The Consortium

Consortium By-Laws 

Article I  NAME

The name of the consortium shall be the Health Science Information Consortium  / Le Réseau d'information en science de la santé (the "Consortium").

Article II  INTERPRETATION

Throughout the by-laws, the following terms have the following definitions:

1. "Affiliated Institution" means a hospital or health care institution or health related agency which has a current signed agreement with the Governing Council of the University of Toronto concerning its teaching status.  The Affiliation Agreement states:  "The parties recognized the necessity of the provision of excellent library and information services in order to achieve their common objectives in teaching and research.  Thus, they will cooperate and collaborate in planning, providing and maintaining such services" (Stated in the template for the University of Toronto, Full Affiliation Agreement [2007], p.19; and in the template for the Community Affiliation Agreement [2009], p.16.)
    
2. " Non-affiliated Institution" means a community hospital or health care institution which is not affiliated with the University of Toronto’s Faculty of Medicine; and
    
3. "University of Toronto Libraries" means all libraries that are part of the central library system and on the University of Toronto Chief Librarian's budget, and any other University of Toronto library recommended for inclusion in the Consortium by the University and approved by the board of directors (the Board).

Article III  HEAD OFFICE

The head office of the Consortium shall be in the City of Toronto, in the Province of Ontario, housed at the University of Toronto Gerstein Science Information Centre, or at such place within the City of Toronto as the Board may from time to time determine.

Article IV  MISSION

Our Mission is to advance the role of our members in health care and health education through impactful advocacy, knowledge and expertise building, and optimal resource sharing and acquisition..

Article V  MEMBERSHIP

Section 1 Categories of Membership

The Consortium has two categories of membership. These are 1) University of Toronto Libraries 2) Libraries in hospitals, health care institutions, or health related agencies including the Academic Health Science Centres affiliated with the University of Toronto’s Faculty of Medicine. For example, members include, but are not limited to: fully affiliated hospitals and community-affiliated hospitals, community hospitals, health laboratories and public health departments.

The Board may create additional categories of membership and specify their levels of participation.

Membership in the Consortium shall be limited to institutions that meet the membership criteria below, and shall consist of any institution whose application for admission as a member has been approved by the Board.

To be considered for membership in the Consortium, libraries must meet the following criteria:

• The library must be in a not-for profit hospital, health care institution, or health related agency following Accreditation Canada or other acceptable health facility standards when appropriate.
• The library’s parent institution must be located in Ontario.
• The library must possess the required skillsets to provide service as needed by their community, either in person or virtually, in the following areas: reference, information literacy education, circulation, collection development and interlibrary loan.
• Library services must be staffed/managed by an information professional.  An information professional is considered someone with an ALA accredited Master’s Degree or the combination of a  Library & Information Technology Diploma from a recognized college, progressive experience in a health library and proven leadership experience.
• The role managing the library must be a permanent employee of the library’s parent institution
• The library must have print and/or digital collections which address the primary needs of its user community.
• The library must be willing to share resources and provide interlibrary loan service to other Consortium members, primarily through DocLine, and adhering to Consortium standards and procedures.

Member libraries must continue to meet the preceding criteria, as well as the following:

• The library must pay assessed membership fees and abide by Consortium by-laws, policies and procedures as mandated by Management Committee.
• In accessing interlibrary loans and document delivery, the library must follow all interlibrary loan policies and procedures in place at the lending library.  Access to the University of Toronto's electronic resources is limited to patrons with appointments at the U.of T., or currently registered U.of T. students.
• The person managing the library must participate in the governance of the Consortium and attend the Annual General Meeting.  Failure to participate for two consecutive years may result in a review of the institution's membership status in the Consortium.
• The person managing the library must also commit to serving on a minimum of one committee or subcommttee every two years.  He/she must delegate library staff to serve on Consortium committees, subcommittees and working groups, or otherwise contribute to the work of the Consortium. Means of contributing include mentoring other members, providing instruction in areas of expertise, preparing fact sheets and other information for the Consortium web site.  Failure to participate may result in a review of the institution's membership.

All membership applications will be reviewed by the Management Committee and approved by the Board of Directors upon the recommendation of Management Committee.

In reviewing the applications the reciprocal resource sharing benefits to be derived by the Consortium's current members, as well as by the applicant, will be taken into account.

