dLOC, Digital Library of the Caribbean
Draft revised: 30 December 2005
The organization shall be called dLOC, Digital Library of the Caribbean, representing
the cooperative body established to develop a collection of digital archives, artifacts, and
II. Purpose and Vision
The Digital Library of the Caribbean was established 17 July 2004 by a Planning
Committee at a meeting held in San Juan, Puerto Rico. The organization seeks to build a
cooperative digital library among partners within the Caribbean and circum-Caribbean
that will provide users with access to Caribbean cultural, historical and research materials
held in archives, libraries, and private collections.
dLOC will comprise collections that help to understand the similarities and differences in
histories, cultures, languages and governmental systems. Types of collections will
include but are not limited to: newspapers the archives of Caribbean leaders and
governments, official documents, documentation and numeric data for ecosystems,
scientific scholarship, historic and contemporary maps, oral and popular histories, travel
accounts, literature and poetry, musical expressions, and artifacts.
Partners in the project may either: 1) contribute digital content to a centralized repository,
or 2) make their digital collections available to the dLOC through compliance with Open
dLOC will bring together diverse partners to share resources in a common space to
expand the range of research materials available to scholars, students and citizens through
enhanced electronic access with multi-lingual interfaces.
Membership in dLOC is institutional and is open to libraries, archives, museums,
research centers, associations, publishers, and vendors that meet the eligibility criteria.
Each institution shall be represented by a single member, the Institutional Representative.
An Alternate member will serve in the Institutional Representative's absence. Members
will ratify the interim governing body and organizational structure developed by the
Institutions are eligible to join the organization based on the following criteria:
1. Willingness to contribute collections and to make these freely available to the project.
2. Availability of appropriate collections with Caribbean content.
3. Willingness to comply with common standards.
4. Willingness to designate a representative to manage local participation.
d. Inactive members (2)
Members not contributing to an existing dLOC collection for a period of 5 years will be
considered inactive. The Executive Committee will review membership annually at
general meetings and will notify members of inactive status. Inactive members may be be
reinstated upon request by a majority vote at annual general meetings.
a. General Membership Meetings
The general meeting of the members of dLOC shall be conducted once a year, in
proximity to the ACURIL annual conference.
b.Advisory Board Meetings
The Advisory Board shall meet once a year, in proximity to the Caribbean Studies
Association annual conference.
c. Special Meetings.
Special meetings of the membership and/or the Executive Committee may be held by
direction of the Executive Committee.
The quorum will be a simple majority of the members participating in the annual
Meetings are open to members of the organization.
f. Meeting Notification
Meetings will be announced to the membership and/or associated parties at least two
months prior to the scheduled meeting through appropriate dLOC listserv(s).
The Governing structure shall consist of an Executive Committee, Advisory Board,
Executive Director, and sub-committees.
a. The Executive Committee
The Executive Committee shall be the governing body of dLOC. The Committee shall
consist of nine members elected from the institutional representatives by the general
body. Terms of office shall be staggered, 2-year terms. A majority shall constitute a
quorum of the Executive Committee.
i. Governing Authority
The Executive Committee shall engage in policy-making, planning and
fundraising efforts, and shall oversee the work of the Executive Director. The
Committee will convene sub-committees who report to the Executive Director,
and will select the members of the Advisory Board.
The officers of the Executive Committee shall be Chair, Vice-Chair, and
Secretary. Officers will be elected by the members of the Committee.
iii. Officer Roles and Responsibilities
The Chair of the Executive Committee shall:
1. preside over general membership meetings
2. develop the general membership meeting agenda
The Vice-Chair shall serve as Chair in the absence of the Committee Chair. Other
1. Serve as liaison to the Advisory Board
2. Assist the Committee Chair by representing the Committee at meetings upon
The Secretary shall:
1. record and distribute minutes of the membership, Board and executive
2. handle correspondence as required
3. maintain membership roster
iv. Elections and Terms of Office
1. Election shall be by secret ballot during the General Membership Meeting
2. Representatives from active institutional members will be eligible for election
to the Executive Committee.
A vacancy in any office because of death, resignation, removal, disqualification or
otherwise, shall be filled by the institutional alternate. A new institutional
representative shall be appointed by the institution.
