1.0 Legal Requirements
1.1 Incorporation
1.11 The Oregon Educational Media Association (OEMA) is
incorporated as a non-profit organization under laws of the
State of Oregon.
1.12 The Certificate of Incorporation is in custody of the
Executive Director of the organization.
1.13 Incorporation is renewed annually.
1.2 Mailing Policies
1.21 The permanent address of the organization is the residence
of the Executive Director:
OEMA
P.O. Box 277
Terrebone, OR 97760
1.22 A bulk-mailing permit is available for organizational
activities. If a mailing consists of 200+, it may be sent bulk
mail. Notify the Secretary when you want to use this procedure
before you print or address materials to determine the specific
procedures. Bulk mail can only be sent out through OEMA printer
/ mailing service. Bulk mailings should be forwarded to the OEMA
printer/mailing service no later than 2 weeks before the stated
mailing date.
1.23 For mailings of fewer than 200 pieces, members should
purchase stamps and request reimbursement from the Treasurer.
Mailings need to be approved in advance by a board member and
costs will be charged to the appropriate budget account.
1.24 Mailing Labels
1.241 Labels will be provided free to Board members, committee
chairs, or members assisting with a project directed by the
Board. They are available from the Membership Chair. They can be
requested in Zip order, by region, or by membership division.
1.242 Labels can be purchased for $50 by an OEMA member from the
Membership Chair. Allow at least two weeks for the request to be
handled.
1.243 The Executive Committee may donate sets of labels to any
non-profit organization, as long as the proposed mailing will be
of benefit to the membership.
1.3 Internal Revenue Service
1.31 The Treasurer will file the required tax documents
annually.
1.4 Insurance
1.41 The Association shall carry a blanket liability policy.
1.42 The Association shall carry a Bond on the Treasurer,
President, Membership Chair, and Executive Director.
Return to
menu
2.0 Organizational
Structure
2.1 Meetings
2.11 Board of Directors meets 4 times annually as scheduled by
the President. One of the meetings takes place at the Fall
Conference.
2.12 Board of Directors meetings are open to all OEMA members.
2.13 Agenda items shall be submitted to the Executive Director
three weeks in advance of the Board of Directors meeting.
2.2 Committee Reports
2.21 Written status reports will be submitted at each board
meeting. These reports should be filed in the Board of Directors
Notebook.
2.22 A financial report of an activity shall be submitted to the
Treasurer at the time that the checking account is closed, such
as a regional conference.
2.3 Public statements made on behalf of OEMA need to be
authorized by the Board.
2.4 Committees
2.41 Standing Committees - Chairs appointed by the President
following the schedule below (rev. 8/97)
2.411 Even Years
Archivist
Awards
Intellectual Freedom
Membership
Promotions
Parliamentarian
2.412 Odd Years
Endowment
Interchange Editor
Assistant Interchange Editor
Interchange Advertising Manager
Newsletter Editor
Scholarship
Telecommunications
2.413 See Job Descriptions
Legislative (see Immediate Past President’s job description)
OLA-OEMA Joint Committee (see job descriptions of
President-elect, President, and Immediate Past President)
2.414 See Bylaws
Nominating
2.42 Committee chairs shall appoint members of their committee.
2.43 Recommendations shall be developed in committee and brought
by the chair to the Board for approval.
2.44 Committee chairs shall communicate with members of their
committee at least 4 times each year.
2.45 Committee meetings shall be called as needed at the
discretion of the committee chair.
2.46 Committee chairs shall attend Board of Directors meetings.
2.47 Committees are allocated funds in the annual budget.
Committee chairs shall keep a record of committee expenditures.
The chair may request additional funds.
2.48 OEMA and OLA agree to work co-operatively with the
Intellectual Freedom and Legislative Committees.
2.49 The President-Elect shall appoint the committee chairs who
will take office during the President-Elect’s term as President.
2.5 Regional Representative Responsibilities
2.51 Attend Board of Directors meetings.
2.52 Communicate with membership in region at least once a year.
2.53 Co-ordinate a regional conference. A regional
representative manual has been developed to help in planning the
conference.
2.54 Recruit candidates for and co-ordinate regional
representatives elections.
