Chapter 13 - Public Library Division Bylaws and Awards

 

13.01 NAME

13.011 The name of this division shall be the Public Library Division of the Oregon Library Association.

13.02 PURPOSE

13.021 The purpose of the Public Library Division shall be to promote public library service and development, to promote the potential for increasing cooperation among public libraries, to represent the interests and concerns of public libraries in relation to the Oregon Library Association and the Oregon State Library, and to develop legislative priorities for public libraries and other issues as may be pertinent to the Division.

13.03 MEMBERSHIP

13.031 Membership shall be open to members of the Oregon Library Association who support the purposes of this Division. A list of Division members shall be revised annually with the assistance of the Oregon Library Association membership officer.

13.032 The Division may charge dues as a condition of membership.

13.04 MEETINGS

13.041 The annual Division general membership business meeting shall be held at the annual conference of the Oregon Library Association. Other meetings may be called by the chairperson or upon written request of at least ten members of the Division. Except in cases of emergency, at least thirty days' written notice including time, place and purpose shall be provided to each member.

13.042 Twenty-five voting Division members shall constitute a quorum

13.05 OFFICERS

13.051 The elected officers shall be a chairperson, a vice-chairperson/chairperson-elect, and a secretary (each to serve a one year term), plus 4 directors-at-large (each to serve a 2 year term, with 2 elected each year). Terms of office shall begin with the Oregon Library Association year. The chairperson shall be a voting member of the Executive Board of the Oregon Library Association.

13.052 Nominations and Elections of Officers

13.0521 The vice-chairperson/chairperson-elect, the secretary and 2 directors-at-large shall be elected annually by a mail ballot to all Division members. The time element for this election shall generally conform with that for election of officers for the Oregon Library Association

13.0522 A list of members who may receive a ballot shall be the annually revised list of Division members. One third of the ballots mailed must be returned to have a valid election.

13.0523 Procedures for conducting elections, including qualifications for candidacy, nominated candidates, and deadlines for the mail ballot shall be governed by By-law 4 of the Oregon Library Association.

13.0524 Director-at-large positions 1 and 2 shall be nominated and take office in odd-numbered years. Director-at-large positions 3 and 4 shall be nominated in and take office in even-numbered years.

13.053 Duties of the Chairperson

13.0531 Chairs all meetings of the Division and the Executive Committee.

13.0532 Assumes responsibility for the general direction and program planning of the Division. Is a voting member of the Executive Board of the Oregon Library Association.

13.0533 Manages expenditure of budgeted funds. Submits all bills and receipts to the Oregon Library Association treasurer as appropriate.

13.0534 Is responsible for Division input to various Oregon Library Association committees as appropriate.

13.0535 Effects the annual mail ballot, together with a nominating committee, for election of the vice-chairperson/chairperson-elect, a secretary and 2 directors-at-large.

13.0536 Reports on Division activities at meetings of the Executive Board of the Oregon Library Association and represents the Division in Executive Board activities. Reports to Division members at all meetings of the Division.

13.0537 Establishes committees as needed, appoints their members, and keeps records of committee activities.

13.0538 Works with the vice-chairperson/chairperson-elect in preparation for assuming the responsibility as chairperson.

13.0539 Maintains the Division membership list, revised annually. Provides information to members, to the OLA Hotline editor, and to other media as appropriate.

13.05310 Maintains complete records of past and present Division activities. Provides materials of historical value to the Oregon Library Association archives.

13.054 Duties of the Vice-Chairperson/Chairperson-elect

13.0541 Assumes the office of chairperson after one year as vice-chairperson.

13.0542 Attends all meetings of the Division and Executive Committee and chairs meetings of the Division and Executive Committee in the absence of the chairperson.

13.0543 Becomes familiar with the constitution, by-laws, policies, and procedures of the Division and the Oregon Library Association.

13.0544 Assists the chairperson. Serves on committees as appointed by the chairperson. Is responsible for tasks and duties as determined by the chairperson.

13.055 Duties of the Secretary

13.0551 Attends all meetings of the Division and Executive Committee and takes minutes. Submits minutes to the chairperson for inclusion in records of the Division.

13.0552 Assumes other related duties as assigned by the chairperson

13.056 Duties of the Directors-at-Large

13.0561 Attends all meetings of the Division.

13.0562 Attends all Executive Committee meetings of the Division to provide assistance in setting goals and doing program planning for the Division.