Section 2  Fees

1. Payment of the prescribed Consortium membership fees covers one fiscal year of the Consortium from May 1 to April 30.
2. The University of Toronto Libraries pay an annual fee not less than 50% of the Consortium’s total operating budget, to a maximum amount equivalent to the annual salary plus benefits of the Executive Director of the Consortium.
3. All other members will pay such fees as are approved annually by the Consortium’s Board of Directors. The total of the other member institutions’ contribution should not be less than 40% nor greater than 50% of the Consortium’s total operating budget.
4. In extraordinary circumstances the Board may levy against member institutions an additional amount, provided that this levy is confirmed by the members at the next meeting of members. If not so confirmed, the additional amount shall cease to be payable.
5. In the event of a surplus in the operating expenditures at the end of the fiscal year, the amount of that surplus shall be transferred to an account designated as the Special Project Fund.
6. In the event of a deficit in the operating expenditures at the end of the fiscal year, funds to cover that deficit can be transferred from the Special Project Fund.
7. The Special Project Fund is intended to support special projects and capital expenditures for the benefit of the membership. It is also intended to serve as a reserve fund to cover costs in the event of the dissolution of the Consortium. It should therefore contain at a minimum the Board's best estimate of the cost of dissolution as in Article X. The moneys in the fund are accounted for separately from the operating budget. Based on recommendations from the Management Committee in consultation with the Consortium Treasurer, expenditures from the Special Project Fund are made with Board approval.

Section 3  Termination of Membership

1. An institution may terminate its membership only at the end of the Consortium's fiscal year.  Advanced written notice of termination of membership is required by March 1st of that year.
2. Consortium membership may be terminated with notice at anytime for reasons of non-payment of fees or non-compliance with the terms and conditions of the bylaws. Membership may be reinstated after one (1) year has elapsed, upon application to the Board.
3. Not withstanding termination of membership, a former member institution remains liable for fees and additional amounts levied under authority of the Board and outstanding prior to termination of its membership.
4. Consortium members are institutions.  Membership in the Consortium is not transferable between institutions.  Should a  member institution dissolve, its membership to the Consortium ceases to exist.

Article VI  GOVERNANCE

Section 1  Board of Directors

1.1 Composition and Terms of Office

The Board shall have a minimum of eight (8) directors.

The Board shall include the Chief Librarian, University of Toronto (or designate) and two (2) elected library directors from Consortium member institutions. The term of office for elected representatives shall be three (3) years.

Additional directors, two (2) of whom shall be appointed in each year, shall each serve a three year term and shall be selected by the Board from the broader health care community. This group should include representatives from the following:

• Faculty of Medicine and other health science faculties
• Senior administrators from member institutions
• Technology groups
• Librarians from other constituencies such as CISTI, other consortia and networks
• Any other institutions or organizations deemed appropriate by the Board because of their involvement or interest in health care information.

Upon completion of his or her term of office, an elected director shall be ineligible for re-election to the Board for one (1) year. Upon completion of his or her term of office, with the unanimous consent of the Board, an appointed director shall be eligible to serve one additional term, after which he or she shall be ineligible for reappointment to the Board for a period of two (2) years.

The Consortium Executive Director is an ex officio member of the Board without vote but may be excluded from attending part of any meeting at the discretion of the Chair. The Executive Director of the Consortium is the de facto Secretary to the Board.

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1.2 Appointment

Directors will be appointed by the Board annually. In addition, directors will be elected from Consortium member institutions as required.

1.3 Duties and Responsibilities

The Board shall guide the operation of the Consortium and serve as a liaison with the health sciences community which the Consortium supports. It shall actively promote the vision of the Consortium and shall provide strategic leadership by establishing overall directions and policies by:

• guiding the operation of the Consortium by setting broad policy directions and by delegating the management of the Consortium to the Management Committee;
• reviewing for approval the annual goals and objectives and the measurements that will be used to determine that the goals have been met as proposed by the Management Committee;
• evaluating the overall effectiveness of the Consortium’s activities in relation to the vision;
• approving the annual budget;
• advising the Consortium regarding external funding opportunities and strategies for success in obtaining such funding;
• taking responsibility for filling any vacancies on the board;
• appointing a Chair and a Treasurer from within its membership for up to a three-year term. No person shall be appointed to these positions for more than two consecutive terms;
• appointing the Consortium Executive Director (to hold this position at the pleasure of the Board) upon recommendation of a selection committee to include the Director of the Gerstein Science Information Centre (or designate) and selected participant members;
• ensuring the ongoing evaluation, through the Management Committee, of the performance of the Consortium Executive Director;
• delegating responsibility and authority to the Consortium Executive Director for the management and operation of the Consortium, requiring always accountability to the Board;
• keeping a full and accurate record of the business of its meetings.

