OYAN  

2016-17 Officers and Duty Summaries
Terms run from September 1st to August 31st
 

Co-CHAIRS

Bobbye Hernandez

Multnomah County Library
Kenton Branch
8226 N Denver Ave
Portland, OR 97217

Email: bobbyeh@multcolib.org

Phone: 503-988-6574

 

Violeta Garza

Multnomah County Library
Troutdale Branch
2451 SE Cherry Park Rd
Troutdale, OR 97060

Email: violetag@multcolib.org

Phone: 503-988-4182

 

VICE-CHAIR / CHAIR-ELECT

Julie Jeanmard

Douglas County Library System
1409 NE Diamond Lake Bl.
Roseburg, OR  97470

Email: jkjeanma@co.douglas.or.us

Phone: 541-440-6009

 

 

SECRETARY

Amy Grimes

Lake Oswego Public Library
706 4th St.
Lake Oswego, OR 97034

Email: agrimes@ci.oswego.or.us

Phone: 503-697-6580

 

 

PUBLICATIONS MANAGERS

Keli Yeats

Multnomah County Library
Rockwood Branch
17917 SE Stark St
Portland, OR 97233

Email: keliy@multcolib.org

Phone: 503-988-3596

 

Gretchen Kolderup

St. Helens Public Library
375 S 18th St A
St. Helens, OR 97051

Email: gretchenk@ci.st-helens.or.us

Phone:

 

 

WEB EDITOR

K'Lyn Hann

Newberg Public Library
503 E. Hancock St
Newberg, OR  97132

Email: klyn.hann@newbergoregon.gov 

Phone: 503-554-7732 

 

 

CSLP (Collaborative Summer Library Program) LIAISON

K'Lyn Hann

Newberg Public Library
503 E. Hancock St
Newberg, OR  97132

Email: klyn.hann@newbergoregon.gov 

Phone: 503-554-7732 

 

PAST CHAIR

Ian Duncanson

Beaverton City Library
12375 SW 5th Street
Beaverton, OR 97005

Email: iduncanson@beavertonoregon.gov

Phone: 503-350-3610


 

 

ORCA Representatives (not Executive Board members)

Mackenzie RossBeaverton City Library

Anna Bruce -- Happy Valley Library

 

ILAGO Representavites (not Executive Board members)

April Witteveen -- Deschutes Public Library

 

 

Duty Summaries
(revised 09/2015)

 

MEMBERSHIP MEETINGS: The Chair prepares the agenda for each of the quarterly business meetings, beginning with the fall meeting following election. Recurring agenda items shall be drawn from the Objectives and Activities document.  The Chair is responsible for informing both the OLA & OYAN members about Division meetings via the OLA Hotline. The OLA Hotline is published on the 1st & 15th of each month.  Information may be sent via email to: olahotline@olaweb.org.

 

EVENT NOTIFICATIONS: The Chair is responsible for entering events into the OLA electronic event calendar hosted on MemberClicks: http://www.olaweb.org/#login.  To add an event, login into MemberClicks, go to community > event calendar and choose “add an event”.    

 

EXECUTIVE BOARD: The incoming Chair schedules and prepares an agenda for the annual meeting of the Executive Board.  This meeting is held between the summer and fall membership meetings and is attended by both out-going and incoming officers. The Executive Board revises the Objectives and Activities, reviews the Bylaws for possible revision, sets additional short-term goals, evaluates the organization’s progress and health, and allocates budgeted funds.

The Chair relies on the Executive Board for consultation throughout their tenure to ensure that the officer’s and OYAN’s duties are carried out in a proper and timely manner.

 

OLA CONFERENCE (SPRING): The Chair confers with OYAN members early in the fiscal year to generate and develop program ideas.  She/he then completes the necessary paperwork and submits to the OLA Conference Committee. If the timeline is too tight, the Chair should confer with the OLA Conference Committee prior to the proposal deadline. The Chair is also responsible for ensuring that OYAN carries through on its commitment, serves as the contact person for the OLA Conference Committee and acts as official representative to the conference whenever possible.

If a business meeting is held at the conference site, the Chair is responsible for making sure that a location is booked and the meeting time communicated to the OYAN membership.

 

OREGON ASSOCIATION OF SCHOOL LIBRARIES (OASL) CONFERENCE (FALL): The Chair confers with OYAN members early in the calendar year to generate program ideas and to organize participants. The Chair is then responsible for communicating with the OASL Conference Committee, submitting program proposals, filling out the necessary forms and ensuring that OYAN carries through on its commitment.    

