Passing the Torch Transition Plans and Legacy Documents

Passing the Torch: Transition Plans and Legacy Documents to Prepare Your Incoming Board Jane Hilton, Whitby Public Library Board Greg Burns, Port Hope Public Library Board Ontario Library Association , February 2018

Overview • Leadership Succession • Appointment Process • Transition Plan • Process • Board Succession Package • Legacy Document • Board Development • Resources

Leadership Succession • Defining leadership • Succession planning • Risk management • Goal: • Engage the board • Lessen the learning curve

Leadership Succession • Evolution of Libraries: • Technology, digital literacy • Community Hubs • Evolution of Boards: • • Visionary and future focused Strategic decision makers Systems thinkers Partnership and alliance builders Diverse – reflective of the community Effective communicators Change compatible

Leadership qualities ……. Name one

Leadership Succession

Appointment Process • In accordance with the Public Libraries Act and Municipal procedures • Support the appointment process • • • Complete a Board profile and competencies required Review and revise the Board vacancy posting Develop an Applicant Information Package Create a screening/selection matrix or scorecard Make recommendations to Council

Transition Plan • Transition Plan is a framework for managing board succession • Goal: Provide information and tools to build an understanding of roles and responsibilities • Ensures there is a smooth transition from old to new board • Fosters strong board leadership

Transition Plan Process • Plan and Manage the Process • Define the target audience • Determine who should be involved • Identify the required information • Establish timelines • Develop a logical sequence of tasks and activities • Set milestones to ensure deadlines are met

Transition Plan Process • Identify the activities: • Establish Strategic Plan • Review and Revise: • Policies • Job Descriptions • Developing Board Succession Package • Collating Library Information • Incorporate Legacy Document • Communications /Orientation material

Board Succession Package • Develop a Board Succession Management policy • Purpose of the Board Succession Package: • Provide an overview of the appointment process • Presents information relevant for board members • • • Library profile – facilities, statistics, community demographics Board composition Roles and Responsibilities (management vs. governance) Scope and powers (Public Libraries Act), Meetings, Committees Legacy document

Reflection Review the past term (2014 – 2018) • Fulfilled Board responsibilities • • • Vision, Mission and Strategic Plan Annual CEO Evaluation Advocacy initiatives Policy management Board Evaluation and Work Plan Accountability and Performance Measures

Analysis

Legacy Document • Communique to the future leadership of the library • Context • • • Vision, mission, goals Accomplishments Challenges Library Facilities & Operations Environmental Scan – trends, community growth Best practices and recommendations • Indicates the skills/expertise required • Advocacy tool

Legacy Document : Community Partners The Community sees our library as: Municipal Council views the library as: Other Key Partners view the library as:

Legacy Document – Leadership

Legacy Document: Accomplishments • Highlight accomplishments, strengths, successes • List under strategic directions • Capital projects • Facility improvements • Service improvements • Governance enhancements • Performance measures and impact • Library profile • Community engagement

Accomplishments … One for each year

Legacy Document – Governance Issues

Legacy Document – Challenges

Legacy Document: Lessons Learned • Governance • Board Culture • Strategic Planning and Oversight • Delegation to the CEO • Communication • Board Effectiveness • Opportunities • Challenges • Limitations

Legacy Document: Recommendations • Strategies to address challenges • Governance and leadership skills needed • Initiatives/projects worth consideration • New governance oversight mechanisms - risk management Best wishes for the new board’s success

Board Development • Orientation for onboarding • Session • Team building • Manual/Handbook • Other resources • Board Evaluation • Maintaining/improving board competencies

Resources • Ontario Library Boards’ Association – Leadership by Design • https: //goo. gl/br. RZhs (includes Leadership Development Toolkit) • Legacy Document • https: //goo. gl/Kn. RNVm • Template • https: //goo. gl/h. N 3 Yd. G • Learn. HQ – Leadership by Design, Module 5 (Legacy & Succession) • Ontario Public Library Guidelines, Seventh Edition, November 2017

Questions? Acknowledgement: Leadership by Design including tools such as Cut to the Chase and the Legacy Document Template were developed by Margaret Andrews and Randee Loucks.