1.4 Duties of Officers of the Board

1.4.1 Chair

The Chair shall:

• chair Board meetings, the annual meeting and other general meetings;
• oversee agendas for Board, annual and other general meetings, in conjunction with the Secretary, for circulation in advance of the meetings;
• report on behalf of the Board at the Annual General Meeting;
• serve as the primary liaison between the Board and the Management Committee.

1.4.2 Secretary

The Secretary shall:

• assist the Chair with preparation of agendas for meetings and attend Board meetings, the annual meeting and other general meetings;be responsible for all Board correspondence and records;
• be responsible for ensuring the recording and distribution of written minutes of all Board meetings to members of the Board and the Management Committee;
• be responsible for ensuring the recording and distribution of written minutes of the annual and other general meetings; and
• perform other duties as may be assigned by the Board and preside at Board meetings in the absence of the Chair.
• attend Board meetings and the annual general meeting;

1.4.3 Treasurer

        The Treasurer shall:

• review the Consortium budget for presentation to and approval by the Board;
• receive quarterly financial reports from the Consortium Executive Director;
• ensure the financial integrity of the Consortium in order to maximize service;
• present the annual financial statement to the Board for approval and for presentation to the membership at the Annual General Meeting.

1.5 For the Protection of Directors and Officers

1.5.1 Limitation of Liability

No director or officer of the Consortium is liable to the Consortium for damages caused to it by any other director or officer or other person acting on behalf of the Consortium.

1.5.2 Indemnity

Every director, officer or other person who has undertaken a liability on behalf of the Consortium and his or her heirs, executors, administrators, estate and effects may, with the consent of the Consortium given at a meeting of members, be indemnified out of the funds of the Consortium against:

a) all costs and expenses which that director, officer or other person incurs in proceedings that are brought against him or her resulting from something done by him or her in the execution of his or her duties of office; and

b) all other costs and expenses which he or she incurs in relation to the affairs of the Consortium except such costs and expenses as are occasioned by his or her own willful neglect or default.

1.5.3 Insurance

The Consortium may purchase and maintain insurance for the benefit of any director, officer or other person acting on behalf of the Consortium against any liability incurred in that person's capacity as a director, officer or other person acting on behalf of the Consortium, except where the liability relates to that person's failure to act honestly and in good faith with a view to the best interests of the Consortium.

1.5.4 Conflict of Interest

Where a director has in any way, directly or indirectly, an interest in a proposed or existing contract or transaction with the Consortium, the director shall declare his or her interest at a meeting of the Board before the Board considers the matter, and the director shall withdraw from that part of the meeting during which the matter is considered and shall refrain from voting or influencing or attempting to influence in any way the voting on the matter. Where the interest of a director has not been declared by reason of his or her absence from the meeting, the director shall declare his or her interest at the next Board meeting which he or she attends.

1.5.5 Remuneration

The remuneration of any officer or employee of the Consortium shall be approved by the Board and the fact that an officer or employee is also a director of the Consortium does not disqualify that officer or employee from receiving remuneration in that capacity. Directors shall serve without remuneration and shall not receive any profit from their position as such. Directors may be reimbursed for reasonable expenses incurred by them in the performance of their duties. Nothing in the by-laws precludes a director from serving the Consortium as an officer or in another capacity and receiving compensation for such service.

1.5.6 Vacation of and Resignation from Office of Directors

The office of a director shall be vacated if at any meeting of members, a resolution is passed by two-thirds (2/3) of the members present that the director be removed from office, provided that notice specifying the intention to pass such resolution has been given to the members and to the director in question.

The office of a director shall also be vacated on the death of the director.

