2014 Annual Report

The Council of Atlantic University Libraries / Conseil des bibliothèques universitaires de l’Atlantique is a collaborative partnership of 17 post-secondary libraries in Atlantic Canada.

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2014 Annual Report of

The Council of Atlantic University Libraries /

Conseil des bibliothèques universitaires de l’Atlantique

Report Contents

Message from the Chair ........................................................................................................................................... 2

About the Organization: Mission, Members and Governance .................................................................. 2

Committees ................................................................................................................................................................... 3

Events ............................................................................................................................................................................. 5

Accomplishments and Highlights ........................................................................................................................ 5

Finances ......................................................................................................................................................................... 6

Digital Licensing ......................................................................................................................................................... 7

Appendices

A. Strategic Plan Update ..............................................................................................................................

B. CAUL-CBUA By-Laws ...............................................................................................................................

C. Strategic Plan 2014-2016 ......................................................................................................................

Distributed January 2015

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ABOUT CAUL-CBUA

Purpose

The purpose of CAUL-CBUA is to enhance

university education, research and

scholarly communication in the region

by:

strengthening library collections;

fostering cooperation and resource

sharing;

coordinating library services among

AAU institutions;

improving the delivery of

information services;

providing for regular discussion of

matters of inter-institutional interest;

advising AAU, as appropriate.

Governance

As of July 2014, CAUL-CBUA is governed by the Canada Not-for-profit Corporations Act. The

approved By-Laws are available as an appendix in this report.

Member Institutions & Board Representation

INSTITUTION LOCATION BOARD REPRESENTATIVE

Acadia University Wolfville, NS Smith, Ann Atlantic School of Theology Halifax, NS Martel, Robert Cape Breton University Sydney, NS Bethke, Shawn Dalhousie University Halifax, NS Bourne-Tyson, Donna Memorial University of Newfoundland St. John’s, NL Busby, Lorraine Mount Allison University Sackville, NB Truitt, Marc (Vice-Chair) Mount Saint Vincent University Halifax, NS Harrison, Tanja (Outgoing Treasurer) Nova Scotia Community College Halifax, NS Stewart, Andrea NSCAD University Halifax, NS Young, Rebecca Saint Mary’s University Halifax, NS DeYoung, Marie (Past Chair) St. Francis Xavier University Antigonish, NS Cameron, Susan Université de Moncton Moncton, NB Brideau, Marthe (Incoming Treasurer) Université Sainte-Anne Pointe-de-l’Église, NS Maher, Pamela University of King’s College Halifax, NS Tymczyszyn, Tasya University of New Brunswick, Fred Fredericton, NB Balcom, Lesley University of New Brunswick, SJ Saint John, NB Keiller, Karen (Chair) University of Prince Edward Island Charlottetown, PE Leggott, Mark

MESSAGE FROM THE CHAIR

This has been an eventful year in the life of CAUL-

CBUA: our new manager started in May 2014, we

passed our Strategic Plan and transitioned to the new

legislation for non-profit organizations. Even more

significant is the work of the directors and librarians at

our organizations that moves us forward to take on

new challenges and seize new opportunities.

The next year will see CAUL-CBUA provide

leadership in open textbooks initiatives, develop a

strategy for managing last print copy in the region and

help our institutions manage digital research

repositories. I want to thank our Manager, Kathryn

Reddy, the Executive, the Board and all the members of

our working committees for contributing to our

mission!

Karen Keiller, Chair

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COMMITTEES Below is a current list of the CAUL-CBUA committees and committee members, as of the 2014

Annual General Meeting.

Audit Committee

The Audit Committee assists the Board by reviewing and making recommendations regarding financial information and the internal audit processes. Voting Members: Chris Callbeck (UNBSJ); Marc Truitt (MtA); Shawn Bethke (CBU). Non-Voting Members: Cynthia Magdy (ISI); Kathryn Reddy (Manager); Marthe Brideau (UdeM). Board of Directors The Board of Directors consists of one representative elected from each CAUL-CBUA member library. Refer to page 2 of this report for a list of Directors. Collaborative Research and Innovation Grant Award Committee The Collaborative Research and Innovation Grant Award Committee administers CAUL-CBUA's annual Collaborative Research and Innovation Grants. Members: Laura Syms (CBU); Marie DeYoung, Chair (SMU); Marthe Brideau (UdeM). Collections Committee The CAUL-CBUA Collections Committee supports CAUL-CBUA initiatives by evaluating collections opportunities, exploring emerging trends in library collections, and advising the CAUL-CBUA Manager in matters of digital licensing. Members: Denise Parrott (NSCC); Dianne Keeping (MUN); Heather MacFayden (DAL); Jennifer Richard, Chair (ACA); Kathryn Reddy (Manager); Melissa Belvadi (UPEI); Nathalie Parent (UdeM); Peter Webster (SMU); Susan Cameron (StFX). Communications Committee The Communications Committee serves as an advisory committee for the CAUL-CBUA Manager on communication activities within CAUL-CBUA. Members: Jennifer Richard (ACA); Kathryn Reddy (Manager); Kathryn Rose (MUN); Marc Truitt, Chair (MtA); Nicole Dixon (CBU). Copyright Committee The Copyright Committee provides guidance and support to the CAUL-CBUA community on copyright issues and offers research and advisory support to the Board of Directors in developing CAUL-CBUA copyright policy. Members: Andrea Stewart (NSCC); Ann Smith (ACA); Denyse Rodrigues (MSVU); Jason MacDonald, Chair (DAL); Jeannie Bail (MUN); Josh Dickison (UNBF); Simon Lloyd (UPEI).

