| OYAN | ||
2008-2009 Officers, and Duty Summaries Terms run from September 1st to August 31st |
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| Co-Chairs K'Lyn Hann, Newberg Public Library Susan Smallsreed, Multnomah County Library |
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| Secretary Ruth Allen, Multnomah County Library Email: rutha@multcolib.org Phone: 503.988.5471 |
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Newsletter Editor Lisa Elliott, Tigard Public Library Email: lisae@tigard-or.gov Phone: 503.718.2654 |
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Web Editor Robin Fosdick, Corvallis-Benton County Public Library Email: robin.fosdick@ci.corvallis.or.us Phone: 541.766.6784 |
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Collaborative Summer Reading Chair Heidi Weisel, Corvallis-Benton County Public Library Email: heidi.weisel@ci.corvallis.or.us Phone: 541.766.6489 |
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Past Chair Kristin Starnes, Corvallis-Benton County Public Library Email: kristin.starnes@ci.corvallis.or.us Phone: 541.766.6784 |
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Duty Summaries (revised 6/04) |
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| CHAIR BUSINESS 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 Goals and Objectives document. EXECUTIVE COMMITTEE: The incoming Chair schedules and prepares an agenda for an annual meeting between the summer and fall quarterly business meetings, which the incoming officers and the Past Chair ("Executive Committee") are to attend. The Executive Committee revisits and revises the Goals and Objectives document, checks 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 Committee for consultation throughout their tenure to ensure that the officers' 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 calendar year to generate program ideas and to organize participants before returning the necessary paperwork to the OLA Conference Committee. If the timeline is too tight, the new Chair should confer with the Conference Committee prior to the deadline and make arrangements. The Chair is also responsible for maintaining communication with the OLA Conference Committee, ensuring that OYAN carries through on their commitment, and acting 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. OEMA 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 OEMA Conference Committee as to OYAN's programs, filling out the necessary forms, and ensuring that OYAN carries through on their commitment. Since this conference 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 if no one else has been assigned, and acting as the official OYAN representative to the conference whenever possible. The Chair also serves as liaison to OEMA, working to encourage cross-membership and to ensure that OYAN membership forms are provided to OEMA's members. OTHER CONFERENCES AND EVENTS: Occasionally OYAN will become involved in other events. In these situations, the Chair acts as OYAN liaison and/or oversees any OYAN subcommittees formed. SCHOLARSHIP APPLICATIONS: When an application is received, the Chair will notify the Executive Committee and forward the application to the OLA Honors, Awards and Scholarships Chair. OLA: The Chair of OYAN is recognized as a member of the OLA Executive Board and is expected to attend the scheduled OLA Executive Board meetings (two or more each year). In anticipation of possible absence from OLA Board meetings, the Chair may designate another member of the OYAN Executive Committee to serve as proxy for that year in order to represent the division at an OLA Executive Board meetings. The OLA President must be notified of proxy appointments prior to the first Board meeting of the year. The OLA President must be advised of a proxy's attendance in advance of the Board meeting where the proxy will represent their Division. The Chair designates the selected proxy at the annual Executive Committee meeting between the summer and fall quarterly meetings. The Chair submits an annual report of OYAN's 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. |
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| 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 is responsible for being present at all OYAN quarterly meetings and Executive Committee meetings, as well as attending the OLA conference. The Vice-Chair/Chair Elect is responsible for the OYAN Raffle held during the OLA conference. |
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| SECRETARY The Secretary is responsible for being present at all OYAN meetings. If the Secretary cannot attend a meeting, she/he is responsible for finding a replacement for that meeting. The Secretary records the minutes of regular meetings and Executive Committee meetings. The Secretary is responsible for preparing minutes from these meetings and forwarding draft minutes to the Committee for review. The Secretary is then responsible for posting the revised minutes to the electronic list at least two weeks prior to the next quarterly meeting. The Secretary also performs other tasks as assigned. As soon as possible after the new officers take over their duties, the Secretary is responsible for updating the Executive Committee manual content and sending this updated information to the new Executive Committee for insertion in their manuals. In addition to updating the officers' work and home contact information, contents thst should be checked for currency are the Bylaws, the Goals and Objectives, the Officers' Duties, the scholarship procedures, and the Book Rave and raffle information. Items that are specific to some of the notebooks include the most recent minutes from the past four meetings (Chair and Secretary), the four most recent OYAN Review publication (the Newsletter Editior_, and recent financial statements (Chair). The Secretary is responsible for sending pertinent information, such as the date of the next meeting and OYAN news and events to the OLA Hotline editor. Hotline issues come out on the 1st and 15th of each month. In addition, the Secretary sends OYAN meeting and other relevant dates to the OLA Events Calendar. NEWSLETTER EDITOR The Newsletter Editor oversees the organization's quarterly publication, the OYAN Review, by soliciting book reviews from the membership, as well as program ideas, news of upcoming events, etc. and preparing them for publication. The newsletter is distributed via OYAN's electronic list ot all OYAN members at least two weeks prior to each meeting, along with the agenda of the upcoming meeting (provided by the Chair). The Newsletter Editor maintains a current list of all paid OLA/OYAN members' names, work and home addresses and phone numbers. Currently this information is provided quarterly by Professional Administrative Services, PO Box 2042, Salem, OR 97301 (1-503-370-7019). The Editor must notify OLA's Administrative Services staff (Julie McCully) that he/she is the new officer in this position so they can receive the updates. McCully may be reached via email at juliem@callatg.com. Mailing labels are also available upon request. If new OYAN members join between the quarterly OLA membership lists the Newsletter Editor sends a new member's email address to Christopher Adams, chris@sparkie.osl.state.or.us, to be subscribed to the OYAN electronic list. |
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| WEB 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 booktalks given at conferences, other resources of use to the organization, and information about joining OYAN. |
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| PAST CHAIR The Past Chair serves as a member of the Executive Committee, providing support and assistance to committee members as needed. The Past Chair attends the annual Executive Committee meeting, held between the summer and fall quarterly meetings, and contributes knowledge and expertise as the incoming committee reviews the Bylaws, Goals and Objectives, and other documents. |
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| Maintained by Robin Fosdick Last updated: April 8, 2009 |
OYAN Home | |
P.O. Box 3067, La Grande, OR 97850 · Phone: (541) 962-5824 · olaweb@olaweb.org
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