A director may resign by delivering a written resignation to the Secretary of the Board, however, this resignation is effective only upon acceptance by the Board. A retiring (or resigning) director shall remain in office until dissolution or adjournment of the meeting at which the director's retirement (or resignation) is accepted and the director's successor is appointed.

1.6 Meetings

The Board will meet at regular intervals at least twice per year. Additional meetings may be called at the discretion of the Chair.

Notice of each meeting of the Board shall be in writing and sent to each director either by email or by post. If notice is given by post, it shall be sent at least ten (10) days prior to the meeting and if given by email, it shall be sent at least forty-eight (48) hours prior to the meeting. No error or omission in giving notice of a meeting of the Board may invalidate resolutions passed or proceedings taken at it. Any director may at any time waive notice of any such meeting and may ratify, approve and confirm any and all resolutions passed or proceedings taken at the meeting.

1.7 Quorum

Fifty per cent (50%) of the directors present in person, including two (2) of the three (3) officers of the Board, shall constitute a quorum at any meeting of the Board.

1.8 Voting

Each director has one (1) vote on all questions at meetings of the Board. No director may vote by proxy. Questions arising at a meeting of the Board shall be decided by a majority of votes cast by directors present at the meeting, unless otherwise required by the by-laws. Notwithstanding any provision in the by-laws, the Chair of the Board does not have a vote, except in the case of an equality of votes at any meeting of the Board, where he or she has a casting vote.

Section 2  Management Committee

2.1 Composition and Terms of Office

The Management Committee shall consist of the Director of Science Information Services (or designate) and four (4) elected library director representatives from the Consortium membership who manage their respective libraries.

No member institution may have more than one representative serve on Management Committee simultaneously. Of the four (4) elected library representatives, at least one (1) shall be from a fully affiliated teaching institution and one (1) from either a community affiliated teaching institution or a non-affiliated institution. The four (4) elected representatives, two (2) of whom will be elected in alternate years, shall serve terms of office not exceeding two (2) years and, following completion of a term, shall be ineligible for re-election for one (1) year. The Consortium Executive Director will sit on the Management Committee in an ex officio capacity without vote but may be excluded from attending part of any meeting at the discretion of the Chair.

2.2 Appointment

The Management Committee shall be elected before the annual general meeting from a slate of candidates nominated by Consortium members.

2.3 Duties and Responsibilities

The Management Committee, accountable to and under the direction of the Board, shall act as a steering committee for the general operations of the Consortium. It shall:

• report regularly to the Board through the Chair on all matters of business;
• advise and assist the Consortium Executive Director to meet the mission of the Consortium;
• assist the Consortium Executive Director in the formulation of the annual goals, fundraising initiatives and objectives;
• advise the Consortium Executive Director in the development and execution of the annual budget;
• recommend policy to the Board;
• establish and terminate standing and ad hoc committees as required;
• seek nominations for members to elected positions on the Management Committee and the Board;
• appoint replacements for Management Committee members unable to complete their terms;
• ensure that the written records of the Consortium are maintained by the Consortium Executive Director;
• review and suggest revisions as required to the bylaws for approval by the Board and the Consortium members;
• promote the adherence to published library standards for hospitals and health care institutions, such as the Canadian Health Libraries Association/Association des bibiothèques de la santé du Canada and the Medical Libraries Assocation;
• set standards for Consortium membership, service and practice;
• review the role and performance of the Consortium Executive Director annually;
• appoint a Chair annually from within its membership; and
• appoint a Secretary annually from within its membership.
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2.4 Responsibilities of the members of the Management Committee

2.4.1 Chair

The Chair shall:

• ensure that the Management Committee works toward achieving the mission of the Consortium;
• chair all Management Committee meetings;
• prepare, in conjunction with the Secretary, agendas for all Management Committee meetings;
• report regularly to the Board on all matters of business; and
• serve as the primary liaison between the Board and the Management Committee and attend all Board meetings;
• ensure the Management committee has adequate members

 2.4.2 Secretary

 The Secretary shall:

• attend all Management Committee meetings;
• assist the Chair with preparation of agendas for all Management Committee meetings;
• have charge of all Management Committee correspondence and records;
• be responsible for ensuring the recording and distribution of written minutes of all Management Committee meetings to members of the Committee and the Chair and Secretary of the Board;
• communicate issues of concern to relevant committees; and
• perform such other duties as may be assigned by the Management Committee and preside at meetings of the Management Committee in the absence of the Chair.

