Constitution

  • The CLAUD constitution

Definition of a consortium

An association of two or more individuals or organisations with the objective of participating in a common activity or pooling their resources for achieving a common goal.

Name

The name of the consortium shall be CLAUD.

Objective

The objective of the CLAUD Consortium is to promote accessible libraries in Higher Education.

Operating model

CLAUD is operated on a not-for-profit basis. A not-for-profit organisation can make a profit for its own purposes, which are usually charitable or social, but the profit should not be used to enrich others. Any money that is raised should be used for the organisation’s own activities.

Functions

CLAUD collects annual membership subscriptions from HE institutions; monies collected from these subscriptions is used to:

    1. Fund free study days for members on themes that provide knowledge and new ideas for making libraries more accessible to disabled students.
    2. Provide bursaries for students conducting research to improve understanding of the experience and accessibility needs of disabled students within an HE library context.
    3. Fund CLAUD commissioned research from external providers to further knowledge around disability support for the benefit of members.
    4. Fund the CLAUD website where resources are shared to support the provision of library services for disabled students aiming to enhance accessibility and understanding of best practice.

 Powers

The Management Committee, in addition to any other powers they have, may exercise Power to raise funds and to invite and receive contributions provided that in raising funds the committee shall not undertake any substantial permanent trading activities in furtherance of their objectives.

Management committee

The Management Committee will consist of five officers: Chair, Vice Chair, Secretary, Treasurer and Web Officer and ordinary members up to a maximum of five.

The Management Committee will be appointed by members of the CLAUD consortium at its Annual General Meeting.

The Management Committee have the power to co-opt members to the Committee if one or more officers terminates their appointment.

Term of Office will last for a maximum of three years.

Committee Members may be re-appointed (if they so wish) only if those that can appoint them are satisfied that they can fulfil their duties.

Meetings and proceedings of Management Committee

The Management Committee should normally meet 2-3 times each year in addition to the holding of an annual general meeting (AGM).

The Chair will have the power to call an emergency or special meeting of all members of the Management Committee of which not less than seven days’ notice (stating the reason for the meeting) shall be given.

The appointment of the Chair, and other officers elected by the Committee will be decided by nomination and seconded by members.

The Chair will have the right to a second casting or vote when the numbers of the Management Committee voting for and against a resolution are equal.

The number of Committee members required for a quorum shall be three.

Dates and Agendas of Committee meetings will be published in advance of each meeting on the CLAUD website to enable members to table items for discussion.

An action register will be used to record follow up required by Committee Members.

Membership of CLAUD Consortium

Full membership of CLAUD is open to all higher education libraries/ library and information services in across the South of England: Bristol, Cornwall, Devon, Dorset, Hampshire, Isle of Wight, Oxfordshire, West Sussex, East Sussex, Kent, Somerset, Wiltshire, Berkshire, Gloucestershire, Surrey, Greater London, Hertfordshire.

Each institute will have one vote on each decision required at the AGM.

New members are accepted at the discretion of the CLAUD Committee.

Membership subscriptions

Each member shall pay the CLAUD Consortium an annual subscription.

The subscription for each year is levied on January 1 in that Year.

There will be no refund of subscriptions if notification of resignation of membership is received during the Year.

Membership is by subscription to be decided at the AGM.

Accounts

The Treasurer will present accounts to the CLAUD Consortium at the AGM. An honorary auditor will examine the accounts.

The Audited Accounts will be circulated to all CLAUD members at least seven days before the AGM.

Management Committee not to have a personal interest

Except with the prior written approval of the CLAUD consortium no member may:

    1. receive any benefit in money or in kind from the consortium; or
    2. have a financial interest in the supply of goods of services to or from the consortium; or
    3. acquire or hold any interest in property of the consortium (except to hold it as a trustee of the consortium).

General Data Protection Compliance

The CLAUD Chair is the named person responsible for data protection compliance as required by the General Data Protection Regulations (GDPR)

The CLAUD Committee share the management responsibility for supporting data protection compliance.

Power of Amendment

Any proposed amendments will need to be considered at an annual or extraordinary general meeting for the full membership.

If they agree, the membership passes a resolution to accept the amendments, a record of which is to be made in the minutes of that meeting.

Power of Dissolution

If the Management Committee decide that it is necessary or advisable to dissolve the CLAUD Consortium, they shall call a meeting of all members of the consortium of which not less than 21 days’ notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the Management Committee shall have power to realise any assets held by or on behalf of the consortium. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other institutions having objects similar to the object of this consortium as the members of the consortium may determine, or, if that cannot be done, shall be applied for some other purpose.