Chapter 5 Officers
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5.01 |
PRESIDENT |
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5.011 |
Duties |
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5.0111 |
Assumes responsibility for and general direction of the Association. Is a voting member of the Executive Board. |
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5.0112 |
Calls and presides over the meetings of the Executive Board. Presides over business sessions of the annual meeting of the Association |
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5.0113 |
Appoints chairperson and members of all standing committees, subject to approval of the Executive Board, and serves as an ex-officio member of all committees. Develops charge to the committee and provides instructions on mailings, budgets, and reports. |
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5.0114 |
Appoints a Parliamentarian who is not an Executive Board member but may be asked to sit in on any Board meeting. |
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5.0115 |
Appoints special committees, subject to the approval of the Executive Board and defines the duties of each committee at the time of appointment. Develops charge to the committee and provides instructions on mailing, budgets, and reports. |
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5.0116 |
Plans a budget to present at meetings of the Executive Board. |
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5.0117 |
May, with approval of the Executive Board, call special meetings of the Association when deemed necessary. |
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5.0118 |
Maintains general supervision over committees; requests reports of progress from time to time; expresses thanks on completion of work. |
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5.0119 |
Recommends changes in the Constitution and By-Laws as the Board decides and the need arises and refers these to the Parliamentarian for action. |
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5.01110 |
Works with the President-Elect in preparation for assuming the responsibilities of President. |
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5.01111 |
Appoints, when necessary, an alternate for the Association's Representative on the Board of Directors of PNLA. If the position becomes vacant before the expiration of a term of office, appoints a member to serve until the remainder of the term is provided for at the next annual election. |
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5.01112 |
Fills in and returns questionnaire from the U.S. Office of Education when this is asked for by that office. |
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5.01113 |
Helps make plans for the annual meeting of the Association. Plans business sessions in detail. |
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5.01114 |
Receives from the Nominating Committee Chairperson the list of new officers to be introduced at the first business meeting of the annual conference. |
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5.01115 |
Notifies the duly elected officers of their election as soon as the returns are in. Also, notifies those not elected of the results of the election. |
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5.01116 |
Checks minutes from the sectional meetings at the annual meeting to ascertain names of officers and to be informed on action taken during the conference. |
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5.01117 |
Keeps record of expenses and presents bill to the Treasurer before the close of the fiscal year. |
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5.01118 |
Appoints lobbyist, if necessary, during legislative year, with approval of the Board and the Development and Legislation Committee. |
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5.01119 |
Supports other organizations in a manner appropriate to the interests and issues of the Association. |
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5.012 |
President's Duties - By Calendar |
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5.0121 |
General |
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5.01211 |
Becomes familiar with materials in President's files. |
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5.01212 |
Checks minutes of the previous annual meeting to determine continuing matters of business. |
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5.01213 |
Selects Standing Committees to be presented to the Executive Board for approval. If desired, approval for these appointments may be secured by a mail vote of the Executive Board. The President can then proceed to appoint. |
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5.01214 |
Selects Special Committees. Upon approval by the Executive Board, by mail if desired, the President can proceed to appoint. |
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5.01215 |
Canvasses opinion of the membership in any possible way and draws up a program of action for the year to submit to the Executive Board. |
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5.0122 |
August - October |
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5.01221 |
Plans a budget to present at a meeting of the Executive Board for discussion, amendment, and adoption. |
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5.01222 |
Plans and calls meetings of the Executive Board. Prior to the meeting, sends notices, enclosing agenda and list of members of the Board, to each member. Advises the Secretary to take minutes, to submit the first draft to the President and, upon presidential approval, to send copies to members of the Executive Board and to the chair of the Publications Committee soon after the meeting. Advises the Secretary on any matter which requires work in regard to minutes or letters. |
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5.01223 |
Conducts meetings of the Executive Board. |
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5.01224 |
Reviews minutes of meetings of the Executive Board, makes appointments, and attends to other business originated by the Executive Board. |
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5.0123 |
December - April |
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5.01231 |
Plans the annual conference with advice of the Board. Has an Executive Board meeting in January or February. |
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5.01232 |
Works closely with the Conference Chairperson. |
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5.0124 |
April or May - Annual Conference |
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5.01241 |
Plans and presides at business sessions of the Association. |
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5.01242 |
Submits statement of year's expenses to the Treasurer |
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5.01243 |
Confers with all outgoing officers to ensure all reports are compiled and delivered to the appropriate office |
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5.0125 |
Post-Conference Duties |
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5.01251 |
Meets with Program Chairperson, incoming President and other necessary chairpersons, to check results. |
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5.01252 |
Sends letters of thanks to individuals who helped arrange and contributed to the conference as a personal courtesy. However, the Secretary is instructed to write all official letters of thanks. |
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5.01253 |
Segregates files of papers into active and inactive material. Eliminates any unnecessary correspondence which need not be saved. Deposits the inactive file with the State Library. |
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5.01254 |
Writes history of his or her year for inclusion in the Historical record of OLA. This should include accomplishments, and names of officers and committee members, etc. |
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5.01255 |