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Digital Preservation and Stewardship Committee The Digital Preservation and Stewardship Committee helps to foster and advance digital preservation and stewardship amongst the members of CAUL-CBUA. Members: Creighton Barrett (DAL); David Mawhinney (MtA); Erik Moore (UNB); Mark Leggott, Chair (UPEI); Mike Beazley (ACA); Mike Nason (UNBF); Nicole Dixon (CBU); Roger Gillis (MSVU); Suzanne van den Hoogan (StFX). Document Delivery Group The CAUL-CBUA Document Delivery Group (DDG) coordinates the shared document delivery/interlibrary loan services. The DDG Administrator is Joseph Wickens from Dalhousie University. Executive Committee The Executive Committee consists of the CAUL-CBUA Chair, Vice-Chair/Chair-Elect, Past Chair, and Treasurer. Members: Karen Keiller, Chair (UNBSJ); Marc Truitt, Vice-Chair (MtA); Marie DeYoung, Past Chair (SMU); Marthe Brideau, Treasurer (UdeM). Scholarly Communications Committee The Scholarly Communications Committee provides support to the CAUL-CBUA community in open access and scholarly communications and makes recommendations to the Board of Directors for supporting these activities. Members: Ann Smith (ACA); Dawn Hooper (UPEI); Geoff Brown (DAL); Lise Brin, Chair (StFX); Mike Nason (UNBF); Victoria Volkanova (UdeM).

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EVENTS Association of College and Research Libraries (ACRL) Roadshow On May 9, 2014, the Council of Atlantic University Libraries-Conseil des bibliothèques universitaires de l’Atlantique hosted an ACRL Roadshow entitled “Scholarly Communication: From Understanding to Engagement”. The event was held on the University of New Brunswick Fredericton Campus at the Wu Centre. The roadshow was praised as an excellent opportunity for professional development. DDG Annual General Meeting The Document Delivery Group held their 2014 Annual General Meeting at Dalhousie University’s Killam Memorial Library on May 22, 2014. The meeting was well attended and feedback from the group highlighted the benefits of meeting in-person, annually. APLA 2014 Conference CAUL-CBUA hosted a breakfast at the Atlantic Provinces Library Association (APLA) 2014 Conference, held on the morning of June 4, 2014. During the breakfast, the Chair and Manager gave a brief presentation about CAUL-CBUA, highlighting recent accomplishments and committee projects. Collections Workshop In collaboration with John Teskey, the recently retired Director of Libraries at UNB Fredericton, CAUL-CBUA hosted a Collection Analysis workshop. The workshop was held during the afternoon of October 27, 2014, at the Wu Centre. Two guests from OCLC were invited to speak at the session. Cathy De Rosa, Vice President of OCLC, presented on her latest report entitled “At the Tipping Point”. Constance Malpas, a Research Scientist with OCLC, presented on “Right-scaling Stewardship: Atlantic Canadian resources in perspective”.

ACCOMPLISHMENTS & HIGHLIGHTS

A Strategic Planning Day was held in February 2014 at Saint Mary’s University. The day resulted in

an approved 2014-2016 Strategic Plan. In May 2014, CAUL-CBUA hired Kathryn Reddy as the new Manager, on a two-year contract. The Board of Directors bid a fond farewell to John Teskey, from UNBF, and Lynne Murphy, from

StFX, who retired from their positions as Library Directors in July 2014. The new CAUL-CBUA By-Laws were approved and submitted to Corporations Canada in July 2014. At the 2014 Annual General Meeting, the Board of Directors elected Marthe Brideau, from Université

de Moncton, as the CAUL-CBUA Treasurer.

During the Fall Board meeting, held on October 28, 2014, the Board of Directors approved

procedures for Board Meetings and Annual General Meetings.

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FINANCES The balance sheet for 2013-2014, as presented by the Audit Committee, indicated an increase in current cash assets due to a year-end deposit that was not transferred to ISI prior to the end of the fiscal year. Also, as a result of the CAUL-CBUA Manager position vacancy, there was an increase in member net assets and a decrease in office expenses. Annual special projects costs included the final website redesign payment and costs associated with the strategic planning meeting. Deloitte was hired to conduct a full scope audit. The company identified two significant risks: revenue recognition and management override of controls. Deloitte concluded that satisfactory procedures were in place to avoid both significant risks. Overall, there were no difficulties encountered in this year’s audit and no growing concerns were identified. The proposed budget for 2014-2015 was balanced, and the quarterly updates reflect the proposed budget.

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DIGITAL LICENSES In 2014, digital licenses for the following products were negotiated for CAUL-CBUA members.