2.55 Regional representatives from odd number regions are
elected in odd years; those from even numbered regions are
elected in even numbered years.
2.6 Board of Directors - Each member of the Board shall operate
according to the job description of their position. Job
descriptions and timelines are included in the appendix.
Specific committee policies and OEMA Bylaws are in the appendix.
2.61 Voting members - voted into office by the entire
membership:
President
President-Elect - every year
Immediate Past President
Secretary - even year
Treasurer - odd year
Regional Representatives (7) - even numbered regions in even
years; odd numbered regions in odd years
Building Representatives (3)
Elementary - even
Middle/Junior - odd
High - even
District Level Representative (rev. 5/91) - odd year
Commercial Representative - even year
Higher Ed Representative - odd year
2.62 Non-voting members -- appointed by the President
Archivist - even
Awards - even
Endowment - odd
Fall Conference Chair - every
Intellectual Freedom - even
Interchange Editor - Asst. Ed. the 2 previous years
Assistant Interchange Editor - odd
Interchange Advertising Manager - odd
Membership - even
Newsletter Editor - odd
Oregon Library Association Representative - selected by OLA
Oregon Department of Education Representative - selected by ODE
Oregon State Library Representative - selected by OSL
Parliamentarian - even
Promotions - even
Scholarship - odd
Telecommunications - odd
2.63 Committee chairs shall be invited to board meetings.
2.7 Executive Committee
2.71 Membership:
President
Immediate Past President
President-Elect
Secretary
Treasurer
2 members elected from the voting members of the Board of
Directors for a one-year term.
2.72 Meetings are at the discretion of the President or at the
request of any member of the Executive Committee.
2.73 Minutes are distributed to the Board of Directors.
2.8 Affiliate Organizations
2.81 Formal
American Association of School Librarians (AASL / ALA)
Association for Educational Communication and Technology (AECT)
2.82 Informal
Oregon Library Association (OLA) - the President-Elect or
designee will attend the OLA board meetings as the
representative of OEMA.
Association of Regional Media Centers of Oregon (ARMCO)
Association of Supervision and Curriculum Development (ASCD)
Confederation of Oregon School Administrators (COSA)
International Reading Association (IRA)
Northwest Council for Computer Education (NCCE)
Oregon Department of Education (ODE)
Oregon Education Association (OEA)
Oregon Educational Technology Consortium (OETC)
Oregon Education Electronic Technician Association (OEETA)
Oregon Public Broadcasting (OPB)
Oregon Public Education Network (OPEN)
Oregon State Library (OSL)
Tri-county Media Association (TCMA)
Return to
menu
3.0 Finances
3.1 Budget
3.11 The proposed budget shall be developed by the
President-Elect and the Treasurer with requests for input from
board members and committee chairs.
3.12 The budget shall be presented to the Board for discussion,
revision and approval at the spring board meeting.
3.13 Board members who have been allocated funds need to keep a
record of their expenditures.
3.14 The Executive committee must approve all over-budget
amounts before the expenses are incurred.
3.2 Reimbursement
3.21 Board members or their designees shall be reimbursed or
receive payment for any actual and necessary expenses incurred
in the course of performing assigned responsibilities and duties
as outlined in their job description. Committee members’
expenses shall be authorized for reimbursement by the
appropriate chairperson. Reimbursement amounts are established
by the OEMA Board of Directors. Receipts must be attached for
reimbursement.
3.22 Transportation
3.221 Automobile: Board members and other authorized members
shall be reimbursed at the rate of 33 cents per mile for travel
to and from Board authorized meetings, effective as of July 1,
2001. (rev. 1/01) Carpooling is recommended whenever possible.
(rev. 5/91)
3.222 Common carrier travel: Expenses for common carrier travel
shall be prepaid whenever possible. Otherwise, the Board shall
reimburse the member for out-of-pocket expenses. It is expected
that the most inexpensive rates will be used.
3.23 Meals and lodging:
3.231 Meals will be reimbursed up to $25 per day:
Breakfast $5.00
Lunch $7.50
Dinner $12.50
3.232 Lodging will be reimbursed up to $75.00 per day. (rev.
2/99)
3.24 Reimbursement forms shall be signed by the committee chair
or other board member and submitted to the Treasurer. Receipts
should be attached.
