This is a cooperative statement among the libraries, archives, and other units of The Church of Jesus Christ of Latter-day Saints and its affiliates as listed in Article IV. The statement is not intended to establish a legally recognized entity but rather as a means to foster greater collaboration among the participating institutions.
The name of the Consortium shall be Consortium of Church Libraries and Archives (hereafter “Consortium”).
Article II—Statement of Mission
The mission of the Consortium is to provide expanded resources and improved services to the communities served by The Church of Jesus Christ of Latter-day Saints and its affiliates. In fulfilling this mission the Consortium strives to:
- Serve the global learning needs of Church members
- Share in improved methods of discovery and delivery of library collections and services
- Save funds and reduce the cost of building collections and delivering services by leveraging resources and expertise
- Strengthen and Preserve collections in their various formats to meet changing needs
In furtherance of its mission and insofar as possible, the Consortium will:
- Establish collaborative collection development and management programs including
- licensing shared electronic resources,
- coordinating acquisition programs,
- developing collections of digital content,
- implementing common preservation programs, policies, and practices;
- Coordinate technical service programs by
- adopting and following common cataloging/metadata standards and practices,
- sharing cataloging records, authority files, and other indexing information,
- leveraging staff expertise;
- Implement cooperative public service programs such as interlibrary loan, onsite checkout, e-reference, knowledge management, user education, and other joint ventures that facilitate patron access to information;
- Support member human resource programs by sponsoring training initiatives, sharing employees with critical expertise and promoting the hiring and retention of well qualified employees.
- Develop, enhance, and maintain the technological infrastructure necessary to support Consortium programs by
- licensing or jointly developing common, interoperable software tools,
- maximizing server, storage, and network capacity to the benefit of all members including, when appropriate, development of shared infrastructure,
- leveraging staff technical expertise from all participating institutions,
- distributing technical support responsibilities among members as broadly as possible;
- providing staffing and/or funding for joint development projects when appropriate.
- Coordinate use of physical library space from a consortium perspective and in such a way that each member is better able to fulfill its unique institutional mission.
- Coordinate and share rights management and related copyright information keeping members current and uniform in copyright compliance.
Article IV—Current Members
The Consortium is composed of the following libraries and archives of The Church of Jesus Christ of Latter-day Saints and its affiliates:
- Harold B. Lee Library at Brigham Young University (hereafter “Lee Library”), including the BYU Salt Lake Center Library and other branches
- Howard W. Hunter Law Library of the J. Reuben Clark Law School at Brigham Young University
- Joseph F. Smith Library at BYU-Hawaii
- David O. McKay Library at BYU-Idaho
- LDS Business College Library
- BYU Copyright Licensing Office
- Church History Department
- Seminaries and Institutes of Religion
- Visual Resources Library, Publications Services Department
- Gospel Library, lds.org, Curriculum Department
Article V—Membership Benefits
- Each member may participate in all Consortium activities and will be entitled to access all resources and services provided by the Consortium subject to license agreements.
- When possible, each member shall have the right to participate in Consortium product purchase agreements.
- Patrons who are authorized to borrow materials from a member library shall have the right to obtain materials from other members through either onsite checkout or interlibrary loan subject to local restrictions and lending policies.
- Each member may take advantage of Consortium human resource programs including those related to hiring, training, and staff exchanges.
- Each member shall have access to Consortium training resources that assist employees in staying abreast of library/archival best practices and technological advances.
Article VI-Governance and Responsibilities
- Executive Council – The business and affairs of the Consortium shall be governed by an Executive Council (hereafter “the Council”) consisting of the director, or appointed representative, from each member. It is their responsibility to communicate information and action items to the appropriate individuals within their institutions.
- Executive Council Chair – The Executive Council Chair is responsible for overall Consortium planning and management as well as conducting the semi-annual Consortium meetings and regular audio/video conferences of the Council. The Chair serves a one-year term immediately following his/her year of service as the Vice-Chair. The Executive Council Chair is also responsible for appointing an Executive Secretary to serve during their term.
- Executive Council Vice-Chair – The Executive Council Vice-Chair is responsible for assisting the Chair in all of his/her responsibilities and for conducting meetings and audio/video conferences in the absence of the Chair. This position is also responsible for creating and distributing newsletters, tracking the progress of projects, and ensuring that action items are completed. The Vice-Chair serves a one-year term followed by a year of service as the Chair.
- The Chair and Vice-Chair are appointed annually by the Council
- Executive Secretary – The Executive Secretary serves as a non-voting member of the Council and is responsible for recording the minutes of Council and Consortium meetings and assisting the Chair and Vice-Chair in conducting Consortium business. The Executive Secretary is appointed by the Executive Chair and serves a one year term, but may serve more than once. The appointment typically rotates between academic and departmental libraries.