2.5 Meetings

The Management Committee will meet monthly. Additional meetings may be called at the discretion of the Chair.

Notice of each meeting of the Management Committee shall be in writing and sent to each member  by email at least forty-eight (48) hours prior to the meetings. No error or omission in giving notice of a meeting of the Management Committee may invalidate resolutions passed or proceedings taken at it. Any member of the Management Committee may at any time waive notice of any such meeting and may ratify, approve and confirm any and all resolutions passed or proceedings taken at the meeting.

2.6 Quorum

Fifty per cent (50%) of the membership of the Management Committee present in person shall constitute a quorum at any meeting of the Management Committee.

2.7 Voting

Each member of the Management Committee has one (1) vote on all questions at meetings of the Management Committee. No member of the Management Committee may vote by proxy. Questions arising at a meeting of the Management Committee shall be decided by a majority of votes cast by members thereof present at the meeting, unless otherwise required by the by-laws. Notwithstanding any provision in the by-laws, the Chair of the Management Committee does not have a vote, except in the case of an equality of votes at any meeting of the Management Committee, where he or she has a casting vote.

Section 3 Member Representatives

3.1 Composition

Unless otherwise provided in this by-law or agreed to in advance in writing by the Board, member institutions will designate the person managing the library as their representative to the Consortium. Representatives and alternates when appointed must have voting authority on behalf of their institution.

The University of Toronto is represented by the Director of the Gerstein Science Information Centre (or designate).

3.2 Duties and Responsibilities

Member representatives shall be responsible for attending all general meetings of the Consortium on behalf of their institution. They shall:

• promote the mission of the Consortium and comply with its standards;
• adhere to published Canadian library standards;
• sit on Consortium committees as required by Consortium by-laws per Article V Membership, Section 1 Categories of Membership
• bring forward to the Management Committee or the Board, and respond to, any issues of concern to Consortium members; and
• submit statistics to the Consortium Executive Director as required.

3.3 Meetings

3.3.1 Annual General Meeting

The annual general meeting of the Consortium shall be held within the City of Toronto in the fall of each year at a place, date and time determined by the Board at least one (1) month prior to the meeting date. The Chair of the Board shall preside over the meeting.

3.3.2 General Meetings

Additional general meetings may be held at the discretion of the Board or the Management Committee and shall be held at the petition of two-thirds (2/3) of the Consortium's membership.

3.4 Notice of Meetings

The Consortium Executive Director shall notify in writing all members of the Consortium, the Management Committee and the Board about all meetings at least ten (10) business days prior to the date of the meeting. 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.

3.5 Quorum

Twenty five per cent (25%) of the membership present in person shall constitute a quorum at any general meeting of members.

3.6 Voting

Each member institution has one (1) vote on all questions at general meetings of members. Member institutions vote by way of their member representative. Questions arising at a general meeting of members shall be decided by a majority of votes of the members present at the meeting, unless otherwise required by the by-laws. Notwithstanding any provision in the by-laws, the Chair of the Board, who shall preside over the meeting, does not have a vote, except in the case of an equality of votes at any general meeting of members, where he or she has a casting vote.

3.7 Order of Business

The business transacted at the annual general meeting shall include:

1. the consideration and adoption of the minutes of the last annual general meeting and any subsequent special general meetings;
2. the reports of the Chairs of the Board and of the Management Committee, the Consortium Executive Director, and committee chairs, as necessary;
3. report on the election of Consortium members to the Board and to the Management Committee; and
4. the review and approval of the Consortium's financial statements for the previous year as presented by the Treasurer of the Board.

 

Section 4  Rules of Order

The rules of order embodied in Bourinot's Rules of Order (latest edition) shall be used in the conduct of all meetings to the extent permitted by the by-laws of the Consortium. Failure to adhere to the rules of order shall not necessarily invalidate the proceedings at any meetings.

Section 5  Notices

For the purpose of giving notice to a member, director or officer the address of service is that person's last address recorded in the books of the Consortium.

Article VII  EXECUTION OF DOCUMENTS

Contracts, documents or any instruments in writing requiring the signature of the Consortium, shall be signed or endorsed by two (2) of its legal signing officers and all contracts, documents and instruments in writing so signed shall be binding upon the Consortium without any further authorization or formality.