Since this conference usually takes place after OYAN’s elections for the new year, the Vice Chair should be prepared to take over at the actual conference, acting as host at presentations as needed, and serving as the official OYAN representative to the conference whenever possible.

The Chair also serves as liaison to OASL, working to encourage cross-membership and to ensure that OYAN membership forms are provided to OASL’s members.

 

OTHER CONFERENCES AND EVENTS: The Chair acts as OYAN liaison to any other events and may appoint a special committee to develop any OYAN proposals.

 

SCHOLARSHIP APPLICATIONS: The Chair will notify the Executive Board when an application has been received, then forward approved applications to the OLA Honors, Awards and Scholarships Chair.

 

OLA EXECUTIVE BOARD:  The OYAN Chair serves on the OLA Executive Board and is expected to attend the scheduled OLA Executive Board meetings (two or more each year). 

  • Proxy: In anticipation of an OLA Board Meeting absence, the OYAN Chair must designate a proxy to ensure that the Division is represented.  The proxy should be selected at least one week prior to the OLA Board’s fall meeting. The OYAN Chair must notify the OLA President of the proxy appointment prior to the first OLA Board meeting of the year.

    Should the OYAN Chair be unable to attend an OLA Executive Board meeting, the OLA President must be notified in advance that the OYAN proxy will represent the Division.

  • Annual Report: The Chair submits an annual report of OYAN activities to the OLA Secretary at the end of the Association year. The Chair shall post a summary of this annual report to the OYAN Review and to the OLA Hotline; additionally, copies of this summary shall be distributed and reviewed by OYAN members attending the fall quarterly meeting.

 

ORCA REPRESENTATIVE:  The Chair will recruit and appoint OYAN’s ORCA representatives.

 

Documents maintained by the Chair include:

  • Bylaws
  • Objectives and Activities
  • Officers’ Duties
  • Scholarships keep past 2 years of applications
  • History
    • Annual Reports - all; send all to the OLA Archives
  • Forms – Chair & Secretary (includes the scholarship form and any membership recruitment documents)
  • OLA Financial Reports
  • OLA Board
 

VICE-CHAIR/CHAIR-ELECT

The Vice-Chair/Chair-Elect supports and assists the OYAN Chair in Division endeavors and assumes the responsibilities of the Chair in the event of the Chair’s absence or resignation.

The Vice-Chair/Chair-Elect must be present at all OYAN membership and Executive Board meetings and attend the annual OLA Conference.

The Vice-Chair/Chair-Elect directs the OYAN Raffle held during the OLA Conference.

Documents maintained by the Vice-Chair include:

  • OYAN Raffle

PAST CHAIR

The Past Chair serves as a member of the Executive Board, providing support and assistance to board members as needed.

The Past Chair attends the annual Executive Board meeting, held between the summer and fall quarterly meetings, and contributes knowledge and expertise as the incoming Board reviews the Bylaws, Goals and Objectives, and other documents.

The Past Chair also leads the OYEA! Award committee which includes recruiting two additional members, soliciting award nominations, and selecting an award winner each year.

 

 

The Past Chair will also prepare budget and budget reports in cooperation with the chair.

 

 

The Past Chair will send welcome email/note describing OYAN to new members.

 

 

SECRETARY

The Secretary must attend all OYAN meetings. If the Secretary cannot attend a meeting, she/he is responsible for finding a replacement for that meeting.

MINUTES: The Secretary records minutes of membership and Executive Board meetings. After preparing the minutes, the Secretary should forward a draft to the membership for review. The Secretary must then distribute the revised minutes to the OYAN membership at least one month prior to the next quarterly meeting.

OYAN PROCEDURE MANUAL: The Secretary is responsible for maintaining and updating the organizational documents in the Executive Board procedure manual. Once an item is amended, it is sent to the appropriate Executive Board member(s) for insertion in the manual.

Documents maintained by the Secretary include:

  • Bylaws
  • Objectives and Activities
  • Officer’s Contact Information
  • Officer’s Duties
  • Forms (including Scholarship Application, membership forms, and bookmarks)
  • Minutes

The Secretary also performs other tasks as assigned.

