Adopted by the Steering Committee July 3, 2003
(corrected 8/14/03)
MassCat provides a unique opportunity for school, public, academic and special libraries that cannot afford network membership to participate in resource sharing.
MassCat’s values are to advance the quality of library services; to make unique resources visible and available; to promote resource sharing; to promote the use of widely accepted standards, including the MARC bibliographic format; and to allow the smallest libraries to become part of a regional, statewide, and national library community. Participation in MassCat is based on the twin principles of self-selection and regional subsidy.
Developing sustainable membership models that include (1) targeting, marketing, and recruiting new members; (2) keeping existing and new members involved in using ILL and adding and updating their bibliographic records; and (3) overcoming fears that inhibit resource sharing (excess demand, liability), all within the context of what can be supported financially by the regional library systems.
Governance Procedures
1. General
MassCat is a program of five Massachusetts Regional Library Systems. A hosting Region, with whom the Regions contract, administers MassCat funds. The host is responsible for housing the program and supervising the staff. The Massachusetts Board of Library Commissioners is the primary funding agency for the Regional Library Systems.
MassCat is additionally governed by the Regions’ Joint Agreement, which describes their financial understandings in support of the program. MassCat ILL and membership policies are posted at http://www.masscat.org.
2. Members
a. MassCat members are members of Regional Library Systems. Each pays a portion of its membership fee as determined by the individual Regional Library System Executive Board.
b. Participation in MassCat by members may be defined as one or more of the following:
Members are actively encouraged to become involved in the work of MassCat through its task forces and committees.
3. Steering Committee
a. The role of the Steering Committee is to approve MassCat policy, budget, vendor selection, personnel; undertake planning; and to act on the input of subcommittees.
b. Members
The MassCat Steering Committee is composed of nine voting members. It includes:
Also included are two ex-officio members, the MassCat manager and a representative of the MA Board of Library Commissioners.
Any MassCat members or Regional Library System staff members are welcomed to attend and participate in discussion, but are non-voting.
c. NominationsAn open call for nominations to the Steering Committee will take place in the spring. Member library representatives will be selected from the responses by the Steering Committee.
d. Officers
The officers of the MassCat are a President and Vice-President, President-elect. Officers are elected by the Steering Committee each July.
Clerk-Secretary responsibilities will be rotated among Steering Committee members.
Steering Committee members serve two-year terms, running from July through June. Upon accepting nomination to serve as Vice-President, President elect, a member agrees to serve an additional year, bringing the President’s term to three years.
e. Meetings
The Steering Committee will normally meet ten times yearly, and additional meetings may be scheduled as necessary. Virtual meetings (by conference call or other manner) may alternate with in-person meetings if business allows.
Member library representatives are expected to attend 80% of meetings.
Dates, locations and agendas will be determined by the Steering Committee and announced to the membership through website and email postings. Any member is welcomed to attend.
Notes of Steering Committee meetings will be posted to the MassCat website by the Manager.
A majority of Steering Committee members, when at least one representative from each Regional Headquarters staff is present, shall constitute a quorum for the transaction of business. At any Steering Committee meetings at which a quorum is present, a majority of those representatives present shall decide any matter.
f. Roles of officers
The role of the President is to form Steering Committee agendas, issue calls to meeting, and preside over meetings of the Steering Committee. In addition, the President ensures effective representation for MassCat in vendor discussions and other functions as appropriate.
The role of the Vice President, President-Elect is to oversee system finances and review the audit and other financial documents and reports, conduct duties as designated by the Steering Committee, and to perform duties of the president in his or her absence.
g. MassCat Records
The MassCat manager will be responsible for maintaining the records of the organization.
4. Sub-Committees
Subcommittees may be formed and dissolved by the Steering Committee as needed, and are established to address long-term issues. Any subcommittee should consist of at least three people. The MassCat manager is an ex-officio member of all committees. Examples of subcommittees include:
a. Administrative. Provides leadership on operating issues, makes recommendations to the Steering Committee on policy, contracts, vendors, staffing, personnel and budget.
b. Governance. Considers Steering Committee composition and identifies and fosters potential members; initiates planning processes; and reviews governance procedures.c. Member Relations. Investigates and/or develops material to help members promote MassCat within their institutions.
5. Task forces
Task forces may be convened by the Steering Committee to consider specific issues for a designated period of time. Potential task forces include: Interlibrary Loan, Cataloging, RFP, and Training.
6. User groups
User groups meet periodically to provide input to the Manager and Steering Committee about MassCat operations.
7. Liability
No one serving as Manager or on the MassCat Steering Committee shall be personally liable to MassCat for monetary damages for or arising out of a breach of fiduciary duty notwithstanding any provision of law imposing such liability; provided, however, that the foregoing shall not eliminate or limit the liability of Steering Committee members or the Manager to the extent that such liability is imposed by applicable law for a breach of the duty of loyalty to MassCat; for acts or omissions not in good faith which involve intentional misconduct or a knowing violation of the law; or for any transaction from which the committee member or manager derived an improper personal benefit.