Board of Trustees Succession Planning Policy

The Board of Trustees (“Board”) of the East Greenbush Library (“Library”), a public library chartered by
the New York State Board of Regents, shall ensure continuity of governance and effective leadership through a structured and equitable succession planning process.

This policy is adopted pursuant to the Board’s authority under New York State Education Law Sec. 226-
260 and applicable regulations of the Commissioner of Education. The Board shall maintain responsibility for the nomination, election, development, and support of its officers.

Purpose

The purpose of this policy is to:

1. Promote continuity in Board leadership;
2. Ensure orderly and transparent transition of officers;
3. Develop trustee capacity for leadership roles; and
4. Align Board leadership practices with the Library’s mission, strategic plan, and public accountability obligations.

Guiding Principles

In implementing this policy, the Board shall be guided by the following principles:

• Equity and inclusion in leadership opportunities and decision-making
• Transparency and accountability in governance
• Respect for diverse perspectives and experiences
• Stewardship of the library’s mission and community resourcesContinuous learning and development of trustees

Board Composition and Terms

1. The Board shall consist of seven (7) trustees elected by the voted of the East Greenbush Library District.
2. Trustees shall serve five (5)-year terms and may be re-elected without limitation, consistent with applicable law.

All trustees shall be expected to actively participate in Board service, including committee and leadership roles.

Election and Appointment of Officers

1. The officers of the Board shall be the President, Vice-President, Secretary, and Treasurer.
2. At the final Board meeting of each calendar year, the Nominating Committee shall present a slate of nominees for officer positions.
3. The Board shall elect officers by a majority vote of those present and voting.
4. Officers shall assume their roles on January 1 of the following year.
5. The incoming President shall appoint members and designate chairpersons of all standing committees, subject to Board structure and needs (Services Committee and the Administrative Committee).

Leadership Development and Trustee Preparation

The Board shall implement the following practices to support leadership development:

1. Committee Service Requirement: Each trustee shall serve on at least one standing committee annually.
2. Leadership Participation: Trustees are encouraged to serve as committee chairs and officers during their tenure.
3. Orientation: Newly elected trustees shall complete an orientation within three (3) months of taking office, conducted by the President (or designee) and the Library Director. Topics shall include:

• Board structure and organization
• Roles and responsibilities of trustees
• Board policies and bylaws
• Library policies, procedures, and strategic plan
• Overview of the library budget.

4. Annual Planning: The Board shall conduct an annual planning session to align governance priorities with the Library’s Strategic Plan.
5. Continuing Education: Trustees shall complete required trustee education in accordance with New York State requirements and Board policy.
6. Mentoring: All newly elected trustees shall be paired with a seasoned trustee as mentor, as appropriate.

Succession Planning Criteria

Leadership positions require commitment and the ability to fulfill the responsibilities of the role. The following guidelines shall be considered by the Nominating Committee when preparing a slate of nominees:

1. President
Preferred qualifications:
• At least two years of service in a leadership role on this Board (Vice-President, Secretary, Treasurer, or committee chair), or leadership experience on a comparable board;
• Familiarity with the work of all standing committees;
• Demonstrated fulfillment of trustee responsibilities, including required training;
• Sufficient remaining term to provide continuity of leadership (preferably two or more years);
• Has not served as President for more than four (4) consecutive years.

2. Vice-President
Preferred qualifications:
• Two or more years remaining in current term
• Experience serving on both standing committees
• Willingness to serve in future leadership roles, including President
• Demonstrated fulfillment of trustee responsibilities, including required training
The Vice-President shall be prepared to assume the duties of the President in the event of a vacancy.

3. Secretary or Treasurer
Preferred qualifications:
• Two or more years remaining in current term
• Willingness to serve in future leadership roles

Addressing Mid-Year Leadership Vacancies

While officers are expected to serve a full calendar year, the following procedures shall apply in the event of a vacancy:

1. President vacancy: The Vice-President shall assume the duties President for the remainder of the calendar year.
2. Vice-President vacancy: The President shall nominate a trustee to serve in this role for the remainder of the year. The Board shall confirm or reject the nomination by majority vote at the next scheduled meeting.
3. Secretary or Treasurer vacancy: The President shall nominate a trustee to fill the role for the remainder of the year. The Board shall confirm or reject the nomination by majority vote at the next scheduled meeting.
4. Standing committee chair vacancy: The President shall appoint a replacement for the remainder of the year.
5. Trustee vacancy: In accordance with the by-laws and New York State law, the Board may appoint a replacement trustee by majority vote to serve until the next scheduled election. The President shall coordinate this process.

Review of Policy

This policy shall be reviewed by the Board at least once every three (3) years, or as needed to ensure compliance with applicable law, regulation, and best practices in public library governance.