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Adopted, Library Board of Trustees, October 17, 2023
Board Development Policy (PDF)

The Board of Trustees of the East Greenbush Community Library is committed to ensuring the continuity of leadership within the board through careful appointment of officers, trustee development, and leadership mentoring. The purpose of these efforts is to ensure a seamless transition in governance as board members depart from leadership positions as part of planned changes or due to unexpected events.

Appointing Board Leadership

The library is administered by a board of seven (7) trustees elected by the voters of the East Greenbush library district. Election, removal, and special appointment of Trustees are defined in the library’s bylaws. All trustees are encouraged to serve as committee chairs and in leadership positions during their tenure on the board.

At the last board meeting of the calendar year, the Nominating Committee will propose a slate of qualified candidates for leadership positions for the upcoming year, including President, Vice-President, Secretary, and Treasurer. The board will deliberate and vote on this slate during the meeting, and the elected officers will assume their roles on the first day of the upcoming calendar year, where the incoming President will appoint trustees to serve as chairpersons of the two standing committees of the Board: Services Committee and Administrative Committee.

Leadership Development

To ensure the ongoing development and sustainability of leadership within the library board, the following measures shall be taken:

  1. All potential trustee candidates will be asked to commit to serving in board leadership positions, if elected, at the time they submit their candidate packets.
  2. All trustees are strongly urged to take on roles as committee chairs and in various leadership positions during their time on the board.
  3. It is expected that every trustee serves on at least one standing committee of the board every year.
  4. A comprehensive onboarding session, organized by the Vice-President of the board and Library Director, will be conducted to equip newly elected trustees for their board responsibilities. This orientation is scheduled to take place within the first three months of a trustee’s term and will cover essential topics, including mandatory trustee training, board structure and organization, board job descriptions, board policies, library bylaws, policies, strategic plan, an overview of the facilities, and the library budget.
  5. An annual planning meeting will be organized for all trustees to draft board priorities for the year, aligning with the library’s strategic plan.
  6. A seasoned trustee will be appointed to mentor each newly elected trustee on board operations throughout their first year on the board.
  7. Encouragement will be given to trustees regarding their interest in and commitment to leadership positions on the board throughout the year.

Planning for Leadership Succession

Leadership positions within the board require commitment and ability to fulfill the duties associated with the role. The following minimum guidelines should be considered by the Nominating Committee when preparing their slate of nominees for board leadership positions:

Nominee for President should have:

  • Served two years in a leadership position on this board (Vice-President, Secretary, Treasurer, or standing committee chair) [Preferred], or served in leadership capacity on a similar board.
  • Served as a member or chair of both standing committees of the board [Preferred]
  • Two or more years remaining on their current term on the board [Preferred]
  • Not served in the position of President for more than two consecutive years. [Preferred]
  • Fulfilled their trustee obligations as established in by-laws and library trustee training.

Nominee for Vice-President should have:

  • Two or more years remaining on their current term on the board [Preferred]
  • Served as a member or chair of both standing committees of the board [Preferred]
  • Expressed willingness to accept future leadership positions, including President [Preferred]
  • An understanding that they will assume the Presidency should that position become vacant due to the President’s absence, disability, or removal from office. [Required]
  • Fulfilled their trustee obligations as established in by-laws and library trustee training

Nominee for Secretary or Treasurer should have:

  • Two or more years remaining on their current term on the board [Preferred]
  • Expressed willingness to accept future leadership positions, including President and Vice-President. [Preferred]

Addressing Mid-Year Leadership Vacancies

In cases where a leader must vacate their position during the year, either with notice or without, the following protocols shall guide the board in addressing mid-year leadership vacancies:

  • If the position of President becomes vacant, the Vice-President will assume and perform the duties and functions of the President for the remainder of the calendar year.
  • If the position of Vice-President becomes vacant, either because the Vice-President has assumed the role of President or due to the Vice-President’s departure, the President will recommend a candidate to serve in this role for the duration of the calendar year. The board will accept this recommendation, by majority vote, at the next scheduled meeting of the board.
  • If the vacancy is in the office of Secretary or Treasurer, the President will appoint a candidate to serve in this role for the duration of the calendar year. The board will accept this recommendation, by majority vote, at the next scheduled meeting of the board.
  • If the vacancy is in the office of chair of a standing committee the President will appoint a candidate to serve in this role for the duration of the calendar year.
  • If the trustee vacates their trustee position, the by-laws stipulate that the board may designate, by majority vote, a replacement trustee to serve until the next scheduled election. The President will coordinate this process with the board.
Date Deliverable Responsible Party
January 1

Trustee term begins

Officers’ terms begin

Incoming Trustee(s) and Officers
January Board of Trustees (BOT) meeting Appoint standing committee members and chairpersons President
January BOT meeting Assign new trustees a board mentor President
Jan – March Orient new trustees

Vice-President

Library Director

Jan – March Hold annual board planning meeting President
February – March Discuss trustees’ interest in running for another term (if applicable) and future leadership vacancies President
July- August Trustee candidate packets circulated and due Library Director
September Hold annual election of trustees  
October Appoint Nominating Committee chair and members President
December BOD meeting Vote on slate of leadership candidates

Nominating Committee

All trustees

Ongoing Fill mid-year trustee and leadership vacancies President

 

Adopted, Library Board of Trustees, October 17, 2023

Subject East Greenbush Card UHLS Card UHLS MyCard
Library Card Registration Free to any individual who resides or pays taxes in the East Greenbush Community Library taxing district or Town of Schodack. Cards expire and must be renewed every three years.

Free to any individual who volunteers or works at the EGRN Library. Cards expire and must be renewed yearly.

Free to partner educational agencies with verified employment. Cards expire and must be renewed yearly.

Those that live outside the UHLS area may purchase a temporary card at the price established by our Table of Fines and Fees. Cards expire and must be renewed yearly.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

Free to residents residing in a community served by a UHLS library.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

UHLS library cards expire and must be renewed every three years.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

The UHLS MyCard is a fine-free, limited-access library card for youth. It is intended to address multiple barriers to serving youth and families, including:

  • Barriers to access related to fines (e.g. computer access, checking out materials)
  • Parents not present for a child’s library card registration
  • Previous fines on a child’s card

Free for youth residing in a community served by a UHLS library.Applicants 18 and under who are applying for a limited use, UHLS Youth Only MyCard, need to provide name, address, and date of birth.UHLS library cards expire and must be renewed every three years.Youth ages birth to 18 can register unaccompanied, or with the help of a caregiver or relative who is not the child’s parent/guardian.This card may be used at all UHLS Libraries except for the Colonie Town Library.

Card blocked at $10 or more in replacement costs.

No fines for late items

Limits on # of Materials Borrowed Unlimited checkouts Unlimited checkouts Limited total items: Can only have 3 items checked out on their card at a time
Types of Items All eligible item types. All eligible item types except Museum Passes, ILL, and Hot off the Press. Active paid members of the Friends of the East Greenbush Community Library have access to all lending collections. Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Databases/Digital Content EGRN and UHLS subscription databases and digital content UHLS subscription databases and digital content Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Interlibrary Loan Nationwide UHLS Libraries UHLS Libraries
Program Registration Unlimited except by limited program capacity Preference given to resident cardholders Preference given to resident cardholders