5.9 Library Director Review and Succession Policy

Last Updated Date
Policy Type

Purpose

This policy ensures review of the Library Director and the continuity in the leadership and management of Traverse Area District Library’s (TADL) core functions in operations, grants management, internal and external communications, fund development, financial accounting, and human resources in the event of a change in Library Director or when the Library Director is unexpectedly unable to fulfill the key duties of the position. It defines the roles of the TADL Board of Trustees (Board), committee chair, and staff. 

Definitions

  • Emergency Succession - the Library Director is unexpectedly unable to fulfill the key duties of the position for an extended period of time.
  • Planned Succession - departure of the Library Director is known in advance and there is ample time for the organization to adequately prepare for the search, hiring, and transition of a successor Library Director.

Policy

The Board delegates the authority, accountability, and implementation of the Library Director Review and Succession Policy as set forth herein to the TADL Policy and Personnel Committee. The Committee will fully and timely inform the Board of its decisions and actions. They may choose to appoint other Board members to particular duties.

The TADL Staff will ensure that the integrity of internal controls and segregation of financial duties are maintained during the Library Director transition or absence.

Attachments to this policy are procedures to guide the process. 

Director Review

Regardless of anniversary, the TADL Director will be reviewed annually in September. The review will be conducted by the Policy and Personnel Committee with possible recommendations on salary being forwarded for final review by the Facilities and Finance Committee. The Library Director’s salary must be set each year by October 15th to be included into the next year’s budget. 

This annual review will be founded on the philosophical basis of 1. Performance, 2. Equity, and 3. Library Culture. 

Temporary Library Director Appointment 
  1. Immediate Interim Director

    In the case of a short -term, unplanned absence, an Immediate Interim Director will act as the Library Director’s designee. The jobs of the Immediate Interim Director include:

    1. Communication with and reporting to the Board.
      1. Limited Operations Management.
        1. Promotes an organizational culture that fosters passion for the mission, cooperation, open and frequent communication.
        2. Ensures that daily operations continue.
        3. Ensures compliance with all applicable policies and regulations.
      2. Limited Human Resources Management with guidance from the Human Resources Manager.
      3. Limited Fiduciary Responsibilities.

    Compensation of any Interim Director(s) will be determined based on the duration of the assignment and level of responsibility. Any Interim Director will report to the Board President, and oversight of the Interim Director will be the responsibility of the Board.

  2. Acting Library Director

    In a long-term, unplanned absence of the Library Director, the TADL Policy and Personnel Committee may appoint an Acting Library Director, although said appointment and Terms of Contract must be approved by a majority vote by the Board at the next board meeting. 

    The Acting Library Director shall have full authority for the responsibilities of the Library Director position, except that the TADL Board must approve:

    1. hiring and termination of staff,
      1. issues that may negatively impact the organization's reputation in the community, such as a Request for Reconsideration,
      2. financial transactions over 10% of the Library Director’s spending limit per policy, or those outside of the purview of the board-approved annual budget. 

    All authority of the Acting Library Director is subject to TADL policies and bylaws.

    Compensation of the Acting Library Director will be determined based on the duration of the assignment and level of responsibility. The Acting Library Director will report to the TADL Board President, and oversight of the Acting Library Director will be the responsibility of the Board. 

Planned Successor Library Director

When a determination is made to select and hire a successor Library Director, the Board shall implement the following activities:

  1. Evaluate the need to execute components of the Emergency Succession Procedure.
  2. Initiate the new Library Director Planned Succession Procedure, (Attachment C).
  3. The TADL Policy and Personnel Committee shall appoint or serve as the Search Committee and will consist of no more than three (3) Trustees to not constitute a quorum. The Search Committee shall be accountable to oversee the entire hiring process. The Human Resources Manager shall also serve on the Search Committee in a non-voting advisory capacity. Additional members may be appointed by the TADL Board President to also serve on the Search Committee. The Search Committee shall present clear choices to the full Board for approval leading toward a new Library Director.
 
Completion of Absence

The decision about when the Library Director returns will be made by the Library Director and the Board who will arrive at a mutually-agreeable schedule and start date. This will be communicated to the staff and Member Library Directors by the Human Resources Manager.

Responsibility

This policy, and related procedures and attachments, and the organization's adherence to it, will be the responsibility of the Board. 

________________________________________________________________________________

New policy on June 19, 2025

 

Attachments Follow

  1. Emergency Succession Procedure
  2. Immediate Interim Director Strategy
  3. Planned Succession Procedure

Attachment A

Library Director Emergency Succession Procedure

This Library Director Emergency Succession Procedure is an attachment to the Library Director Review and Succession Policy approved by the Board. Emergency succession procedures may be required when the Library Director is unexpectedly unable to fulfill the key duties of the position due to an emergency, or resigns without notice, or is terminated.

Preparation

The Board will maintain a clear understanding of the Library Director's roles and accountabilities through the Policy and Personnel Committee’s review of the Library Director job description and the annual Library Director performance review process.

Notification

The Board will be notified as soon as possible of the Library Director's inability to fulfill the duties of the position by the Human Resources Manager or Immediate Interim Director. The staff and Member Library Directors will be notified by the Human Resources Manager

As soon as feasible, the Board President will convene the Policy and Personnel Committee to affirm the procedures described here or to modify them as needed. The Board President shall have the domain of authority to approve communications about the Library Director and the Succession process to other staff, donors, partners, and other important stakeholders with assistance from the Marketing Director.

