CREATING GOOD GOVERNANCE STRUCTURE TO STRENGTHEN CONSORTIA: KENYA LIBRARY AND INFORMATION SERVICES CONSORTIUM (KLISC) BY Rosemary Otando Eifl Country Coordinator Eifl Open Access Country Coordinator Eifl General Assembly, 12 th to 14 th November, 2015

What is KLISC?  Consortium formed to share the costs of subscription of PERI e- resources and later any other databases evaluated and acceptable by the Consortium  University of Nairobi (UoN) agreed to host KLISC until such a time that it is able to stand on its own  – University of Nairobi acted as National Coordinator for KLISC  – Interim Executive selected by Members  Strategic Plan development and revision of Constitution done which paved way for the Interim Executive being confirmed as Executive Committee in  To date, University of Nairobi still hosts KLISC

KLISC EXECUTIVE STRUCTURE to date – Interim confirmed in 2014 AGM for a period of 3 years. This was after two workshops funded by INASP to support the development of Strategic Plan and workshop on “Strengthening of the Consortium”. Aim was to support KLISC to be more Independent Executive – Chair, Vice Chair, Secretary, Treasurer, 3 other members to manage the Consortium – All are Managers in various Libraries (Library Directors and Deputy Library Directors) Next Election – Executives to be elected by Members as per the Constitution Country Coordinators - for INASP & Eifl, selected by Executive Working Committees – was formed by the Executive in 2014 to coordinate KLISC activities

KLISC OBJECTIVES Launched in 2003; Members Public Universities Private Universities Government Institutions/Departments Public Libraries, National Archives, Museums, etc. Non-Profit National Tertiary Colleges National Research Institutions Objectives To share information resources in stock To facilitate capacity building in libraries and information centers in Kenya To promote the use of ICTs in information management To promote development of local content To enhance dissemination of information for national development

S TRATEGIES USED Strong Executive structure in place with functions clearly stated Quarterly meetings of the executive to assess achievements Strategic plan and the constitution implementation Capacity building e.g. consortium strengthening workshops, Website development for communication and visibility Mentorship – staff attached in developed libraries for benchmarking Annual General Meeting where yearly activities by KLISC Working groups are reported

STRATEGIES USE: W ORKING C OMMITTEES Formed by the Executive in 2014 to coordinate KLISC activities- Meet once quarterly as situations may demand, and other times virtually to organize & perform activities in their terms of reference. At least one member of the Committee should be member of the executive to ensure implementation of planned activities. Report to the Executive after completion of activity Committee also report in AGM on the activities performedCommittees: Advocacy, Fundraising and Programs Committee Provide financial guidance, develop and sustain fundraising strategies to meet financial needs of KLISC and prepare budgets for various KLISC activities. Advocacy, Fundraising and Programs Committee - Provide financial guidance, develop and sustain fundraising strategies to meet financial needs of KLISC and prepare budgets for various KLISC activities.

Licensing Committee - To provide guideline and approach publisher and perform negotiation and licensing tasks for KLISC Licensing Committee - To provide guideline and approach publisher and perform negotiation and licensing tasks for KLISC ICT and e-Resources Committee - develop, implement & sustain ICT plans ICT and e-Resources Committee - develop, implement & sustain ICT plans Information Management and Innovation Committee - Standards, Services, Information Literacy Committee evelop and sustain long range plans for information management for KLISC and recommend KLISC administrative policy with relation to information management innovations, standards, services and information literacy. Information Management and Innovation Committee - Standards, Services, Information Literacy Committee – To develop and sustain long range plans for information management for KLISC and recommend KLISC administrative policy with relation to information management innovations, standards, services and information literacy. Legal Framework Committee Monitor the legal framework in which KLISC operates and advise the Consortium of relevant changes and develop, implement and manage emerging and existing policy issues of direct relevance to KLISC members, Legal Framework Committee - Monitor the legal framework in which KLISC operates and advise the Consortium of relevant changes and develop, implement and manage emerging and existing policy issues of direct relevance to KLISC members, Special Needs Committee Special Needs Committee - Cater for the needs of library users with special needs S TRATEGIES USED : W ORKING C OMMITTEE

STRATEGIES USED (C ONT.): Payment Model KLISC members subscribe collectively to selected electronic resources. Annual subscription cost varies according to the quotations from the publishers. Total cost is then shared among all the members based on an agreed-upon formula. (Ksh.) Annual Membership Fee- for activities -20,000 ($200) Annual Membership Fee- for activities -20,000 ($200) PROPOSED BANDS PROPOSED BANDS BAND A: 1000 and below250,000 ($2400) BAND A: 1000 and below250,000 ($2400) BAND B: 1001 – ,000 ($4,400) BAND B: 1001 – ,000 ($4,400) BAND C: 5001 – 10,000650,000 ($6250) BAND C: 5001 – 10,000650,000 ($6250) BAND D: – ,000,000 ($9,600) BAND D: – ,000,000 ($9,600) BAND E: AND ABOVE2,000,000 ($19,000) BAND E: AND ABOVE2,000,000 ($19,000)

IMPACT OF STRENGTHENING KLISC GOVERNANCE STRUCTURES More responsible and independent Consortium with constitution and strategic plan in place Rapid growth – Currently over 120 members Mentor to other Consortia e.g. Ethiopia, Uganda, etc Achieved yearly planned activities by Working Committees, e.g planned activities included negotiation & e-subscription, & workshop on negotiation- by licensing committee; ICT meeting & workshop, website re-designing- by ICT $ e-resources committee; workshop on repositories- by IMIC committee etc Members participation in strengthening the consortium Website for visibility and communication Increased support from member institutions and partners Increased customer satisfaction as per survey done in 2014

C HALLENGES Due to rapid growth, new members need mentoring & support Marketing of e-resources Visibility of KLISC Nationally and Internationally With nearly 150 members, it is a complex consortium hence the need to develop its higher level strategic skills Still being hosted by the University of Nairobi Insufficient budget for resources & capacity building – need for government support FUTURE PRIORITIES Financial Management - Look for strategic grants for priority work e.g development of repositories, strengthening consortium, marketing and monitoring of e-resources and licensing & negotiation – need to venture into income generating activities Benchmarking with experienced mentors Influencing policy and decision makers nationally

LET US STRENGTHEN OUR CONSORTIA