Turns over the President's files to the incoming President. |
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5.02 |
VICE-PRESIDENT/PRESIDENT-ELECT |
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5.021 |
Duties |
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5.0211 |
Is a voting member of the Executive Board. |
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5.0212 |
Acts in the absence of the President. If the President vacates the office for any reason, the President-Elect would complete the term. Normally assumes the office of the President at the end of term of Vice-President. |
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5.0213 |
Represents the President upon request. |
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5.0214 |
Keeps in close touch with the President throughout the year to aid in solving Association problems and prepares to assume duties and obligations of the Presidency. |
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5.0215 |
Represents OLA on the OEMA Board. |
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5.03 |
SECRETARY |
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5.031 |
Duties |
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5.0311 |
Serves as a voting member of the Executive Board. |
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5.0312 |
Is responsible for handling OLA correspondence pertaining to this office. The President may call upon the Secretary to help with other correspondence, insofar as distance between them may permit. Both persons should agree upon the division of work. |
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5.0313 |
Keeps a file of current minutes, pertinent correspondence and communication, including any official correspondence from any Executive Board. |
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5.0314 |
Keeps a list of the names and addresses of members of the Executive Board and of the Committee and Division Chairpersons, and notifies them concerning OLA business at the instruction of the President. |
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5.0315 |
Keeps minutes of all Board meetings, submits draft of minutes to the OLA web page and exchanges draft minutes for approved minutes after approval by the Executive Board. |
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5.0316 |
Keeps a record of attendance at Board meetings. |
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5.0317 |
May tape the minutes of the Executive Board and use the tapes in preparation of the typed minutes. The tapes are retained until the typed minutes have been approved. |
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5.0318 |
Submits the minutes to each member of the Executive Board. |
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5.0319 |
Proceeds with general correspondence as instructed by the Executive Board and the President. |
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5.03110 |
Keeps a record of secretarial expenses and submits a statement of the same for the year to the Treasurer. Expenses may cover such items as stamps, papers, secretary's notebooks, telephone calls, etc. |
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5.03111 |
Makes the following notifications: |
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5.03112 |
Sends names of new officers to: Chapter Relations Office ALA Washington Office Washington State Librarian |
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5.03113 |
Requests ALA Washington office to send Washington Newsletter to the new President and new Publicity Chairperson. |
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5.03114 |
As soon as a date of annual meeting is decided upon, writes to ALA Headquarters to clear the date with their clearinghouse. |
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5.03115 |
When the date is finally settled, sends notices to: ALA Headquarters and American Libraries |
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5.032 |
Duties Pertaining to Annual Conference |
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5.0321 |
In February, before the annual meeting, sends a reminder to each Committee and Round Table Chairperson to forward a copy of the committee's mid-year report to the person responsible for duplicating the reports for distribution at the annual meeting. Specific instructions will probably vary year to year and it may be they will be asked to do their own duplicating. |
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5.0322 |
Takes minutes of OLA general business meetings. |
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5.0323 |
Sends any official letters of thanks to individuals and groups who contributed to the success of the conference, as requested by the President. |
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5.0324 |
Sends letters of thanks and recommendations to those named by the Executive Board. |
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5.033 |
Final Duties |
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5.0331 |
May confer with the President on what material from the Secretary's files will have permanent value. |
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5.0332 |
Material needed by the incoming Secretary should be held in order to be transferred. |
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5.0333 |
Material which is of historical value should be deposited with the State Library. |
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5.04 |
TREASURER |
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5.041 |
Duties |
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5.0411 |
Is a voting member of the Executive Board. |
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5.0412 |
Shall perform duties pertaining to office and such other duties as may be approved by the Executive Board. |
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5.0413 |
Is required to furnish bond to be purchased by the Association and deposited in the vault at the State Library. |
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5.0414 |
Pays bills in accordance with the approved annual budget upon receipt of proper documentation from officers, unit officers, or committee chairs. |
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5.0415 |
Countersigns checks over $200 |
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5.0416 |
Works closely with OLA's association management contractor to insure competent management of the Association's finances. |
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5.0417 |
Monitors Association's lobbying expenditures to assure compliance with IRS guidelines outlined in IRS Form 5768 (filed 4/96). |
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5.0418 |
Prepares a financial statement which is presented to the membership for acceptance at the annual conference. |
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5.0419 |
Presents a financial statement at each meeting of the Executive Board with copies to each member of the Board and at other times on request of the President. |
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5.0420 |
Places funds in excess of needs for current expenses in a savings account, certificate of deposit or money market account until needed. |
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5.05 |
PAST-PRESIDENT |
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5.051 |
Duties |
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5.0511 |
Is a voting member of the Executive Board. |
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5.0512 |
Recommends a site for the annual conference in the third year after the completion of his/her term, and negotiates a contract for the site. |
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5.0513 |
Shall be available to the new President for advice or counsel. |
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5.0514 |
Shall advise the new Board of actions of the preceding Board. |
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5.06 |