3.25 National delegates shall be reimbursed for all normal
expenses connected with attendance at the national convention
they are attending.
3.26 Fall Conference Expenses: Neither committee nor regional
mileage expenses will be paid for meetings held in conjunction
with the Fall Conference.
3.3 Checking Accounts
3.31 The Treasurer must authorize the opening of a checking
account for OEMA business. The OEMA TAX ID number must be used
to open any account.
3.32 Checking accounts must be closed and funds returned to the
Treasurer within 6 months of the completion of the activity.
Return to
menu
4.0
Conferences
4.1 Fall Conference - A separate policy manual is available.
4.11 Schedule
4.111 Fall Conference is held on statewide in-service day.
4.112 Fall Conference shall be held in various locations of the
state. It should be outside the Portland area at least every
other year.
4.113 OEMA shall attempt to schedule a joint conference with
WLMA every 5 years.
4.114 Conference planning committee chairs shall receive free
conference registration.
4.12 Presenters: OEMA members who are presenters shall have
their registration fees waived. (This does not apply to round
tables, panels, and sessions designated by board job
description, i.e. Rap with Your Rep sessions.)
4.13 Affiliates of OEMA shall be provided meeting space at no
charge.
4.2 Regional
4.21 Each region shall offer its members a conference for
professional growth annually.
4.22 The OEMA board shall provide seed money.
4.23 Regions shall return seed money and profits (if any).
Regional conferences are meant to be professional growth
activities, not profit making ventures.
4.24 All conference funds shall be returned to the Treasurer
along with a financial report by June 1.
4.25 A regional conference manual is available.
4.3 National Delegates (effective 7/1/88, rev. 5/18/91)
As an affiliate organization of the two leading national library
media associations, it is in the best interests of OEMA to
maintain consistent representation. These associations are AECT
(Association of Educational Communication and Technology) and
ALA/AASL (American Library Association/American Association of
School Librarians).
Benefits to OEMA include grassroots input into the governance of
the national organizations, improvement of OEMA’s governance,
improved leadership skills of Board members, improved continuing
professional development at OEMA’s conferences, INTERCHANGE
coverage of issues affecting Oregon’s librarians, and the
sharing of OEMA’s direction and accomplishments nationally.
4.31 Delegate Assignment:
AECT National Convention: (Winter convention) President and
President-elect; this gives 2-year continuity of representation.
ALA National Convention: (Summer convention) Same as AECT.
AECT Summer Leadership Conference: President-Elect. State
affiliate materials given out; leadership activities for new
leader. Delegates are new state presidents.
AASL: (Every two-three years) President or designated board
member.
National Library Legislative Day: (Spring) Past President or
designated Association representative with knowledge of state
association and legislative activities of the association.
4.32 Expectations
4.321 Attendance at AECT, AASL/ALA shall be emphasized to the
President and President-Elect when they agree to be on the
ballot. If it is impossible for them to attend, then the Board
should decide on the person chosen to attend in their place.
4.322 All governance sessions shall be attended and preparations
shall be made prior to conferences to propose resolutions of
benefit to OEMA.
4.323 A written report shall be provided to the OEMA Board.
4.325 An article outlining highlights and issues affecting OEMA
members shall be prepared. Collaboration with other members who
may have attended is encouraged.
4.325 Participation in professional growth sessions will be
considered as a basis for suggesting OEMA Conference sessions
and speakers.
4.326 Materials which are representative of OEMA’s activities
shall be distributed at national conference meetings.
4.327 Through their terms the President and President-Elect must
maintain active membership in both OEMA national affiliate
organization: Association for Education Communication and
Technology (AECT) and American Library Association / American
Association of School Librarians (ALA/AASL).
4.33 Alternates
All efforts to maintain consistency of representation are
necessary. However, it is recognized that there may be
individual circumstances which alter the established pattern. If
so, the affected OEMA delegate officers may negotiate
alternative arrangements. All such changes are subject to prior
approval by the Executive committee (full board if possible).
4.34 National Conference Expense Reimbursement (rev. 6/2/90)
4.341 OEMA will prepay registration, plane fare, and hotel rooms
when requested.