Product Name License Expiry

ABI Global & Research Library 31-Aug-15

AccessScience 30-Jun-15

ACM Digital Library 30-Jun-15

Actualité en revue 31-Aug-15

America: History & Life (with FT) 30-Jun-15

America National Biography (ANB) 30-Jun-15

Annual Reviews 31-Dec-14

Archaeology 31-Dec-15

Art Index 31-Jul-15

ASFA 31-Jul-15

ATLA 30-Jun-15

ATLAS 30-Jun-15

Bibliography of Native North Americans

31-May-15

Biological Abstracts 31-Dec-15

Books in Print 31-Jul-15

Britannica 30-Sep-15

CANSIM & Census 30-Apr-15

CBCA 31-May-15

CFMRC 30-Apr-15

CINAHL 31-Aug-15

Canada Info Desk 31-Dec-15

CPI.Q 31-Dec-15

Curio.ca 31-Aug-15

Dictionary of National Biography 30-Jun-15

e-Duke Journals 31-Dec-15

EconLit (with FT) 31-Aug-15

Electronic Enlightenment 30-Jun-15

Encyclopaedia Universalis 31-Dec-15

Engineering Village 14-Sept-15

ERIC 31-Aug-15

Eureka.cc 30-Jun-15

GeoRef 30-Apr-15

GeoScience World 31-Dec-15

Product Name License Expiry

Grove Art Online 30-Jun-15

Grove Music Online 30-Jun-15

Historical Abstracts (with FT) 30-Jun-15

Historical Newspapers: Globe & Mail 31-Dec-15

IEEE Online Products 29-Nov-15

Le Grand Robert 31-Mar-15

LexisNexis Academic 31-Dec-15

LexisNexis Quicklaw 31-Dec-15

MLA 30-Jun-15

News in Review 31-Aug-15

NFB Campus 31-Dec-15

Oxford Dictionaries Online 30-Jun-15

Oxford Biographies Online 30-Jun-15

Oxford English Dictionary 30-Jun-15

Oxford Language Dictionaries Online 30-Jun-15

Oxford Reference Online (ORO) 30-Jun-15

PAIS 31-May-15

Philosopher’s Index 31-Jul-15

Project MUSE 31-Dec-15

PsycARTICLES 31-Aug-15

PsycINFO 31-Aug-15

RefWorks 30-Apr-15

Scholars Portal 31-Jan-14

Science 22-Aug-15

SDA @ CHASS 30-Apr-15

Sociological Abstracts 31-May-15

SPORTDiscus 31-Aug-15

Trade Analyzer 30-Apr-15

Ulrich’s Web 30-May-15

World Cultures 31-Dec-15

WorldCat Discovery Services / FirstSearch

30-Apr-15

WWWho 30-Jun-15

Appendix A: Strategic Plan Progress Report

Strategic Goal Committee/Individual

Involvement Project Strategy Progress

1. CollectivePurchasing

Collections Committee & CAUL-CBUA Manager

Communicating renewals and product licence details to CAUL- CBUA members

• Communicate details ofrenewals to the committee and via the Collections Mailing List • Potential to create space onwebsite for relaying renewal information

Ongoing

1. CollectivePurchasing

Collections Committee & CAUL-CBUA

Identify potential products for consortial licensing

• Compile a list of digitalproducts held at each institution

Ongoing

1. CollectivePurchasing

Regional and National Academic Consortia & CAUL-CBUA Manager

Identify products for licensing on a National or Regional level Discuss common concerns

• Evaluate similar/shared digitallicenses & create strategies for purchasing that will benefit all regions • Compile a list of digitalresources purchased by consortium

Ongoing

2. Communication

Communications Committee & CAUL-CBUA Manager

New Member Handout

• Inform new members aboutopportunities through CAUL-CBUA • Increase member awarenessand participation

Completed: Available on website

2. Communication

Communications Committee CAUL-CBUA Manager

Consolidating Mailing Lists

• Manage all of the mailing listsfrom one service/software Allow the Manager to control the mailing lists

New mailing lists launched; old lists archived

2. Communication

CAUL-CBUA Manager Bi-monthly Newsletter

• Inform the CAUL-CBUACommunity of news, projects, and upcoming events

Began in August 2014

3. Funding &Accountability

Board of Directors CFI Funding • Explore the possibility of aCAUL-CBUA collaborative project to propose for CFI Funding

Manager attended Consultation Session - notes distributed

3. Funding &Accountability

Collaborative Research & Innovation Grant Award Committee

Award 2014 Grant • Call for proposals wasannounced mid-August; deadline extended until October 15

2014 Grant was unawarded due to lack of suitable applications

Appendix A

Strategic Plan Progress Report

Strategic Goal Committee/Individual

Involvement Project Strategy Progress

4. OpenTextbooks / Open Educational Resources

Executive Committee & CAUL-CBUA Manager

Arrange a workshop on Open Textbooks to coincide with the Winter 2015 Board meeting

• Raise awareness of OpenTextbooks among CAUL-CBUA Members

Planning Stages

5. ProfessionalDevelopment

John Teskey (UNBF) Collection Analysis Session

• Half-day session held at UNBF• Speakers Cathy De Rosa &Constance Malpas

Held on October 27, 2014

5. ProfessionalDevelopment

CAUL-CBUA Manager Arrange product webinars

• Provide additional informationon new products and product enhancements • Eureka.cc workshops & ABIInform Webinars

Ongoing

6. Preservation& Digital Collections

Last Copy Working Group Lead: Melissa Belvadi (UPEI)

Last Copy Proposal

• Develop, implement, andmaintain a system to coordinate weeding of print serials; one library commits to keeping a specified run to maintain a “last copy” within the Atlantic region.

Planning Stage

6. Preservation& Digital Collections

DPSC Evaluating preservation techniques

• Coordinating preservationefforts on a National level with LAC

Recommendations to be included in Spring 2015 report

7. ResearchData Management

DPSC Lead: Mark Leggott (UPEI)

Evaluate Research data management tools

• Review current research datamanagement surveys Establish requirements for new services • Provide recommendations formembers

Survey Complete; Analysis will be included in the committee's report (Spring 2015)

8. ResourceSharing

Copyright Committee List of member institution policies & guidelines

• Link to individual copyrightpolicies and guidelines are compiled on a page on the CAUL- CBUA website, to allow easy access for members

Completed

8. ResourceSharing

Copyright Committee Leads: Josh Dickison (UNBF) & Simon Lloyd (UPEI)

Checklist of considerations for model licenses

• Provide a list of considerationsand questions for Librarians to review before signing a model license agreement

Collecting Information

8. ResourceSharing

Copyright Committee Lead: Denyse Rodrigues (MSVU)

Copyright Literacy Training Videos

• Film a series of videos aboutcopyright issues, to inform library staff & students.

