1. ETHOS
The organisation seeks to be one which speaks for its members and is properly representative of their views; this will only operate with two way acceptance of responsibility and authority.
2. AIM
The aim of the Council is to act as an independent support agency to enable learning resources services to provide quality services throughout the further education sector (including sixth form colleges) in the United Kingdom and Ireland.
3. DEFINITION OF LEARNING RESOURCES SERVICES
A learning resources service can be defined in this context as being a discrete service that is recognised by the college to contain any or all of the following elements (listed in order of importance): library or learning resource centre (or similar name), resource-based learning, flexible learning and similar learning workshop, information technology and computer centre, study centre, audio-visual and reprographic facilities, and similar cross-college centres to enable learning.
4. FUNCTION
4.1 CoLRiC will support colleges by talking, negotiating, pressuring and building confidence between college learning resource services and appropriate organisations, and by being instrumental in helping to set standards of provision which will be validated.
4.2 CoLRiC will also put on conferences and courses on subjects of relevance to members of CoLRiC.
5. MEMBERSHIP
5.1 Membership of the Council is open to all Further Education institutions (including sixth form colleges) in the United Kingdom and Ireland, as well as other relevant bodies.
5.2 Individuals may become members of CoLRiC, unless they are from colleges who are not members of CoLRiC.
5.3 The subscription rates will be set each year by the Executive Committee to operate from January of the following year.
6. EXECUTIVE COMMITTEE (EC)
6.1 The EC will consist of:
- up to 15 members drawn from institutions which are in membership of the Council, to be balanced, where possible, by type of establishment and area
- invited representatives of co-operating organisations, e.g. CILIP, CoFHE, SCONUL
- up to 3 co-opted members
- commissioned remunerated officers ex officio (currently Executive Director)
6.2 The officers of the EC shall consist of a Chairperson, Secretary and Treasurer. Additional officers may be appointed from within the EC as appropriate, e.g. newsletter editor, marketing officer, minuting secretary.
6.3 Officers must be drawn from institutions which are in membership of the Council.
6.4 All members of the EC shall have full voting rights.
6.5 Nominations to the EC: See below for elections at the AMC.
6.6 Appointment of officers:
6.61 The EC will elect/confirm its officers from within the committee on a triennial rotation, i.e. on the third anniversary of their initial appointment, at the committee meeting immediately following the AMC
6.62 Should a position fall vacant, the EC may immediately appoint a replacement officer, the appointment to be confirmed at the next committee meeting and publicised in the next issue of the Newsletter.
6.63 If deemed necessary, the EC will commission one or more individuals to carry out specific tasks. They will be remunerated, but will not be employed by the Council. Their appointment and remuneration will be confirmed by the EC in advance of the AMC and notified to the AMC each year.
6.7 Period of service:
- remunerated officers may remain in post as long as their position is confirmed by the EC.
- the period of service for elected members of the EC before re-election is normally 3 years
- co-opted members must be representatives of member institutions
- co-opted members’ appointments to be reviewed annually and continued if appropriate
6.8 Functions of the EC:
- to prepare and submit to the Annual Meeting of the Council an annual operational plan, an annual report on activities and a financial statement;
- to provide the policy steer;
- to outline strategy;
- to carry out the business of the Council as specified by the representatives of the member institutions at the AMC;
- triennially to elect from amongst its members the officers of the Council;
- to make up to three co-options as appropriate to the EC for up to one year at a time, who must be representatives of member institutions, and who shall have full voting rights;
- to set up working groups, determine their remit, membership and report back times.
- to annually appoint any paid officers, and to review and confirm their remuneration and conditions
6.9 Decisions that need to be made promptly may be delegated to the Chairperson, Treasurer and Secretary.
7. ANNUAL MEETING OF THE COUNCIL (AMC)
7.1 Preliminaries:
- one voting representative from each of the subscribing institutions (institutions should appoint the delegate/ representative), plus observers from within the Council's
- member institutions and from other interested parties, may be present
- the chair of the AMC to be a member of the EC;
- all agenda items for the AMC must be presented to the secretary of the EC at least two months prior to the meeting;
- the AMC will be advertised to the whole membership, which will include a request for nominations to the Executive Committee, at least 3 months before the AMC
7.2 Nominations to the EC:
- members may nominate members for election to the EC provided that each nomination has a proposer and seconder and the prior consent of the nominee has been obtained
- nominations should be in writing and be sent to the Executive Director at least two months prior to the AMC
- nominations will be published in the CoLRiC Newsletter one month before the AMC
- nominated candidates and existing officers whose period of service is at an end but who wish to remain in post should submit a brief profile which will be published in the
- CoLRiC Newsletter, using a template available from the Executive Director, one month before the AMC.
7.3 Elections to the EC:
- an election will be held, by postal ballot or equivalent before the AMC, and results announced at the AMC, if there are more candidates than places on the EC
the chairperson of the AMC will have a casting vote to resolve any ties - if nominations have been received and there is space on the committee, an election is unnecessary
- new members of the EC will begin their term of service on election
- co-options may occur at any time of year. They should be announced in the next issue of the newsletter, together with a brief profile (see above)
7.4 Functions of the AMC:
to meet annually for the following purposes:
- to receive the results of any election and confirm the members of the EC to carry out the business on its behalf (triennial rotating cycle);
- to approve the appointment of paid officers and support of the Council (when needed/funded);
- to receive and approve the annual report and financial statement from the EC;
- to approve policy, strategy and budget formulated by the EC - to oversee and approve the carrying out of duties as laid down upon the Council by the constitution
- to receive information on working groups' terms of reference and membership
- to amend the Council's constitution when necessary
8. AMENDMENTS TO THE CONSTITUTION
The constitution and rules may be amended by motion approved by not less than 50% + 1 of the members present at the AMC.
Amended 2006