4.342 Other reasonable expenses will be paid upon submission of
labeled receipts.
4.343 OEMA will reimburse for reasonable expenses related to
registration, airfare, mileage, lodging, meals, parking, etc.
The Executive committee will be asked to authorize expenses
questioned by the Treasurer. OEMA will not reimburse for
expenses related to alcoholic beverages or other recreational
activities.
4.344 Conference attendees are encouraged to use a major credit
card for all expenses. When possible, meals and other hotel
related expenses should be charged to the room so that one
itemized bill will be provided. Receipts for other meals, etc.,
should be labeled with the establishment’s name and the purpose
of the expense when being submitted for payment.
4.345 Upon presentation of receipts, the Treasurer will provide
reimbursement in a timely manner.
Return to
menu
5.0
Executive Director
5.1 Job Description - duties and responsibilities are stated in
the job description in the Appendix.
5.2 Contract - The employment contract including salary
agreement is negotiated between the Executive committee and the
Executive Director annually.
5.3 Evaluation - The Executive committee shall evaluate the
Executive Director’s performance annually.
6.0 Memorials (Adopted 10/86)
In the case of a Memorial for an OEMA member, the President
shall authorize the Treasurer to send the Memorial in the
Association’s name. The Treasurer shall report the Memorial to
the Association at the next full Board Meeting. The Memorial
amount shall be set by the President and could be added to by
the Board at the meeting at which it is reported.
Return to
menu
6.1 Recommended Guidelines
Current or Past Officers/Committee Chairs: Contribution of up to
$100 made in the member’s name to the charity of the family’s
choice.
Active members of the OEMA organization (period of time):
Contribution of up to $50 made in the member’s name to the
charity of the family’s choice.
Return to
menu
7.0 Awards
(Adopted 10/93)
7.1 Media Specialist of the Year
7.11 The award shall be given to media specialists who
demonstrate exceptional performance as a teacher, an
instructional consultant, an information specialist, and leader.
7.12 Nominations shall be made by an administrator or teaching
colleague in the same building.
7.13 Each nominee shall be certified, a member of OEMA, and
currently working at an elementary, secondary and/or district
level media position.
7.14 The application shall be completed by the nominator(s)
and/or the nominee. The nominee may reactivate their application
the following year. (rev. 1/01)
7.15 The names of the nominees shall be published in the
Newsletter.
7.16 The Awards committee shall select an award recipient from
each of the categories of elementary, secondary and district
levels, as applications merit.
7.17 Each award recipient shall receive the award at the Fall
Conference and shall be given two complimentary meal tickets for
the presentation. There shall be no reimbursement for recipients
other than expenses. Each award recipient shall write an article
for Interchange.
7.18 The award recipients’ school district administration and
local newspapers shall be notified of the award.
7.19 Each of the remaining applicants shall receive a letter of
notification and appreciation, and shall be recognized at the
Fall Conference and receive a certificate of commendation. Their
nominating person shall receive a letter of appreciation.
7.2 Distinguished Library Service Award for School
Administrators
7.21 The award shall be given to an administrator who developed
an exemplary school library media program and who made an
outstanding and sustained contribution advancing the role of the
school library media center.
7.22 Nominees shall be county, district, or building
administrators, directly responsible for school or group of
schools or responsible for broad instructional leadership.
7.23 Nominations shall be made by school library media
specialists, district library media supervisors and district or
local library media organizations.
7.24 The Awards committee shall select an award recipient, as
nominations merit.
7.25 The award recipient’s school district administration and
local newspapers shall be notified of the award.
7.26 The award recipient shall receive the award at the Fall
Conference and shall be given two complimentary meal tickets for
the presentation. There shall be no reimbursement for the
recipient’s expenses.
7.27 The remaining nominees shall receive a letter of
appreciation and certificate of commendation.
7.3 Lifetime Achievement Award
7.31 The award celebrates an individual’s exemplary contribution
to Oregon school libraries.
7.32 The award shall be given to individuals:
a. who were born in Oregon and have spent a substantial portion
of their lives in the state or who have lived in Oregon during a
substantial portion of their careers.
b. who have created books, media or technology of lasting value
and enjoyment for Oregon children and young adults, or who have
made other major contribution to school libraries and media
centers.
c. whose work represents the finest quality and/or innovation.