Planning Stages

•

Appendix A

Strategic Plan Progress Report

Strategic Goal Committee/Individual

Involvement Project Strategy Progress

8. ResourceSharing

DPSC List of obsolete format resources

• List of resources used formedia in obsolete formats, divided by region.

Completed; available on website

8. ResourceSharing

Scholarly Communications Committee Lead: Mike Nason (UNBJ)

Scholarly Communications resources site

• Github site for individuals toupload information and resources that are relevant to Scholarly Communications. Site emphasizes the sharing of information. policies, and guidelines.

Compiling resources

9. ScholarlyCommunication

Scholarly Communications Committee

List of repository options and additional information for members to provide to Faculty

• Goal to have possible optionsprepared for when Faculty asks about requirements for archiving their work. • Tri-Agency mandate isscheduled to be announced in December 2014.

Exploring repository options

9. ScholarlyCommunication

Scholarly Communications Committee Lead: Lise Brin (StFX)

Guide to evaluating Open Access publishers

• Provide guidelines forlibrarians and faculty to use to evaluate Open Access Publishers Provide a list of Open Access Publishers

List of being drafted

10. User Needs& Expectations

DPSC Research Data Management Services Survey

• Identify services currentlyavailable at Member institutions and areas for future collaboration

Survey Complete. Report to be released in March 2015

Appendix A

A by-law relating generally to the conduct

of the affairs of

Council of Atlantic University Libraries-Conseil des bibliothèques universitaires de l'Atlantique

(the "Corporation")

BE IT ENACTED as a by-law of the Corporation as follows:

SECTION 1: ADMINISTRATIVE

1.1 Definitions

In this by-law and all other by-laws of the Corporation, unless the context

otherwise requires:

"Act" means the Canada Not-For-Profit Corporations Act S.C. 2009, c.23 including the Regulations made pursuant to the Act, and any statute or regulations that may

be substituted, as amended from time to time;

"Articles" means the original or restated Articles of incorporation or Articles of

amendment, amalgamation, continuance, reorganization, arrangement or revival of the Corporation;

“Associate Member” shall have the meaning set out in section 3.1;

"Board" means the board of Directors of the Corporation;

"By-law" means this by-law and any other by-law of the Corporation as amended

and which are, from time to time, in force and effect;

“Director” means an individual elected or appointed to the Board;

“Full Member” shall have the meaning set out in section 3.1;

"Member" means each independent academic organization, which may administer one or more libraries and encompass both Full Members and Associate Members;

"Meeting of Members" is an annual meeting of members;

“Officer” means an individual appointed as an officer of the Corporation as set out

in section 7.1;

Appendix B

Appendix B

"Ordinary Resolution" means a resolution passed by a majority of not less than 50% plus 1 of the votes cast on that resolution;

"Regulations" means the regulations made under the Act, as amended, restated or in effect from time to time;

"Special Meeting of Members" includes a meeting of any class or classes of members and a special meeting of all members entitled to vote at an annual meeting of members;

"Special Resolution" means a resolution passed by a majority of not less than two-thirds (2/3) of the votes cast on that resolution.

1.2 Interpretation

Any reference in these By-laws to words in the singular shall include the plural and vice-versa, words in one gender shall include all genders, and "person" shall

include an individual, body corporate, partnership, trust and unincorporated organization.

Other than as specified above, words and expressions defined in the Act have the same meanings when used in these By-laws.

1.3 Operating Policies

Subject to the Act, the Board may adopt, amend or repeal by Ordinary Resolution such operating procedures that are not inconsistent with the By-laws relating to

such matters as the creation of working groups and committees, terms of reference of committees, duties of officers, Board code of conduct and conflict of

interest, as well as procedural and other requirements relating to the By-laws as the Board may deem appropriate from time to time. Any operating policy adopted by the Board will continue to have force and effect until amended, repealed, or replaced by a subsequent resolution of the Board.

SECTION 2: FINANCIAL

2.1 Financial Year

Unless otherwise ordered by the Board, the fiscal year end of the Corporation shall be March 31.

The Corporation shall send to the Members a copy of the annual financial statements and other documents referred to in subsection 172(1) (Annual Financial Statements) of the Act or a copy of a publication of the Corporation reproducing

Appendix B

the information contained in the documents between twenty-one (21) and sixty (60) days before the Meeting of Members is held.

2.2 Annual Financial Statements

Instead of sending the documents, the Corporation may send a summary to each

member along with a notice informing the member of the procedure for obtaining a copy of the documents themselves free of charge. The Corporation is not required to send the documents or a summary to a Member who, in writing, declines to

receive such documents.

2.3 Public Accountant and Level of Financial Review

The Corporation shall be subject to the requirements relating to appointment of a public accountant and level of financial review required by the Act.

