OYAN Officers and Positions

Co-Chairs 

Brianna Sowinski 

North Plains Public Library
Email: [email protected]
Phone: 503-647-5051

Ruth Headley
City of Newberg Public Library
Email: [email protected]
Phone: 503-537-1254

Vice Chair / Chair Elect

Vanessa Clausing
Newport Public Library
Email: [email protected]
Phone: 541-764-3368

Chloë St. Claire 

Gresham Library - Multnomah County  

Email: [email protected]

Secretary

Lindsey Quigley-Johnson
Creswell Public Library
Email: [email protected]
Phone: 

Publications Managers

OYAN Instagram; OYAN Review ; OYAN Blog ; OYAN GoodReads

Meagan Looney
Deschutes Public Library
Email: [email protected]
Phone: 541-617-7055

Summer Reading Representative

Lily Hawley 

Forest Grove Public Library 

Email: [email protected]

Phone: 503-992-3348

Lisa Power 

Banks Public Library 

[email protected]

503-324-1382

Past Chair

Lisa Elliott 

Tigard Public Library
Email: [email protected]
Phone: 503-718-2654 

Vickie Husted
Driftwood Public Library
Email: [email protected]
Phone: 541-996-1258

ORCA Representative 

Duty Summaries 

Chair: 

MEMBERSHIP 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 Objectives and Activities document. The Chair is responsible for informing both the OLA & OYAN members about Division meetings via the OLA Hotline. The OLA Hotline is published on the 1^st & 15^th of each month.  Information may be sent via email to: [email protected].

EVENT NOTIFICATIONS: The Chair is responsible for entering events into the OLA electronic event calendar hosted on MemberClicks: http://www.olaweb.org/#login.  To add an event, login into MemberClicks, go to community > event calendar and choose “add an event”.    

EXECUTIVE BOARD: The incoming Chair schedules and prepares an agenda for the annual meeting of the Executive Board.  This meeting is held between the summer and fall membership meetings and is attended by both out-going and incoming officers. The Executive Board revises the Objectives and Activities, reviews 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 Board for consultation throughout their tenure to ensure that the officer’s 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 fiscal year to generate and develop program ideas. They then complete the necessary paperwork and submit to the OLA Conference Committee. If the timeline is too tight, the Chair should confer with the OLA Conference Committee prior to the proposal deadline. The Chair is also responsible for ensuring that OYAN carries through on its commitment, serves as the contact person for the OLA Conference Committee and acts 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. 

OREGON ASSOCIATION OF SCHOOL LIBRARIES (OASL) 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 OASL Conference Committee, submitting program proposals, filling out the necessary forms and ensuring that OYAN carries through on its commitment. Since this conference usually 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 as needed, and serving as the official OYAN representative to the conference whenever possible. The Chair also serves as liaison to OASL, working to encourage cross-membership and to ensure that OYAN membership forms are provided to OASL’s members.

OTHER CONFERENCES AND EVENTS: The Chair acts as OYAN liaison to any other events and may appoint a special committee to develop any OYAN proposals.

SCHOLARSHIP APPLICATIONS: The Chair will notify the Executive Board when an application has been received, then forward approved applications to the OLA Honors, Awards and Scholarships Chair.

OLA EXECUTIVE BOARD: The OYAN Chair serves on the OLA Executive Board and is expected to attend the scheduled OLA Executive Board meetings (two or more each year). 

• Proxy: In anticipation of an OLA Board Meeting absence, the OYAN Chair must designate a proxy to ensure that the Division is represented. The proxy should be selected at least one week prior to the OLA Board’s fall meeting. The OYAN Chair must notify the OLA President of the proxy appointment prior to the first OLA Board meeting of the year. Should the OYAN Chair be unable to attend an OLA Executive Board meeting, the OLA President must be notified in advance that the OYAN proxy will represent the Division.
  
  
• Annual Report: The Chair submits an annual report of OYAN 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.

 ORCA REPRESENTATIVE: The Chair will recruit and appoint OYAN’s ORCA representatives.

 Documents maintained by the Chair include:

• Bylaws
• Objectives and Activities
• Officers’ Duties
• Scholarships keep past 2 years of applications
• History
  
  • Annual Reports - all; send all to the OLA Archives

• Forms – Chair & Secretary (includes the scholarship form and any membership recruitment documents)
• OLA Financial Reports
• OLA Board

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 must be present at all OYAN membership and Executive Board meetings and attend the annual OLA Conference.

The Vice-Chair/Chair-Elect also leads the OYEA! Award committee which includes recruiting two additional members, soliciting award nominations, and selecting an award winner each year.

Documents maintained by the Vice-Chair include:

• OYEA! Award invitation and documents

Past Chair: 

The Past Chair serves as a member of the Executive Board, providing support and assistance to board members as needed.

The Past Chair attends the annual Executive Board meeting, held between the summer and fall quarterly meetings, and contributes knowledge and expertise as the incoming Board reviews the Bylaws, Goals and Objectives, and other documents.

