall be the vote of the Orbis Cascade Alliance
Council, unless a greater vote is required by the Memorandum or by these
ARTICLE V: Committees
- Council Executive
Committee. The Executive Committee is composed of the Chair,
Chair-Elect, Past Chair, and four Members-at-Large. The Committee is
advisory to the Chair and to the Council on scheduling agenda topics, and
preparing recommendations and information for Council review and action.
The Committee is authorized to act on Council's behalf on any urgent
matter requiring Council approval, unless a regular or special meeting is
scheduled to take place within 48 hours.
- Other committees. The
Orbis Cascade Alliance Council shall establish or dissolve other permanent
or ad-hoc advisory groups as needed. Unless otherwise indicated at the
time of creation, the Council shall establish the charge; membership
composition, method and length of appointment; and selection of chair.
ARTICLE VI: Union Catalog, Resource Sharing, Projects and Services
- Quality and standards.
Member libraries will contribute full cataloging records in compliance
with MARC format, using AACR2 guidelines and standards, and follow any
other policies adopted by the consortium for full or brief records. The
members will strive for the best possible quality for the union catalog,
and to this end agree to cooperatively resolve quality issues for
individual records and for local practices affecting the union catalog.
- Contribution, display, and
merging of bibliographic records. Member libraries contribute
records to the union catalog according to the Contribution and Display
- Removal of data. When a member library is expelled or chooses to withdraw from the union
catalog, that member library is directly responsible for all costs
associated with the removal of its data from the central system.
ARTICLE VII: Relationship to host institution
- The University of Oregon
shall serve as the business agent for the Orbis Cascade Alliance and shall
provide administrative and technical support for the Consortium as
described in the Memorandum of Understanding. Designated funds will be
deposited in an interest bearing account. The University will charge the
Orbis Cascade Alliance a reasonable administrative fee, at a rate
specified in a signed agreement between the Orbis Cascade Alliance and the
ARTICLE VIII: Financial matters
- Budget. The fiscal
year is July 1 through June 30. Each spring the Council adopts a budget
for the coming fiscal year. To facilitate budget planning at the member
institutions, each Fall the Council reviews and adopts a planning budget
for the next fiscal year.
- Membership dues and other
fees. Annual membership dues, as set by the adopted budget, are billed
to the member institutions at the beginning of the fiscal year, and are
due within 30 days, unless another payment schedule is agreed to by the
Orbis Cascade Alliance and the member institution. Other fees, if any, are
due within 30 days or on a schedule agreed to by the parties.
ARTICLE IX: Amendments of Bylaws
- These Bylaws may be amended
by a two-thirds vote of the members present at any regular or special
meeting of the Orbis Cascade Alliance Council (vote may be submitted in
writing). Notice and proposed changes or amendments must be submitted in
writing to each member at least fourteen days in advance of the scheduled
Orbis Cascade Alliance