SECTION 3: MEMBERS

3.1 Membership Conditions

Subject to the Articles, there shall be two classes of Members in the Corporation, namely, Full Members and Associate Members. The following conditions of membership shall apply:

A. Full Members

i. Full Member voting membership shall be open to institutions of the

Association of Atlantic Universities, and also such post-secondaryinstitutions with independent governance located in Atlantic Canada thatare interested in furthering the Corporation’s purposes.

ii. Institutions must apply for membership according to the Corporation’spolicies, and be admitted into Membership in the Corporation by Ordinary

Resolution of the Board or in such other manner as may be determinedby the Board.

iii. The term of membership of a Full Member shall be annual, subject to

renewal in accordance with the policies of the Corporation.iv. As set out in the Articles, each Full Member is entitled to receive notice

of, attend and vote at all Meetings of Members and each such FullMember shall be entitled to one (1) vote at such meetings.

B. Associate Members

i. The Board may approve as Associate Non-Voting Members otherindependent academic institutions which may be interested in the

purposes of the Corporation that have applied for Associate Membershipaccording to the Corporation’s policies, and have been admitted into

Appendix B

Associate Membership in the Corporation by Ordinary Resolution of the Board or in such other manner as may be determined by the Board.

ii. The term of membership of an Associate Member shall be annual, subjectto renewal in accordance with the policies of the Corporation.

iii. Shall have the right to receive notice of, to attend and to speak atMeetings of Members.

iv. Subject to the Act and the Articles, an Associate Member shall not be

entitled to vote at Meetings of the Members of the Corporation.

3.2 Membership Transferability

Neither Full nor Associate Membership shall be transferable.

3.3. Termination of Membership

A Full and/or Associate Membership in the Corporation is terminated when:

a. a Member is dissolved, liquidated, absorbed, or fails to maintain any

qualifications for membership described in the section on membershipconditions of these By-laws;

b. the Member is expelled or its Membership is otherwise terminated in

accordance with the Articles or By-laws;c. a Member withdraws from the Corporation by delivering to the Corporation a

written notice of withdrawal and lodging a copy of the same with the Chairof the Corporation. A minimum notice period of one (1) fiscal year in

advance is required;d. the Corporation is liquidated or dissolved under the Act.

Subject to approval by the Board, a request for withdrawal by a Member may be cancelled at any time.

3.4 Effect of Termination on Membership

A withdrawing or terminated Full or Associate Member shall not be entitled to any refund of any membership fees paid prior to the effective date of withdrawal but

shall remain liable for, and shall pay any assessed membership fees which have become payable prior to such date. Furthermore, a Member’s financial obligations

to the Corporation or its members may survive a Member’s withdrawal or termination from the Corporation (e.g. if so provided for by the terms of a contract or license).

3.5 Discipline of Members

The Board shall have authority to suspend or expel any Full or Associate Member from the Corporation for any one or more of the following grounds:

Appendix B

a. violating any provision of the Articles, By-laws, or written policies ofthe Corporation;

b. carrying out any conduct which may be detrimental to the Corporationas determined by the Board in its sole discretion;

c. for any other reason that the Board in its sole and absolute discretionconsiders to be reasonable, having regard to the purpose of theCorporation.

In the event that the Board determines that a Member should be expelled or

suspended from membership in the Corporation, the Chair, or such other officer as may be designated by the Board, shall provide twenty (20) days’ notice of

suspension or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The Member may make written submissions to the Chair, or such other officer as may be designated by the Board, in response to the notice

received within such twenty (20) day period. In the event that no written submissions are received by the Chair, or such other officer as may be designated

by the Board, may proceed to notify the member that the member is suspended or expelled from membership in the Corporation. If written submissions are received in accordance with this section, the Board will consider such submissions in arriving

at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The

removal of a Member of the Corporation must be sanctioned by an affirmative vote of not less than three-quarters (3/4) of the Board. The Board's decision shall be final and binding on the member, without any further right of appeal.

3.6 Special Resolution Required

Pursuant to subsection 197(1) (Fundamental Change) of the Act, a Special

Resolution of the Members is required to make any amendments to this section of the By-laws if those amendments affect membership rights and/or conditions described in paragraphs 197(1)(e), (h), (l) or (m).

SECTION 4: MEETINGS OF MEMBERS

4.1 Annual Meetings

The annual Meeting of Members shall be held at least once every calendar year and

within six (6) months of the end of the Corporation’s financial year, and not more than fifteen (15) months after holding the preceding annual meeting. Annual Meetings of Members shall be held to consider the reports of the Corporation

required by the Act to be presented at the meeting, electing Directors, reviewing the report of the public accountant and appointing the public accountants for the

ensuing year. The Members may consider and transact any business either special or general at any Meeting of Members.

Appendix B

4.2 Special Meetings

The Board shall have power to call, at any time, a Special Meeting of Members.

4.3 Members Calling a Members’ Meeting

The Board shall call a Special Meeting of Members in accordance with Section 167 of the Act, on written requisition of Members carrying not less than 5% of the

voting rights. If the Directors do not call a meeting within twenty-one (21) days of receiving the requisition, any Member who signed the requisition may call the meeting.

4.4 Notice of Members’ Meeting

Notice of the time and place of a Meeting of Members shall be given to each Member by the following means:

a. by mail, courier or personal delivery to each member entitled to vote atthe meeting, during a period of 21 to 60 days before the day on which

the meeting is to be held; orb. by telephonic, electronic or other communication facility to each Member,

during a period of 21 to 35 days before the day on which the meeting is

to be held.c. If a Member requests that the notice be given by non-electronic means,

the notice will be sent by mail, courier or personal delivery.d. For purpose of sending notice to any Member, Director or officer for any

meeting or otherwise, the address of the Member, Director or officer shallbe his last address recorded on the books of the Corporation.

