Chapter 11 - Children's Services Division Bylaws and Awards

 

11.01 NAME

11.01 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, a majority of the division executive board, or by petition of at least twenty division members.

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.

11.043 The incoming Executive Board will meet annually before the fall membership meeting to update organizational objectives, activities, and bylaws, and to consider other issues facing the organization.

11.05 OFFICERS

11.051 The elected officers shall be Chair, Chair-Elect, and Summer Reading Chair. The Chair shall appoint three additional officers: Secretary, Web Editor, and Mock Children’s Media Award Coordinator.

11.0511 All officers except the Summer Reading Chair shall serve one-year terms or until their successors are elected or appointed. The Summer Reading Chair shall serve a two-year term. 

110512 New officers shall be elected in the spring and assume duties at the beginning of the administrative year.  Elections for Summer Reading Chair shall occur in odd-numbered years.

11.052 Nominations and Elections of Officers

11.0521 The Nominating Committee shall consist of the current Chair, Chair-Elect, and the Immediate Past Chair. The Nominating Committee shall nominate two candidates each year for Chair-Elect and two candidates for for Summer Reading Chair on odd-numbered years.

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  Ballots shall be mailed or be made available by electronic means to each division member not later than six weeks after the Annual OLA Conference. These ballots shall be returned to the Nominations Committee within three weeks of the date they were made available. The candidates receiving the highest number of votes shall be elected. In case of a tie vote, the successful candidate shall be determined by the nominating committee by lot.

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.

1.053 Vacancies

11.0531 In the case of a vacancy in the office of Chair, the Chair-Elect shall fill out the remainder of the term and their own term.

11.0532 In the case of a vacancy in the office of  Chair-Elect, a special election shall be held to elect a new Chair-Elect.

11.0533 In the case of a vacancy in the offices of Chair and Chair-Elect, a Chair shall be appointed by the OLA Executive Board and the new Chair shall hold a special election to elect a new Chair-Elect.

11.0534 In the case of a vacancy in the office of Summer Reading Chair, the CSD Executive Board shall appoint a replacement to complete the term.

11.06 Duties of Officers 

11.061 Chair

11.0611 Assumes responsibility for the general direction and program planning of the Division. Is a voting member of the OLA Executive Board.

11.0612 Controls expenditure of budgeted funds; submits all bills and receipts to the OLA Treasurer.

11.0613 Effects the annual ballot, together with a nomination committee, for election of officers.

11.0614 Coordinates Division workshops and conference plans with the Conference Committee.

11.0615 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.

11.0616 Oversees standing committees and establishes committees as needed, appoints their members, and keeps records of committee activities.

11.0617 Works with Chair-Elect in preparation for assuming responsibility as Chair.

11.0618 Appoints a Secretary and webmaster

11.0619 Maintains the Division membership list, informs members of Division activities; provides publicity to members, to the OLA Hotline, and other media as appropriate.

11.0620 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.

11.0621 Maintains complete records of past and present Division activities. Provides materials of historical value to the OLA Secretary for deposit with the State Library.


11.062 Chair-Elect

11.0621 Assumes the office of Chair after one year as Chair-Elect.

11.0622 Assists the Chair; becomes familiar with the Constitution, By-laws, and procedures of the Association and Division

11.0623 Is a voting member of the Division Executive Board.

11.0624 Serves as the Chair of the CSD Conference Planning Committee and as the CSD OLA Conference liaison.

11.0625 Serves on committees as appointed by the Chair.

11.063 Summer Reading Chair

11.0631 Serves as the Chair of the CSD Summer Reading Committee.

11.0632  Represents CSD at the annual Collaborative Summer Library Program (CSLP) meeting.

11.0633 Distributes CSLP materials and information to Oregon libraries.

11.0634 Is a voting member of the Division Executive Board..

11.064 Secretary

11.0641 The term of office shall be determined by the current Chair.

11.0642  Is a voting member of the Division Executive Board.

11.0643 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.

11.0643 Additional duties, if an, are to be determined by the Chair.


11.07 EXECUTIVE BOARD

11.071 The Executive Board shall consist of the Chair, Chair-Elect, Immediate Past Chair, Summer Reading Chair, Secretary, Evelyn Sibley Lampman Committee Chair, Webmaster, and one chair-appointed representative from the Oregon Reader’s Choice Award (ORCA) committee. The Youth Services Consultant for the State of Oregon and the Performer’s Showcase Chair shall serve as ex-officio non-voting members.



11.08 COMMITTEES

11.081 Standing committees of the Division shall be the Evelyn Sibley Lampman Committee and the Performer’s Showcase. Special committees may be appointed by the Chair or Executive Board as needed.

11.082 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.

11.083 The Performer’s Showcase chair will be appointed by the Chair.

11.09 AMENDMENTS

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

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

11.093 Bylaws may be amended by a two-thirds vote of members at Membership meetings.

11.094 Bylaws revisions and amendments shall be submitted to the OLA Executive Board and the Parliamentarian for acceptance and for inclusions in the OLA Procedure Manual.

11.10 AWARD PROCEDURES

11.101 An award shall be given in memory of Evelyn Sibley Lampman (1907-1980), noted Oregon teacher, journalist, and author of children's books.

11.102 The award shall be given annually, if and when there is a deserving recipient. It shall consist of either a certificate or a plaque and shall be presented at the annual Oregon Library Association conference by the Chair or other member of the Children's Services Division at the traditional Lampman Award Ceremony.

11.103 Nominations for the award shall be accepted from the Division members, OLA members and members of the Lampman Award Committee.

11.104 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.

11.105 The Committee shall select the recipient. The name of the recipient shall be presented to the Division Executive Board prior to the annual business meeting, and to the OLA Executive Board prior to the General Session of the Annual Conference.

11.106 The award recipient shall be a person or organization who has made a significant contribution in the areas of literature and/or library service for the benefit of the children of Oregon. Eligibility requirements are as follows:

11.1061 The person shall reside principally in Oregon.

11.1062 The award shall be given for personal accomplishments to recognize the individual's contribution and shall not be conferred upon an individual representing the accomplishments of many.

11.1063 Only living persons may be considered for the award.

11.107 The award committee shall keep written records of committee activities and justifications. The Division Chair and the Chair of the Honors, Awards, and Scholarships Committee shall keep a cumulative list of award recipients with the year in which the award was given. The list shall be published annually in the OLA Hotline following the annual meeting.

11.108 Announcements of the award recipient shall be publicized in the appropriate state, regional and national library news media and in local newspapers.

 

Last amended February 2018