Zine Union Catalog Team

Governance Plan

August 2016


Section 1: Decision Making

  1. Structure – The decision making  structure of the Zine Union Catalog (ZUC) team shall consist of an all-volunteer Caticorn Herders (aka Herders, the strategic core group) elected by ZUC members; three Caticorn Glarings (or standing committees) to manage specialized, ongoing facets of the project; and a reasonable number of Fast Horses (aka ad-hoc committees) to be created as needed for specific, discrete tasks.
  2. Authority – The Caticorn Herders shall have the authority to act on behalf of the ZUC membership to carry out the business of the alliance.

Section 2: (aka Herders, the strategic core group)

  1. Composition – The Herders shall consist of seven elected members. We strive for diversity of repository type, life experience, communication styles, learning styles, and subject/technical expertise, but also acknowledge the presence of accumulated wisdom among long-serving members.
  2. Voting – The Herders shall all be equal voting members.
  3. Terms of Office – The Herders shall each serve for one year, and must stand for affirmation annually.
  4. Duties – The Herders shall...
  1. ...decide and act on all strategic decisions regarding priorities, organization, governance, financing, and technology adoption. They will rely heavily upon the Standing Glarings and Fast Horses for research, recommendations, and feedback.
  2. ...serve as the nominating and elections committee, brainstorming and soliciting candidates, and organizing and running the annual election.
  3. ...maintain and organize appropriate records and platforms.
  4. ...revisit decisions and workflows, and revise documentation annually.
  1. Meetings – The Caticorn Herders are required to meet at least six times per year (virtually and/or in person) and members are required to attend all regularly scheduled meetings.
  1. Meeting Calendar – A provisional meeting schedule for the coming calendar year will be adopted at each post-election meeting.
  1. Two call-in meetings per year will begin with an update for the Board and will be open to the public.
  2. One meeting will be devoted to revisiting decisions and workflows, and revising documentation.
  3. One meeting will be devoted to drafting the election ballot.
  1. Meeting Roles – Meeting Roles will rotate among the Herders and will be assigned for the coming calendar year at each post-election meeting.
  1. Meeting Facilitator – Call meeting, draft and circulate agenda, and preside at meeting.
  2. Backup Facilitator – Preside at meeting in the absence of the Facilitator. In this case, Meeting Facilitator will be responsible for Backup Facilitator’s next shift.
  3. Notetaker – Draft notes during meeting, then circulate for input and circulate final version.
  1. Vacancies – In the event a Herder cannot complete their term, the Herders shall appoint a member to complete the term until the next scheduled election is held.

Section 3: Caticorn Glarings (or, standing committees)

  1. The Glarings serve in a research & development capacity, helping the Herders manage specialized facets of the larger ZUC project that demand focus and specific expertise. Each Glaring works details out amongst themselves, but remains in steady contact with the other Glarings and the Herders by sharing documentation, meeting notes, and reports, and by joining conference calls and other meetings as appropriate.
  2. The Glarings identified to date include:
  1. Funding & Sustainability – responsible for securing resources needed to sustain the ZUC.
  2. Technology – Responsible for platform and tool selection and training.
  3. User Experience & Design – Responsible for initial interface and process design, user testing, and iterative improvement.
  4. Equity and Justice, which includes accessibility
  5. Outreach/inreach /membership enrichment

Section 4: Fast Horses (or, ad-hoc committees)

  1. [This space intentionally left blank for ad hoc things]
  2. Radical queerleading squad

Section 5: Advisory Board

  1. The Board will serve in an advisory capacity, helping the Herders prioritize projects and providing user feedback.
  2. The Advisory Board shall be composed of _____ selected by the Herders.
  3. Nominations will be accepted from [ZUC members/the broader zine community] each January and invitations will be extended to prospective Board members in February.

Section 6: Nominations and elections

  1. Nominations – A call for nominations will be opened one month before a scheduled election. The call will close two weeks before the election. Self-nomination is permitted. Candidates will provide brief statements detailing their reasons for running and provide a summary of their qualifications for inclusion in the election ballot.
  2. Voting – Each member institution may submit one vote.
  3. Elections – Affirmations will be held annually in December, and will be open for a period of two weeks.

Section 7: Decision making during catalog development

  1. Lauren and Jenna are developing ZUC for a class, but should be accountable to and overseen by likely ZUC partners.
  2. The ZUC project had an advisory board in place while they worked on the project for their class in spring 2017. Many of the board members agreed to remain in place for the spring 2018 class.
  3. Members of the ZUC email should affirm or edit the advisory board on a conference call or qualitative voting apparatus.
  4. Lauren and Jenna will report their progress to the advisory board and the ZUC email list monthly via an email, blog post, and/or phone call, even if there is nothing to report.