- Communications Assistant – BYU hosts the communication tool so this position is typically an employee of BYU. This position is a non-voting member of the Executive Council. Responsibilities include support for the Executive Committee, maintaining and updating the communication tool, including posting minutes, newsletters, and other pertinent CCLA information on a regular basis. This position will rotate as needed.
- Fiscal Agent – The Fiscal Agent serves as a non-voting ex officio member of the Council and is responsible for disbursing funds, managing budgets, and issuing financial reports. The Controller of the Lee Library acts as the Fiscal Agent.
- Governance of the Council shall be by a simple majority of votes of those institutions present at the time of the vote so long as there are at least fifty percent of the members present. Each Consortium member shall have one vote even if that member has multiple representatives serving on the Council.
- BYU submits regular reports to the CES Shared Services Advisory Committee and other appropriate administrators and administrative councils of the Church.
- Each member of the Consortium will report through its respective administrative line.
- In the event an unresolved impasse occurs or issue arises beyond the intended scope of this document, each member shall refer such matter to its respective line of authority.
Article VII-Committees and Task Forces
- Committees and task forces are formed at the discretion of the Council. Committees monitor the effectiveness of Consortium programs and activities, seek solutions to common problems, recommend initiatives for improving the Consortium, and implement approved recommendations. Task forces complete specific assignments from the Council and typically serve for no more than two years.
- Committee and task force charges and objectives will be established by the Council with input from each respective committee and/or task force.
- Membership in each committee and task force is based on appointment by the Council and includes an individual from each member where possible. Terms of service will be for a period deemed appropriate by the Council. The Council will also appoint committee and task force chairs based on recommendations from the committee or task force.
- This Consortium is not intended as a profit-making organization, nor is it funded with the expectation of making a profit. The Consortium shall use its funds only for objects and purposes specified and as provided by its sponsor, The Church of Jesus Christ of Latter-day Saints.
- Two consortium budgets exist to support activities that help fulfill the mission of the Consortium and assist each member in meeting its unique institutional responsibilities.
- Supplies and travel budget: The Consortium supplies and travel budget resides with the BYU Lee Library, but is managed by the Council. It is used to support interlibrary loan activities, training needs, and travel between member libraries or to meetings sponsored by the Consortium. It may also be used for other purposes as approved by the Executive Council.
- Collection development budget: The Consortium collection development budget resides with the BYU Lee Library, but is managed by the Academic Sub-Committee of the CCLA Collection Development Committee. Funds from this account supplement the institutional collection budgets of BYU-Hawaii, BYU-Idaho, and LDS Business College for cooperative acquisition of electronic resources licensed for their use. When other member libraries choose to become part of such license agreements, they must use funds from their institutional collection budget to pay for their portion of the shared subscription.
- Members may choose to take advantage of shared technical infrastructure and enterprise level software licenses. Doing so may involve a local commitment of additional financial, operational, infrastructure, or staff resources.
- The Fiscal Officer shall be responsible for handling financial matters relating to the Consortium, shall keep an account of all funds received and expended for use of the Consortium, and shall make disbursements as authorized by the Council.
- The Fiscal Officer will present quarterly financial reports to the Council with a final report at the end of each fiscal year.
- One FTE position, which resides organizationally in the BYU Lee Library, has been provided by the Church to support Consortium operations.
- To ensure that no member carries an undue burden in supporting Consortium operations, every effort will be made to balance fulfillment of Consortium operational responsibilities among all member libraries.
Article IX-Independence of Members
- It is understood by members that the collaborative programs and activities of the Consortium are subordinate to, and may not contradict, the policies and practices of any member of the college, university or department they serve.
- It is also understood that the members of the Consortium are not prohibited from entering into any other agreements or relationships with other libraries, library consortia, professional associations or other entities pertaining to the purposes identified in this Cooperative Statement.
- The members agree that this statement will remain effective until the parties agree to modify or terminate the statement. In the absence of other significant personnel or organizational changes, it is recommended this statement be reviewed every five (5) years.
- Any member may elect to terminate its membership in the consortium at any time.
- Nothing in this statement shall be construed to create an agency, partnership, or joint venture relationship between the members.
ARTICLE X-AMENDMENTS TO COOPERATIVE STATEMENT
This Cooperative Statement may be amended or repealed, in whole or in part, by a majority vote of the Council at any duly organized meeting of the Council so long as there are at least 50 percent of the members present. Such amendments will also receive the necessary approval from the CES Shared Services Advisory Committee and other appropriate Church administrative units.