The legal signing officers for the Consortium shall be the Chair and the Treasurer of the Board and the Consortium Executive Director.

The Board shall have power from time to time by resolution to appoint an officer or officers of the Board on behalf of the Consortium to sign specific contracts, documents and instruments in writing. The Consortium Executive Director shall have sole legal signing authority on maintenance contracts for equipment service, office supplies, and the like, up to an amount determined annually by the Board.

Article VIII  FINANCIAL MATTERS AND RECORDS

Section 1  Fiscal Year

The Fiscal Year of the Consortium shall end on April 30.
 

Section 2  Books and Records

The Consortium Executive Director shall ensure that all necessary books and records of the Consortium, required by the by-laws or any applicable statute or law, are regularly and properly kept at the head office. Documents can be stored electronically as long as they are retained in an electronically-readable format or can be made readable in a reasonable amount of time.

Without limitation, these books and records shall include proper books of account and accounting records, the minutes of all meetings of members, of the Board, of the Management Committee and of any committees of the Board or of the Management committee, copies of the by-laws and any other constitutional documents of the Consortium.
 

Section 3  Banking

The Board may by resolution appoint a banker for the Consortium and open such accounts and authorize such signatories therefor as the Board considers advisable. The Consortium may be authorized by by-law to borrow money on the credit of the Consortium.

Article IX  AMENDMENTS TO THE BY-LAWS

Section 1  Notice

The by-laws of the Consortium may be repealed or amended by resolution of the Board if confirmed by the members at a meeting duly called to consider the repeal or amendment. Any by-laws passed at any time during the Consortium's existence, may, in lieu of confirmation at a meeting, be confirmed in writing by all the members entitled to vote at such meeting.

Notice of proposed amendments recommended by the Board (or petitioned by a minimum of ten per cent (10%) of the members of the Consortium at least six (6) weeks before the start of the annual general meeting) shall be sent to each member institution at least one (1) month before the date of the meeting. The notice shall indicate the date, time and place of the meeting where the proposed amendments will be discussed and voted upon.
 

Section 2  Voting

The affirmative vote of two-thirds (2/3) of those voting, including those voting by proxy, shall be required to approve any amendment of the by-laws.  Voting may occur in person, via teleconference, or electronically.  Electronic votes must be sent from the institutional account of the library’s member representative or proxy.
 

Section 3  Rules and Regulations

The Board may by resolution prescribe rules and regulations consistent with the by-laws relating to the management of the Consortium, provided that these rules and regulations have effect only until confirmed by the members at the next meeting of members and, if not so confirmed, these rules and regulations shall from that time cease to be effective.

 

ARTICLE X  DISSOLUTION

The Consortium may be dissolved upon the recommendation of the Board by the affirmative vote of at least two-thirds (2/3) of members present in person  via teleconference, online or electronically at a meeting duly called and held for that purpose. On such a vote there shall be no voting by proxy. The Consortium's special project fund will be used to pay any and all expenses related to dissolution, including but not limited to legal fees and staff salaries and benefits. Any remaining money and/or physical assets will be divided among the member libraries utilizing the previous year's formula for assessing membership fees.

CERTIFICATE OF ENACTMENT

This is to certify that the above copy of the by-laws of the Consortium is a true copy of the by-laws:

April 24, 1991; and

January 31, 1999; and

1. as passed by the Board at a properly constituted meeting held
2. as confirmed by the members at a meeting duly called for that purpose held
    

November 27, 1991; and

3. as amended by the Board and members by duly held votes through
4. as amended by the Board and members by duly held votes through
    

17 February, 2003; and

5. as amended by the Board and members by duly held votes through 9 January, 2004.
6. as amended by the Board and members by duly held votes through 9 December 2005.
7. as amended by the Board and members by duly held votes through  16 March 2010.

     h.  as amended by the Board and members by duly held votes through  21 April 2011. 

   i.   as amended by the Board and members by duly held votes through 11 November 2011.

   j.    as amended by the Board and members by duly held votes through   28 March 2012.

k. as amended by Board and members through consultation and duly held votes November 2021

Sandra Langlands
Chair of the Board

Miriam Ticoll
Secretary of the Board
Date:28 March 2012