Notice of any meeting where special business will be transacted shall contain sufficient information to permit the Member to form a reasoned judgement on the decision to be taken.

Pursuant to subsection 197(1) (Fundamental Change) of the Act, a Special

Resolution of the Members is required to make any amendment to the By-laws of the Corporation to change the manner of giving notice to Members entitled to vote at a Meeting of Members.

4.5 Place of Members’ Meetings

Meetings of Members shall normally be held in a location where one of the

Members is situated. If all of the Members entitled to attend such meeting so agree, a particular Meeting of Members may be held elsewhere in Canada or outside Canada.

4.6 Persons Entitled to be Present at Members' Meetings

Appendix B

The only persons entitled to be present at a Meeting of Members shall be Members, the Directors and the public accountant of the Corporation, and such other persons

who are entitled or required under any provision of the Act, Articles or By-laws of the Corporation to be present at the meeting. Any other person may be admitted

only on the invitation of the Chair of the meeting or by Ordinary Resolution of the members.

4.7 Chair of Members' Meetings

The Chairperson at Meetings of Members shall be the Chair of the Board, or in his/her absence, the Vice-Chair of the Board. In the event that the Chair of the

Board and the Vice-Chair of the Board are absent, the Members who are present and entitled to vote at the meeting shall choose one of their number to chair the meeting.

4.8 Quorum at Members' Meetings

Two-thirds (2/3) of the Members present in person and entitled to vote at a meeting will constitute a quorum for a general or special Meeting of Members. A

Member shall be considered present if a duly appointed representative of the Member is present at the Meeting of Members. If a quorum is present at the

opening of a Meeting of Members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.

4.9 Votes to Govern at Members' Meetings

Unless otherwise required by the Act or the Articles of the Corporation, questions arising at any meeting of the members shall be decided by a consensus of the

Members present at the meeting. A consensus will be considered to have been reached when no member objects to the question on the floor before the meeting. Should the chair of the meeting determine, after a reasonable effort to achieve

consensus has been made, that a consensus will not be reached regarding a particular question then the chair shall refer the question to be decided by a majority vote of the members.

Provided, however, that questions relating to any new major financial commitments requiring additional financial contribution from Members, must be sanctioned by an affirmative vote of not less than three-quarters (3/4) of all Members.

4.10 Participation by Electronic Means at Members' Meetings

If the Corporation chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of Members, any person entitled to attend such

meeting may participate in the meeting by means of such telephonic, electronic or

Appendix B

other communication facility in the manner provided by the Act. A person participating in a meeting by such means is deemed to be present at the meeting.

Notwithstanding any other provision of this By-law, any person participating in a meeting of Members pursuant to this section who is entitled to vote at that

meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Corporation has made available for that purpose.

4.11 Members' Meeting Held Entirely by Electronic Means

If the Directors or Members of the Corporation call a Meeting of Members pursuant

to the Act, those Directors or Members, as the case may be, may determine that the meeting shall be held, in accordance with the Act and the Regulations, entirely

by means of a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting,

and may ratify, approve and confirm any or all proceedings taken thereat.

SECTION 5: DIRECTORS

5.1 Number of Directors

The Board shall consist of the number of Directors specified in the Articles. If the

Articles provide for a minimum and maximum number of Directors, the Board shall be comprised of the fixed number of Directors as determined from time to time by the Members by Ordinary Resolution or, if the Ordinary Resolution empowers the

Directors to determine the number, by Resolution of the Board.

5.2 Composition of the Board

The Board shall be comprised of one (1) Director from each Full Member Institution.

5.3 Qualifications of Directors

In addition to the qualifications for Directors set out in the Act, only those individuals who are the chief administrative officer (e.g., Library Director,

University Librarian, Dean of Libraries, Library Chair, Head Librarian) of a Full Member Library are eligible to be elected as Directors of the Corporation.

5.4 Term of Office of Directors

Directors shall be elected to hold office for a term expiring not later than the close of the second (2nd) annual Meeting of Members following their election. Directors

whose terms have expired shall be eligible for re-election.

Appendix B

Election of Directors

5.5 Election Oversight

Annually, the Executive Committee shall appoint a staff member of the Corporation

to act as Chief Returning Officer (CRO). In the event the Corporation is without a staff member able to undertake the role, the Board may agree by written resolution to appoint a third party to oversee the elections.

5.6 Nominations

Before the notice of the annual Meeting of Members is sent, the CRO shall:

a. Determine the number of Directors to be elected, in order to comply withthe composition of the Board as set out in Article 4.2.

b. Seek, in writing, nominations from Members needing representation.

Nominations must be accompanied by a notice of consent.c. Prepare the ballots listing all candidates.

5.7 Elections

a. No later than sixty (60) days before the annual Meeting of Members,the CRO shall distribute the ballots to voting Members. Ballots may be

electronic and/or distributed electronically.b. Each voting member shall receive one ballot and be eligible to

exercise one vote.c. Ballots shall be submitted to the CRO no later than 30 days before the

Meeting of Members.d. The CRO shall tabulate the votes and submit the results to the

Members no later than 14 days before the Meeting of Members.

e. The Members shall then elect the Directors at the Meeting of Membersby confirming the results of the voting.

5.8 Ceasing to Hold Office

A Director ceases to hold office when

a. the Director dies or resigns from the Board;

b. the Director is removed from the Board by a majority vote ofMembers at a Meeting of Members called for the purpose of removing

the Director;c. the Director no longer fulfils all of the qualifications to be a Director

set out in section 5.3, as determined by the sole discretion of the

Board.