The Past Chair directs the OYAN Raffle held during the OLA Conference.

The Past Chair will also prepare budget and budget reports in cooperation with the chair. 

The Past Chair will send welcome email/note describing OYAN to new members.

Documents maintained by the Past Chair include:

• OYAN Raffle
• Budget and Budget Report
• Welcome Email Text

Secretary: 

The Secretary must attend all OYAN meetings. If the Secretary cannot attend a meeting, they are responsible for finding a replacement for that meeting.

MINUTES: The Secretary records minutes of membership and Executive Board meetings. After preparing the minutes, the Secretary should forward a draft to the membership for review. The Secretary must then distribute the revised minutes to the OYAN membership at least one month prior to the next quarterly meeting.

OYAN PROCEDURE MANUAL: The Secretary is responsible for maintaining and updating the organizational documents in the Executive Board procedure manual. Once an item is amended, it is sent to the appropriate Executive Board member(s) for insertion in the manual.

Documents maintained by the Secretary include:

• Bylaws
  
• Objectives and Activities
• Officer’s Contact Information
• Officer’s Duties
• Forms (including Scholarship Application, membership forms, and bookmarks)
• Minutes

The Secretary also performs other tasks as assigned.

Publications Manager:

The Publications Manager oversees the publication of the Division’s annual newsletter, the OYAN Review. Using contributions from the membership, the Review may contain book reviews, program ideas, news of upcoming events, the agenda of the upcoming meeting, and any other information of interest to the OYAN membership. The Review is distributed in a relevant time prior to each spring to OYAN members via electronic list. 

Documents maintained by the Publications Manager include:

• OYAN Review must keep the four most recent issues
• Book Lists: keep one copy of each annual booklist (Book Rave, Graphic Rave, & Mock Printz list)

Summer Reading Representative:

In order to ensure that Oregon has a voice in the preparation of Teen Summer Reading Program (TSRP) materials provided, OYAN will maintain a Summer Reading representative on the Executive Board.  The position may be held concurrently with another Executive Board position.  The two year appointment will:

• Assist the Oregon State Library’s (OSL) Youth Services Consultant in sharing and gathering information relevant to the iREAD’s plans for young adults (proposed themes, slogans, votes, etc.)
• Subscribe and disseminate any relevant information to the OYAN membership electronically and at business meetings.
• Attend the any iREAD information sharing or planning meetings. 
• Will collaborate with Children’s Services Division (CSD) and OSL Youth Services Consultant to write survey questions asking for additional program feedback. OYAN rep will create and distribute the survey at the end of the summer, collect the data and share it with CSD reps and the OSL Youth Services Consultant.

OYAN Procedure Manual 

The Secretary is responsible for maintaining and updating the organizational documents in the Executive Board procedure manual. Once an item is amended, it is sent to the appropriate Executive Board member(s) for insertion in the manual.

Documents maintained by the Secretary include:

• Bylaws
• Objectives and Activities
• Officer’s Contact Information
• Officer’s Duties
• Forms (including Scholarship Application, membership forms, and bookmarks)
• Minutes

Procedure manual content: the following master list of Procedure Manual content identifies the position(s) that should receive the specific item.

• Bylaws - all officers;
• Membership List – this is available through Memberclicks
• Objectives and Activities – all officers;
• Officers’ Duties – all officers;
• Scholarships – Chair & Secretary; keep past 2 years of applications
• History - Chair and Secretary
• Annual Reports - all; send all to the OLA Archives
• Booklists - Publications Manager keeps one copy of each annual booklist:  Book Rave, Graphic Rave, Mock Printz list
• OYAN Raffle – Vice Chair
• Forms – Chair & Secretary (includes the scholarship form and any membership recruitment documents)
• OLA Financial Reports – Chair; keep past 3 years
• OLA Board – Chair
• Minutes – all officers: the Secretary keeps all minutes (the current two years in paper, the rest in digital) while other officers should keep the past year.  Send all minutes to OLA for the archive.
• OYAN Review - Publications Manager: must keep the four most recent issues;

Files to be stored digitally*: the following master list of digital file content identifies the position(s) that should receive and store the specific item. Files should be saved with the following protocol: 

“yyyymmdd-CategoryQuarter” ex. “2014 09 12-MinutesExecutive” “20140912-Officer’sDutiesFall”

• Scholarships – Chair keeps Spreadsheet of OYAN Scholarships with recipient, amount and date. Past 2 years of applications kept on digital file.
• Booklists - Publications Manager keeps one copy of each annual booklist:  Book Rave, Graphic Rave, Mock Printz list
• Forms – Chair & Secretary (includes the scholarship form and any membership recruitment documents)
• Annual Reports - all; past 2 years
• Minutes – all; past 2 years

*The external hard drive of will be backed up annually by exiting chair during the annual Executive Meeting.