Board Development Policy

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.

Adopted, Library Board of Trustees, October 17, 2023