 

PUBLICATIONS MANAGER

The Publications Manager oversees the publication of the Division’s quarterly newsletter, the OYAN Review. Using contributions from the membership, the Review may contain book reviews, program ideas, news of upcoming events, the agenda of the upcoming meeting, and any other information of interest to the OYAN membership. The Review is distributed in a relevant time prior to each quarterly meeting to OYAN members via electronic list. 

Documents maintained by the Publications Manager include:

  • OYAN Review must keep the four most recent issues
  • Book Lists: keep one copy of each annual booklist (Book Rave, Graphic Rave, & Mock Printz list)

 

 

WEBSITE EDITOR

The Website Editor designs and maintains a website to serve the purposes of the organization. The site will include links to items of interest to those serving young adults, organizational information such as the Bylaws, records of book talks given at conferences, other resources of use to the organization, and information about joining OYAN.

 

COLLABORATIVE SUMMER LIBRARY PROGRAM (CSLP) LIAISON

In order to ensure that Oregon has a voice in the preparation of Teen Summer Reading Program (TSRP) materials provided by the Collaborative, OYAN will maintain a CSLP Liaison position on the Executive Board.  The position may be held concurrently with another Executive Board position.  The two year appointment will:

  • Assist the Oregon State Library’s (OSL) Youth Services Consultant in sharing and gathering information relevant to the Collaborative’s plans for young adults (proposed themes, slogans, votes, etc.)
  • Subscribe to the CSLP listserv and disseminate any relevant information to the OYAN membership electronically and at business meetings.
  • Attend the annual CSLP Meeting with financial support from OYAN for trip expenses (i.e. air fare).
  • Hold a position on the Teen Manual Committee of CSLP and offer constructive thoughts and ideas throughout the editing process (“be a worker, not a lurker”).
  • Will collaborate with Children’s Services Division (CSD) CSLP reps and OSL Youth Services Consultant to write survey questions asking for additional CSLP program feedback. OYAN CSLP rep will create and distribute the survey at the end of the summer, collect the data and share it with CSD CSLP reps and the OSL Youth Services Consultant.

OYAN PROCEDURE MANUAL

The Secretary is responsible for maintaining and updating the organizational documents in the Executive Board procedure manual. Once an item is amended, it is sent to the appropriate Executive Board member(s) for insertion in the manual.

Documents maintained by the Secretary include:

  • Bylaws
  • Objectives and Activities
  • Officer’s Contact Information
  • Officer’s Duties
  • Forms (including Scholarship Application, membership forms, and bookmarks)
  • Minutes

Procedure manual content: the following master list of Procedure Manual content identifies the position(s) that should receive the specific item.

  • Bylaws - all officers;
  • Membership List – this is available through Memberclicks
  • Objectives and Activities – all officers;
  • Officers’ Duties – all officers;
  • Scholarships – Chair & Secretary; keep past 2 years of applications
  • History - Chair and Secretary
    • Annual Reports - all; send all to the OLA Archives
  • Booklists - Publications Manager keeps one copy of each annual booklist:  Book Rave, Graphic Rave, Mock Printz list
  • OYAN Raffle – Vice Chair
  • Forms – Chair & Secretary (includes the scholarship form and any membership recruitment documents)
  • OLA Financial Reports – Chair; keep past 3 years
  • OLA Board – Chair
  • Minutes – all officers: the Secretary keeps all minutes (the current two years in paper, the rest in digital) while other officers should keep the past year.  Send all minutes to OLA for the archive.
  • OYAN Review - Publications Manager: must keep the four most recent issues;

 

Files to be stored digitally*: the following master list of digital file content identifies the position(s) that should receive and store the specific item. Files should be saved with the following protocol: 

yyyymmdd-CategoryQuarter” ex. “2014 09 12-MinutesExecutive” “20140912-Officer’sDutiesFall

  • Scholarships – Chair keeps Spreadsheet of OYAN Scholarships with recipient, amount and date. Past 2 years of applications kept on digital file.
  • Booklists - Publications Manager keeps one copy of each annual booklist:  Book Rave, Graphic Rave, Mock Printz list
  • Forms – Chair & Secretary (includes the scholarship form and any membership recruitment documents)
  • Annual Reports - all; past 2 years
  • Minutes – all; past 2 years

*The external hard drive of will be backed up annually by exiting chair during the annual Executive Meeting.

 

 
Maintained by OYAN's Web Editor
Last updated: 02/08/17
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