MEMBER-AT-LARGE |
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5.061 |
Duties |
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5.0611 |
Is appointed by the President. Shall not be an administrative member who supervises more than three full-time librarians. |
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5.0612 |
Is a voting member of the Executive Board. |
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5.0613 |
Represents all members in accordance with personal commitments and as the need arises. |
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5.07 |
PARLIAMENTARIAN |
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5.071 |
Term of Office |
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5.0711 |
One year or until successor is appointed and has qualified for the office. |
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5.072 |
Duties |
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5.0721 |
Attends Executive Board meetings when asked by the President, does not vote. |
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5.0722 |
Attends all general business meetings at the annual conference |
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5.0723 |
Advises the President of correct parliamentary procedure as the need arises. |
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5.0724 |
Passes on constitutionality of any action and does not allow unconstitutional action to take place |
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5.0725 |
Is appointed by the President and is not officially a member of the Executive Board. |
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5.0726 |
Is responsible for revision and updating of the Procedure Manual. |
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5.0727 |
Recommends revision of the Constitution and By-Laws as the need arises. |
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5.0728 |
Keeps an official constitution with revisions up-to-date. |
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5.0729 |
Provides reprints or revised editions when necessary. |
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5.07210 |
Sees that the OLA Constitution does not conflict with those of ALA or PNLA and makes revisions when changes are made in those constitutions. |
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5.07211 |
Prepares a written report about revisions to the President for his approval before presenting to the members. |
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5.07212 |
Prepares a copy of any changes in Constitution or By-Laws to be inserted in the folders of the members at the annual meeting to be acted upon at that time. |
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5.07213 |
Is responsible for updating the Procedure Manual and sees that all officers and chairpersons of committees have copies of the current edition, which may be collected from outgoing members and updated as necessary. |
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5.07214 |
Sends revised Constitution and By-Laws to ALA Headquarters, as requested by ALA Chapter members. |
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5.08 |
OASL REPRESENTATIVE |
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5.081 |
Duties |
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5.0811 |
Is a non-voting member of the Executive Board. |
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5.0812 |
Represents OEMA on the OLA Executive Board. |
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5.0813 |
Serves as liaison between OLA and OASL. |
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5.09 |
PACIFIC NORTHWEST LIBRARY ASSOCIATION REPRESENTATIVE |
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5.091 |
Duties |
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5.0911 |
Represents OLA on the Board of Directors of PNLA and is a member in good standing in both organizations. |
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5.0912 |
Is a voting member of the OLA Executive Board. |
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5.0913 |
Is elected on the even-numbered years for a term of two years. |
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5.0914 |
If the position becomes vacant before the end of the term, the President, with the approval of the Executive Board, appoints a member to complete the term until the next regular election |
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5.0915 |
The PNLA year covers the period from October 1 through September 30 of the following year so that, although elected in the spring at OLA, this office will not be assumed until October. |
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5.0916 |
Advises PNLA on committee appointments. May wish to consult with OLA President on this. |
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5.0917 |
Reports PNLA activities to OLA. |
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5.0918 |
Submits a report of the year's work of OLA to be sent to the PNLA Secretary to be included in the reports at the PNLA annual meeting. Should consult with the OLA President for suggestions about the year's work. |
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5.10 |
AMERICAN LIBRARY ASSOCIATION REPRESENTATIVE |
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5.101 |
Duties |
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5.1011 |
Represents OLA on the ALA Council and is a member in good standing in both organizations. |
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5.1012 |
Is a voting member of the OLA Executive Board |
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5.1013 |
The term of office for ALA Representative is for three (3) years. Elected by OLA members who are also members of ALA. See ALA By-Laws Article 3, Section IV. |
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5.1014 |
If the office becomes vacant, a replacement will be elected as provided in the By-Laws. |
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5.1015 |
The fiscal year of ALA is from September 1 to August 31. The representative shall assume office on the September following his or her election in the spring. |
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5.1016 |
Advises ALA on committee appointments |
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5.1017 |
Is responsible for writing the "Oregon" article for the ALA Yearbook. |
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5.1018 |
Is responsible for ALA membership promotion at the OLA annual conference. |
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5.11 |
NW CENTRAL LIAISON |
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5.111 |
Duties |
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5.1111 |
To keep OLA Membership informed of continuing education opportunities through NW Central clearinghouse. |
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5.1112 |
To serve as OLA representative to NW Central Executive Board, to help develop clearinghouse interface and content and to evaluate needs of and recommended areas that OLA can be of service in sponsoring and posting continuing education workshops on a local, state, or regional level. |
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5.1113 |
To attend OLA Executive Board meetings as a non-voting member
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5.112 |
Appointment |
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5.1121 |
Is appointed by the President with the approval of the Executive Board. |
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5.12
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STATE LIBRARIAN |
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5.121 |
Duties |
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5.1211 |
Is a voting ex-officio member of the Executive Board |
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5.1212 |
Advises the Executive Board on legislative matters, business to be considered in regard to the State Library and libraries at large. |