13.057 Vacancies

13.0571 If the office of chairperson is vacated by resignation, death, or incapacity, the vice-chairperson/chairperson-elect shall fill out the remainder of the term and his/her own term.

13.0572 If both offices of chairperson and vice-chairperson/chairperson-elect are vacated by resignation, death, or incapacity, a chairperson shall be appointed by the president of the Oregon Library Association, and the new chairperson shall hold a mail ballot to elect a new vice-chairperson/chairperson-elect.

13.0573 If the office of secretary is vacated by resignation, death, or incapacity, the chairperson shall hold a mail ballot to elect a new officer.

13.0574 If the office of director-at-large is vacated by resignation, death, or incapacity, the chairperson shall hold a mail ballot to elect a new director.

13.06 EXECUTIVE COMMITTEE

13.061 The chairperson, vice-chairperson/chairperson-elect, the secretary and 4 directors-at-large shall be voting members of the Executive Committee.

13.062 The outgoing chairperson shall be a non-voting member of the Executive Committee for one year.

13.063 The Executive Committee shall have the authority to act for the Public Library Division between its business meetings, to set goals and do program planning, to schedule meetings and to make recommendations to the Public Library Division and to the Oregon Library Association.

13.064 The Executive Committee shall meet at the annual conference of the Oregon Library Association and at least one other time during the year. Additional meetings may be called by the chairperson.

13.07 COMMITTEES

13.071 Standing committees of the Division shall be: Nominating Committee (three members, one year term), Conference and Workshop Planning Committee (one year term).

13.072 Special committees may be appointed by the chairperson as needed.

13.08 AMENDMENTS

13.081 Amendments to these by-laws may be proposed by officers or members of the Division at the annual Division general membership business meeting.

13.082 Proposed changes to these by-laws shall be presented in writing for the purpose of discussion.

13.083 By-laws may be amended by a two-thirds vote of members present at the annual Division general membership business meeting.

13.084 By-laws revisions and amendments shall be submitted to the Executive Board of the Oregon Library Association and to the Oregon Library Association for acceptance and inclusion in the Oregon Library Association Procedure Manual.

13.09 DIVISION PROCEDURES

13.091 The rules contained in Robert's Rules of Order, Revised shall govern the Division in all cases not specifically detailed in these by-laws.

13.10 OLÉ AWARD

13.101 The award shall be given to any person currently employed in any capacity in an Oregon public library who has displayed exceptional effort and excellence. The award shall be called the Olé Award in recognition of the recipient's efforts to "take the bull by the horns and get the job done."

13.102 Any employee of an Oregon Public Library who has displayed exceptional effort and excellence in public library service may be given the award. Special effort will be made to recognize lesser-known individuals who may have made significant and concrete achievements. Eligibility requirements are as follows:

The person shall be a paid employee, in any capacity, at an Oregon public library.

The person shall have shown exceptional effort and excellence in meeting a specific task, challenge or situation.

13.103 The award shall be given annually, if and when there is a deserving recipient. It shall consist of a certificate or plaque suitable for display. It shall be presented by a member of the Public Library Division Executive Board at the annual conference during the Division's membership meeting or during a meeting of the general membership.

13.11 NOMINATION PROCESS

13.111 Nominations for the award shall be solicited from the Division's membership.

13.112 An award committee, composed of members of the Division's Executive Board and the Chair person of the Honors. Awards and Scholarship Committee (ex-officio member) shall select the nominee.

13.113 The Division Chairperson or a member of the Division Board shall present the name of the nominee, with justification for the award, to the January meeting of the OLA Executive Board for approval.

13.12 STIPEND

13.121 The Division may approve a stipend of up to $150 to defray the recipient's cost of attending the annual Public Library Division membership meeting held during the OLA annual conference. The stipend shall be budgeted annually by the Division.

13.13 PUBLICITY AND RECORD-KEEPING

13.131 Announcements of the award recipient shall be publicized in the appropriate statewide, regional and national library news media, and in local media.

13.132 The Division shall keep written records of committee activities and justifications. The Division Chairperson and the Chairperson of the HAS Committee shall keep a cumulative list of award recipients with the year in which the award was given.

 

Last amended November 5, 2007