Chapter 11A Children's Services Division By-Laws
Section 11.01 to 11.084

updated 11/20/09

11.01

NAME

11.011

The name of this Division shall be the Children's Services Division of the Oregon Library Association.

11.02

PURPOSE

11.021

The purpose of the Children's Services Division shall be to promote and advance library service to children and youth through public and professional education and cooperation.

11.03

MEMBERSHIP

11.031

Membership shall be open to any interested members of the Oregon Library Association.

11.032

Dues shall be assessed for membership in the Children’s Services Division, the amount and conditions of which will be determined by a two-thirds vote of members present at a Membership Meeting of the Division.

11.04

MEETINGS

11.041

Division general membership meetings shall be held twice a year or when called by the current CSD chair, and a quorum is present.

11.042

In accordance with the by-laws of the Oregon Library Association, a quorum shall consist of a least ten percent of the current Division membership.

11.05

OFFICERS

11.051

The elected officers shall be a Chair, a Chair-Elect, a Summer Reading Chair and a Summer Reading Chair-Elect. Their terms of office shall be one year. The incoming Chair is formally accepted onto the OLA Executive Board.

11.052

Nominations and Elections of Officers

11.0521

The Nominating Committee shall nominate two candidates each year for the position of Chair-Elect and for the position of Summer Reading Chair-Elect.

11.0522

No person may be nominated for these positions unless he or she is an active member in good standing of the Oregon Library Association Children’s Services Division.

11.0523

No later than two weeks after the OLA Conference, the ballot shall be mailed or e-mailed to each member of CSD. These ballots shall be returned to the nominating committee within two weeks of the date they were mailed or e-mailed. The voting should be by mail and/or e-mail and the candidate receiving the highest number of votes shall be elected. Announcement of the results shall be made by the CSD Chair in the appropriate OLA publications and list-servs.

11.0524

A list of members who may receive a ballot shall be the most current list of Division members. One-third of the ballots mailed or e-mailed must be returned to have a valid election.

11.0525

Procedures for nominating candidates, qualifications for candidacy, and balloting by mail and/or e-mail shall be governed by OLA By-Law Number 4 Nominations and Elections.

11.053

Duties of the Chair

11.0531

Assumes responsibility for the general direction and program planning of the Division. Is a voting member of the OLA Executive Board.

11.0532

Controls expenditure of budgeted funds; submits all bills and receipts to the OLA Treasurer.

11.0533

Effects the annual ballot, together with a nominating committee, for election of the Chair-Elect and of the Summer Reading Chair-Elect for the coming year.

11.0534

Coordinates Division workshops and conference plans with the Conference Committee.

11.0535

Reports on the Division activities at meetings of the OLA Executive Board and represents the Division in Board activities; reports to the Division members at all Membership meetings.

11.0536

Oversees standing committees and establishes committees as needed, appoints their members, and keeps records of committee activities.

11.0537

Works with Chair-Elect in preparation for assuming responsibility as Chair.

11.0538

Appoints a secretary.

11.05310

Maintains the Division membership list, informs members of Division activities; provides publicity to members, to the OLA Hotline, and other media as appropriate.

11.05311

Initiates discussion and appropriate actions on issues of concern to children’s library service at a regional and statewide level. Provides leadership in finding solutions to these concerns.

11.05312

Maintains complete records of past and present Division activities. Provides materials of historical value to the OLA Secretary for deposit with the State Library.

11.054

Duties of Chair-Elect

11.0541

Assumes the office of Chair after one year as Chair-Elect.

11.0542

Assists the Chair; becomes familiar with the Constitution, By-laws, and procedures of the Association and Division.

11.0543

Is a voting member of the Division Executive Board.

11.0544

Serves as the Chair of the CSD Conference Planning Committee and as the CSD OLA Conference liaison.

11.0545

Serves on committees as appointed by the Chair.

11.055

Duties of the Summer Reading Chair

11.0551

Serves as the Chair of the CSD Summer Reading Committee.

11.0552

Represents CSD at the annual Collaborative Summer Library Program (CSLP) meeting.

11.0553

Distributes CSLP materials and information to Oregon libraries.

11.0554

Is a voting member of the Division Executive Board.

11.056

Duties of the Secretary

11.0561

The term of office shall be determined by the current Chair.

11.0562

Is a voting member of the Division Executive Board.

11.0563

The Secretary shall attend the membership meetings and Division Executive Board meetings and take minutes. Minutes shall be submitted to the Chair for inclusion in records of the Division.

11.0564

Additional duties, if any, are to be determined by the Chair.

11.057

Resignation of Officers

11.0571

Upon resignation of the Chair, the Chair-Elect shall fill out the remainder of the term and his/her own term.

11.0572

Upon resignation of the Chair-Elect, a ballot by mail shall be sent to elect a new person.

11.0573

Upon resignation of both officers, a Chair shall be appointed by the President of OLA and the new Chair shall have a ballot by mail or e-mail to elect a new Chair-Elect.

11.06

EXECUTIVE BOARD

11.061

There shall be a Children’s Services Division Executive Board consisting of the Chair, Chair-Elect, Summer Reading Chair, immediate Past Chair, Secretary, and representatives of the four standing committees.

11.062

The Executive Board shall be responsible for all standing committee activity on behalf of the membership between Membership meetings.

11.07

COMMITTEES

11.071

Standing committees of the Division shall be the Evelyn Sibley Lampman Committee, the Nominating Committee, the Conference Planning Committee and the Summer Reading Committee. Special committees may be appointed by the Chair as needed.

11.072

The Evelyn Sibley Lampman Committee shall consist of the immediate Past CSD Chair and at least five additional Children's Services Division members, preferably with a geographic distribution around the State of Oregon.  The Lampman Committee Chair shall have been a member of a previous Lampman Award Committee and may serve a consecutive term.

11.073

The Nominating Committee shall consist of two to three members.

11.074

The Conference Planning Committee shall consist of the Chair, the Chair-Elect, the Summer Reading Chair, the immediate Past Chair, the Oregon State Library Youth Services Consultant, a Stories By the Sea representative, a Performers Showcase representative, and up to six additional members. These terms shall be staggered so at least two new members join the committee annually.

11.075

The Summer Reading Committee shall consist of the Summer Reading Chair, the Summer Reading Chair-Elect and up to 20 members.

11.08

AMENDMENTS

11.081

Amendments may be proposed by officers or members of the Division at Membership meetings.

11.082

Proposed changes shall be presented in writing for the purpose of discussion.

11.083

By-laws may be amended by a two-thirds vote of members at Membership meetings.

11.084

By-laws revisions and amendments shall be submitted to the OLA Executive Board and the Parliamentarian for acceptance and for inclusions in the OLA Procedure Manual.

Amended November 22, 2002

February 8, 2008

November 20, 2009