Appendix B

Where an individual is no longer a Director, then such person shall be deemed to have also automatically resigned from any offices and/or committees, as

applicable.

5.9 Filling Vacancies

Subjected to the Act and the Articles, a quorum of the Board may fill a vacancy on the Board, excepting that Directors must call a Special Meeting of Members to fill the vacancy if

a. the vacancy is created as a result of an increase in the number or theminimum or maximum number of Directors provided for in the

Articles;b. the vacancy is created as a result of a Director being removed from

office at a Meeting of Members;

c. the maximum proportion of appointed Board of Directors (1/3) will beexceeded.

A Director appointed or elected to fill the vacancy holds office for the unexpired term of his or her predecessor.

SECTION 6: BOARD OF DIRECTORS MEETINGS

6.1 Calling of Meetings of the Board

Meetings of the Board may be called by the Chair of the Board, the Vice-chair of the Board or any two (2) Directors at any time.

6.2 Notice of Meeting of the Board

Notice of the time and place for the holding of a meeting of the Board shall be given in the manner agreed to by the Board to every Director of the Corporation

not less than 14 days before the time when the meeting is to be held. Notice of a meeting shall not be necessary if all of the Directors are present, and none objects to the holding of the meeting, or if those absent have waived notice of or have

otherwise signified their consent to the holding of such meeting.

6.3 Regular Meetings of the Board

The Board may appoint a day or days in any month or months for regular meetings of the board at a place and hour to be named. A copy of any resolution of the

board fixing the place and time of such regular meetings of the board shall be sent to each Director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the

Act requires the purpose thereof or the business to be transacted to be specified in the notice.

Appendix B

6.4 Participation by Electronic Means

In accordance with the Regulations, and provided necessary equipment is

available, a Director on occasion may choose to attend a meeting via a telephonic, electronic or other communication facility that permits all participants to

communicate adequately with each other during the meeting. A person participating in a meeting by such means is deemed to be present at the meeting.

6.5 Quorum

Two-thirds (2/3) of Directors in office shall constitute a quorum for meetings of the Board of Directors.

6.6 Votes to Govern at Meetings of the Board

At all meetings of the Board, every question shall be decided by a majority of the votes cast on the question. In case of an equality of votes, the Chair of the

meeting in addition to an original vote shall have a second or casting vote. Provided, however, that questions relating to any new major financial

commitments requiring additional financial contribution from the Members must be sanctioned by an affirmative vote of not less than three-quarters (3/4) of all the Board of Directors.

6.7 Resolutions in Writing

A resolution in writing, signed by all of the Directors entitled to vote on that

resolution at a meeting of the Board and approved in accordance with section 6.6, shall be as valid as if it had been passed at a meeting of the Board. A copy of

every such resolution in writing shall be kept with the minutes of the proceedings of the Board.

SECTION 7: OFFICES AND COMMITTEES

7.1 Offices

The Board may designate the offices of the Corporation, appoint officers on an

annual or more frequent basis, specify their duties and, subject to the Act, delegate to such officers the power to manage the affairs of the Corporation. An

officer must be a currently serving Director. A Director may be appointed to any office of the Corporation. Two or more offices may be held by the same person.

7.2 Appointment, Description and Duties of Offices

The appointment process and the description and duties of the offices of the Corporation shall be set out in the Corporation procedures.

Appendix B

7.3 Committees

Guided by Corporation procedures the Board may appoint any other committees

whose members will hold their offices at the will of the Board. The Board shall determine the duties of such committees.

8. GENERAL

8.1 Invalidity of Any Provisions of This By-Law

The invalidity or unenforceability of any provision of this By-law shall not affect the validity or enforceability of the remaining provisions of this By-law.

8.2 Omissions and Errors

The accidental omission to give any notice to any member, director, officer, member of a committee of the board or public accountant, or the non-receipt of

any notice by any such person where the Corporation has provided notice in accordance with the By-laws or any error in any notice not affecting its substance

shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.

8.3 By-Laws and Effective Date

Subject to the Articles, the Board may, by resolution, make, amend or repeal any By-laws that regulate the activities or affairs of the Corporation. Any such By-law,

amendment or repeal shall be effective from the date of the resolution of Directors until the next meeting of Members where it may be confirmed, rejected or amended by the Members by Ordinary Resolution. If the By-law, amendment or

repeal is confirmed or confirmed as amended by the Members it remains effective in the form in which it was confirmed. The By-law, amendment or repeal ceases to

have effect if it is not submitted to the Members at the next Meeting of Members or if it is rejected by the Members at the meeting.

This section does not apply to a By-law that requires a special resolution of the

members according to subsection 197(1) (fundamental change) of the Act because such By-law amendments or repeals are only effective when confirmed by

Members.

ENACTED by the Board as of the day of ____, 20 .

___________________________Chair

___________________________Vice-Chair

CONFIRMED by the Members as of the day of , 20 .

Appendix B

CAUL/CBUA

Strategic Plan

2014 - 2016

Introduction This plan was developed after a planning session held at the University of Prince Edward Island campus on

May 13, 2013. In attendance were most of the CAUL­CBUA Directors and representatives from CAUL­CBUA

committees and working groups (Appendix I).

The plan has ten strategic goals set out in alphabetical order. This is an aspirational plan that will be

reviewed as we progress and our priorities change. The Executive and the Board, in consultation with

committees, will determine priorities as opportunities arise or when it is appropriate to leverage existing

resources or activities.