Immediately on transferring any Library Director responsibilities, the Board will notify staff and managers of the delegation of authority.

Immediate Interim Director

The TADL staff will follow the Temporary Staff Strategy (Attachment B) while the Board convenes to decide to appoint an Interim or Acting Director.

Appointment of Interim or Acting Library Director 

The circumstances and nature of the Library Director's absence, combined with the needs and activities of the organization at the time of the absence, will guide the Board in its decision regarding the appointment of an Interim Director or Acting Library Director or a different format.

Oversight

The Policy and Personnel Committee will convene at least monthly during the Library Director's absence and will be alert to the special support needs of the Acting or Interim Library Director or others who have assumed duties performed by the Library Director. 

Completion of Absence

The decision about when the Library Director returns will be made by the Library Director and the Board who will arrive at a mutually-agreeable schedule and start date. This will be communicated to the staff and Member Library Directors by the Human Resources Manager
 

Attachment B
Immediate Interim Director Procedure
This document is a living document to be updated as staff positions and personnel change. Any such change will be noticed at a Policy and Personnel Committee meeting. 
  1. Scott Morey, Assistant Director for Technology, will assume the role of Interim Director until the Board takes formal action. Morey has check signing authority.
    In the absence of the Assistant Director for Technology, Amy Monette, Kingsley Branch Manager, will assume the role as Interim Director. Monette will grant her duties to another Kingsley Branch employee to assume the role of Interim Director. 
    In the absence of the Kingsley Branch Manager, Melissa McKenna, Assistant Director of Outreach and Adult Services, will assume the role as Interim Director. 
  2. All departmental managerial staff continue to operate in their roles under the guidance of the Interim Director.
  3. The Board will continue to oversee fiduciary responsibilities of the Board and responsibilities per the Library By-Laws and act in an advisory role to the Immediate Interim Director.  

 

Attachment C

Library Director Planned Succession Procedure

This Library Director Planned Succession procedure is an attachment to the Library Director Review and Succession Policy adopted by the Board. Planned succession procedures are used when the pending departure of the Library Director is known in advance and there is ample time for the organization to adequately prepare for the search, hiring and transition of a new Library Director.

Preparation for the Interview Phase

Policy and Personnel Committee Responsibilities:

  • Conduct an exit interview with the departing Library Director. This interview will provide the Policy and Personnel Committee with a better understanding of the future skills and strengths needed in a new Library Director and will help to shed light on any current challenges or issues that the incoming Library Director may encounter.
    • Determine how and when an announcement is to be released internally and externally concerning the news of the impending departure of the Library Director. If possible, the current Library Director and the Policy and Personnel Committee will work together to develop and disseminate an appropriate announcement.
    • Review and update the current Library Director job description. The TADL Board approves any changes to the job description.
    • Develop a compensation package for the new Library Director that includes salary range and required experience and submit to the Finance and Facilities Committee for review.
    • Form a Search Committee
  1. Appoint a Chair to the Search Committee.
  2. The Human Resources Manager shall also serve on the Search Committee in a non-voting advisory capacity.
  3. The Board President shall appoint any additional members as deemed appropriate.
  4. Members typically will predominantly come from the current board, but past board members, staff, Friends of TADL Board President or designee, and outside subject matter experts may also be considered.
    • In conjunction with the Search Committee, the Policy and Personnel Committee will conduct an organizational assessment to determine the leadership needs and the critical success factors (skills, experience, values) relevant for the next Library Director in light of the current staffing levels, skills and experience.

Search Committee Responsibilities:

  • Provide a status report to the Board as needed.
    • Develop a hiring timeline and disseminate it to the Board and staff members and any key constituents necessary.
    • Determine whether a recruiting consultant is needed or desired and within budgetary allotment. If one is needed, the Board is responsible for obtaining it upon recommendation of Policy and Personnel Committee.
    • Develop and post a job announcement, which will include instructions on how to apply and specify materials to be provided with the application (e.g. cover letter, resume, writing sample, references). The Board will approve the job announcement. The job announcement will be posted in such places to attract the most qualified individuals.
    • Serve as part of the interview team.
    • Provide all notifications to candidates using TADL email accounts and/or official TADL letterhead.

Interview Process

  1. The Policy and Personnel Committee will review and screen all applications, select and invite top candidates (typically no more than six) to a first interview.
  2. Candidates will be interviewed at a public meeting of the Board in accordance with the Open Meetings Act.
  3. If necessary, top candidates from the initial interview round (typically no more than three) will be invited to a second interview and community visit.
  4. The second and/or final interview will be conducted in the same manner as the first round at a public meeting of the Board for the purpose of interviewing, and may involve additional Board members and/or staff in the interview process, at the discretion of the Policy and Personnel Committee.
  5. The Search Committee Chair will provide timely notification to candidates not selected for interviews and/or notify candidates not receiving a second interview.
  6. The Human Resources Manager will conduct reference checks and administer background checks on the final candidate(s). 

Hiring Decision

A recommended first choice and second choice along with pros and cons for each will be submitted by the Search Committee to the Board. A simple majority vote of the Board members in attendance at a public meeting will be required for approval of hiring the finalist.

Upon signing the terms of employment agreement for the chosen candidate, the Search Committee Chair will notify the remaining candidates that the position has been filled.