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: email@example.com.
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 REPRESENTATIVES: The Chair will recruit and appoint OYAN’s ORCA representatives.
Documents maintained by the Chair include:
- Objectives and Activities
- Officers’ Duties
- Scholarships keep past 2 years of applications
- 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