Strategic Planning Milestones

Action Date Completed

Planning Day May 2013

Consultation on Draft Plan Fall 2013 ⇃Director’s consulted with librarians and a webinar

was held in December. Many comments in the

Google Doc were incorporated.

Plan Approval February 2014 ⇃ Plan approved by the CAUL/CBUA Board on Feb

13, 2014

Priorities Set February 2014 ⇃Board set priorities for 6. Preservation and

Digital Collections, 7. Research Data

Management, and 9. Scholarly Communication.

Plan Review Fall 2014

Plan Review Fall 2015

Plan Review Fall 2016

Appendix C

Appendix C

Vision CAUL­CBUA supports member institutions in the provision of exceptional library services and resources to

help our institutions achieve academic and scholarly excellence.

Mission CAUL­CBUA enhances teaching, learning and research in Atlantic Canada through the provision of

information resources, library resource sharing, preservation programs, and shared professional

development.

Values We value creativity, collaboration, engagement and decisions based on best practices.

Committees An important part of the organization is CAUL­CBUA working committees.

1. Communications Committee

2. Copyright Committee

3. Digital Preservation and Stewardship Committee

4. Document Delivery Group

5. Scholarly Communications Committee

Each committee has Board representation. It is the Board that is responsible for ensuring the actions in this

plan are implemented, but many of the initiatives will be done by CAUL­CBUA committees.

Ten Strategic Goals

1. Collective Purchasing

2. Communication

3. Funding & Accountability

4. Open Textbooks / Open Educational Resources

5. Professional Development

6. Preservation and Digital Collections

7. Research Data Management

8. Resource Sharing

9. Scholarly Communication

10. User Needs and Expectations

Appendix C

1. Collective Purchasing

We will continue to make efficient use of resources in collective purchasing.

1. Investigate consortial ebook purchasing / leasing

2. Communicate how consortial purchasing works within CAUL

3. Assess best practices for consortial buying with peers (e.g. CRKN)

4. Investigate other possibilities (for example, storage or software) for consortial purchasing

5. Provide support on managing consortial purchases, either by technology (shared ERM) or by best

practices

2. Communication

We will collaborate to implement a communications strategy that is responsive to the changing needs of

CAUL­CBUA.

1. Develop and implement a communications strategy

2. Ensure website continues to meet our needs

3. Funding & Accountability

We will be sustainable and accountable.

1. Identify a select number of projects that require funding

2. Explore potential funding sources (for example ACOA, tri­council, MPHEC, private foundations, etc)

3. Provide awareness and training opportunities for the CAUL­CBUA community

4. Develop a process for identifying key areas where there is a value for collaboration

5. Develop an open process for gathering ideas from entire CAUL­CBUA body

4. Open Textbooks / Open Educational Resources

We will encourage the creation and adoption of open textbooks and open educational resources.

1. Investigate and communicate best practices for adopting open textbooks and open

educational resources

2. Identify possible subject areas and content for open textbooks and open educational resources

3. Identify or implement a platform for open textbooks and open educational resources

4. Seek funding (e.g. MPHEC)

5. Create grants for faculty and librarians to collaborate on the development of open textbooks /

open educational resources

Appendix C

5. Professional Development

We will develop initiatives that foster sharing of knowledge and optimize our resources and expertise.

1. Continue the Experience Exchange webinar series

2. Provide a mechanism for keeping CAUL­CBUA Members aware of relevant professional development

opportunities

3. Develop cross training opportunities (for example, staff / work exchanges)

6. Preservation and Digital Collections

We will ensure that our scholarly collections will be available to future generations.

1. Continue to develop CAIRN as a single point of access and search for Atlantic Canadian collections

2. Continue to build a strong network supporting best practices in data stewardship, ensuring the

continuance of the history, culture, and research performed in this region

3. Develop a plan for reaching out to CAUL members with workshops and educational activities around

digitization, preservation and best practices

7. Research Data Management Infrastructure1

We will support research data activities across the research lifecycle.

1. Provide best practices for research data management services

2. Advocate for policies on our campuses and beyond

3. Investigate opportunities for collaborative research data management infrastructure

8. Resource Sharing

We will continue to provide traditional resource sharing (interlibrary loan and document delivery) while

leveraging new technology to provide new innovative resource sharing solutions.

1. Explore licensing options to enable better e­resource sharing.

2. Ensure that our systems (e.g. Relais) are providing the best solutions.

3. Develop a plan for last print copy in the region.

1 RDMI is the configuration of staff, services, and tools assembled to support data management across the

research lifecycle and more specifically to provide comprehensive coverage of the stages making up the

data lifecycle. http://preservingresearchdataincanada.net/

Appendix C

9. Scholarly Communication

We will support best practices for libraries providing scholarly communications initiatives.

1. Conduct an assessment of scholarly communications activities within CAUL institutions.

2. Coordinate CAUL­CBUA Open Access Week events

3. Investigate potential for Open Journal Systems collaboration

4. Explore Open Access business models

5. Support teaching and communication in the area within CAUL­CBUA libraries

6. Develop best practices in the areas of scholarly communication, potentially including:

a. Research Repositories (e.g., formats, copyright, staffing and workflow, preservation,

automation)

b. Author funds policies

c. Open Access content recruitment strategies

d. Funding models for Open Access support (e.g., external funding for editorial support of OJS

journals, administering authors fees)

10. User Needs and Expectations

We will work together to determine faculty and students needs and expectations.

1. Conduct an Ithaka­style faculty survey

(http://www.sr.ithaka.org/research­publications/us­faculty­survey­2012)

Appendix C