Any institutional representative may be removed for cause from the Executive
Committee at any time by the affirmative vote of a majority of the voting
Executive committee members then in office.
b. Advisory Board
The Advisory Board shall consist of seven members appointed by the Executive
Committee. The members of the Board will be skilled in technical issues, in relevant
academic disciplines, and in curriculum development. The Board will provide guidance
to the Executive Committee and the Executive Director by reviewing proposals for
collections, by nominating collections for inclusion, and by reviewing standards
developed by sub-committees. Professional expertise of members of the Board will
reflect the current issues being addressed by the organization.
Sc. Project CoorFdinatorExecutive Director
The Executive Director shall be hired by the host institution with counsel from the
Executive Committee, to develop and coordinate activities of the Digital Library of the
Caribbean as directed by the Committee. The Executive Director shall:
1. coordinate activities of project managers located at participating institutions
2. have managerial, fiscal, and library experience
3. liaise with legal counsel to clarify and resolve issues of jurisprudence
4. be ex-officio member of the Executive Committee and the Advisory Board
5. promote activities of dLOC
6. report to the Executive Committee and to the membership on the affairs of the
7. be located at a host institution that is a member of the organization.
g. Elections annd Teuorms of Office
i. mEletion shall be by secret ballot edurig the General Membership Meeting. A
plurality shall elect.
A vacancy in anry office because, of death, resignation, removal, adisalif cati;on or
otherwise, shall be filled by the institutional alternate. A new institutional representative
shall be appointed by the institution.
Amy institutional representative may be removed for cause from the Executive
Committee at any time by the affirmative Nvote of a majority of the voting Executive
committee members then in office.
Sub-Committees shall be appointed by the Executive Committee from among the
membership. All recommendations and minutes of Sub-Committees and ad hoc
Committee meetings shall be forwarded to the Executive Director for approval and
action. To carry out its work, the Digital Library of the Caribbean may have additional
sub-committees which will be charged with specific responsibilities or tasks. These may
be suggested by the membership of the organization as a whole, by the Executive
Director, or by the Advisory Board.
a. Technical Standards & Training Committee
The Technical Standards & Training Committee shall establish standards for digitization
including cataloging, metadata and markup, and deployment issues.
b. Curriculum and Development Committee
The Curriculum and Development Committee shall plan and consider future priorities
and initiatives of the organization.
VIII. Bylaws, governance, and legal counsel
i. Amendments to these bylaws may be proposed by the Executive Committee,
the Executive Director, or by the membership. Proposals shall be submitted to the
Executive Director and reviewed by the Executive Committee. All proposals
submitted shall be presented to the membership and may contain Executive
Committee or Executive Director recommendations.
ii. Amendments will be considered at the annual membership meeting. Notice
containing the text of any proposed amendment shall be sent to the membership at
least 30 days before the meeting at which it is to be discussed. (Do inst. reps of
members vote or does the Executive Committee -. ', ,I_ _
iii. These bylaws may be amended by a simple majority of voting members. (or
the Executive committee?)
b. Parliamentary Procedure
All matters of procedure at any meeting of the Committees, or the membership shall be
governed by Robert's Rules of Order (latest edition). These rules of order may be
suspended by a vote of two-thirds of the voting representatives present.
c. Legal Counsel
Legal counsel shall be made available to dLOC by the institutions represented on the
Executive Committee on a voluntary and rotating basis.
IX. Finances and Records
a. Dues and Fees
Each member shall be assessed annual membership dues according to a fee-structure and
schedule determined by the Executive Committee. (nen- payment -f
Comment [MSOfficel]: dLOC members should
have input in development of the organization and
this would be demonstrated by participation in
fee4s)Implementation of dues and fees will be determined by an amendment to the by-
b. Fiscal Year (?)
Determined; by host ;,institution;, ?) granting an (?)The fiscal year will begin 01
October each year and end 30 September of the following calendar year.
dLOC shall operate with money received from a variety of funding sources to include
grants, membership dues, and contributions from member institutions to maintain the
d. Registration Fees
fGCot of membership meeting spaee?)The Executive Committee will have the right to
establish fees to cover the cost of annual meetings.
All active records of the general membership meetings, the Executive Committee and the
Advisory Board, shall be maintained at the office of the Executive Director.
f. Disposition of Assets
In the event that the dLOC disbands is dissolved, any remaining funds in the Treasury
shall be disbursed to the Institution of the Executive Director for the sole purpose of
preserving and maintaining the organization's records.