7.33 The award is bestowed as deserved, not necessarily
annually.
7.34 The Awards committee shall publish the award’s criteria and
call for nomination at least once a year in the Interchange or
Newsletter.
7.35 The Awards committee shall present the nomination to the
Board. The Board makes the final decision.
7.36 The Award recipient shall receive the award at Fall
Conference and shall be given two complimentary meal tickets for
the presentation. The recipient’s expenses shall not ordinarily
be reimbursed. However, the Awards committee may request
approval of such expenses by the Board at the time of the
nomination.
7.37 The Award recipient’s local newspapers shall be notified.
7.4 Honorary Life Membership Award (approved 8/11/95)
7.41 Honorary Life Membership may be conferred upon any
Oregonian who is retired or near retirement and who has shown
leadership in OEMA and made a notable contribution to
library/media service in Oregon.
7.42 To be eligible for Honorary Life Membership, an individual
shall have made a contribution of outstanding and lasting
importance to Oregon school libraries and have a record of
active involvement in the Association. The Honorary Life
Membership should not be conferred simply as a reward for
longevity of passive committee or organizational activity.
Honorary Life Membership recognizes an accumulation of years of
service.
7.43 Normally the individual should have made a contribution to
library/media in Oregon and it should have been of more than
local or limited achievement. Under extraordinary circumstances
an Honorary Life Membership may be awarded to an individual who
has made an outstanding national contribution in the interest of
school libraries and who is known as an Oregonian.
7.44 Nominations for Honorary Life Memberships will be made to
the Awards committee by letter of recommendation.
7.45 The names of persons recommended by the Awards committee
and approved by the Executive Board for the honor will be
reported to the membership at the annual meeting of the
Association.
7.46 Honorary Life membership entitles the person to all rights
and privileges of the Association without payment or dues.
7.47 The Award recipient shall receive the award at Fall
Conference and shall be given two complimentary meal tickets for
the presentation. The recipient’s expenses shall not ordinarily
be reimbursed. However, the Awards committee may request
approval of such expenses by the Board at the time of the
nominations.
Return to
menu
8.0
Scholarships
8.1 Up to three OEMA scholarships of $800 each may be awarded
annually to cover actual course tuition fees. (rev 10/2000)
8.2 Undergraduate students working toward an Ed. Media
endorsement or individuals studying at the graduate level in the
fields of educational media or instructional technology shall be
eligible for an OEMA scholarship. The scholarship grants may be
used to assist the recipients to further their education in a
summer session or academic year of study at any accredited
college or university in Oregon.
8.3 Scholarship recipients are selected by the Scholarship
committee based on the following criteria:
8.31 A member of OEMA with potential for professional
contribution to the Association.
8.32 Applicants must include experience related to the field of
educational media, communications or technology, such as
employment, field experience, coursework, service to the field
through OEMA activities and membership in other professional
organizations, etc.
8.33 Two letters of recommendation from persons familiar with
the candidate’s professional qualifications and leadership
potential must be submitted with the application.
8.4 Recipients must submit proof of course completion to the
Scholarship chair at the conclusion of the term.
8.5 Recipients must submit a 5 x 7 color or black and white
photograph to the Scholarship chair with the completed
application.
8.6 Selection of finalists and award amounts are subject to
budget constraints and the quality of the applicant pool.
8.7 Two scholarships may be awarded annually to OEMA members who
wish to attend the summer AECT Region 9 Professional Development
Conference. The scholarship amount for each recipient will equal
half of the registration fee to this conference.
8.8 The availability of scholarship grants will be publicized in
a timely manner in association publications.
8.9 Scholarship winners will be recognized at the annual Fall
Conference and will be provided two complimentary luncheon
tickets.
Return to
menu
9.0 Office
Equipment(adopted
1/2001)
9.1 Individuals who hold the position of Executive Director and
Membership Chairperson (with database responsibility) are
eligible to lease or buy needed equipment with approval of the
Board of Directors. All purchases become the property of OEMA.
9.2 Equipment needed for the Conference Registration Chairperson
is the responsibility of the conference committee.
Return to
menu
Return to
Organization page
