Skip to content

Monday – Thursday: 9 am – 9 pm
Friday: 9 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: 1 – 5 pm

Wednesday, April 17, 2024  |  9 am – 9 pm

Monday – Thursday: 9 am – 9 pm
Friday: 9 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: 1 – 5 pm

Policies govern many aspects of Glen Ellyn Public Library and are approved by Board of Trustees. The Board of Trustees may modify or amend these policies at any time.

Succession Plan Policy

Last Revised: March 18, 2024

Purpose

To establish procedures and contingency plans for the absence, disability, death, or departure of the Library Director and to facilitate the transition to both interim and long-term leadership.

Temporary Absence

Short Term
A short-term, temporary leave of absence is three months or less, in which the Director will return to their position once the events precipitating the absence are resolved. An unplanned absence is one that arises unexpectedly, in contrast with a planned absence, such as vacation or a sabbatical.

In the event of an unplanned absence of the Director, the Finance/HR Director will immediately inform the Board President of the absence. As soon as it is feasible, the President will convene a meeting of the Board of Library Trustees to affirm the procedures prescribed in this plan or to make modifications as the Board deems appropriate.

At the time that this plan was approved, the position of Acting Library Administrator would be:

  1. Finance/HR Director
  2. Director of Adult Services
  3. Director of Youth Services

If this Acting Library Administrator is new to their position and inexperienced (less than one year), the Board may decide to appoint the second or third individual to the acting executive position. The Board may also consider the option of splitting executive duties among the designated appointees.

Authority and Compensation of the Acting Library Administrator

The person appointed as Acting Library Administrator shall have full authority for decision­making and independent action as the regular Library Administrator.

The Acting Library Administrator may be offered one of the following, to be determined by the board at the time of the succession:

  • A temporary salary increase to the entry-level salary of the Library Administrator position.
  • A bi-weekly payroll bonus during the Acting Library Administrator period; or
  • No additional compensation.
Board Oversight

The Board President will be responsible for monitoring the work of the Acting Library Administrator during the leave of absence period.

Communications Plan

Immediately upon transferring the responsibilities to the Acting Library Administrator, the Board president will notify staff and Board members of the delegation of authority.
As soon as possible after the Acting Library Administrator has begun covering the unplanned absence, Board members and the Acting Library Administrator shall communicate the temporary leadership structure to the following key external supporters of Glen Ellyn Public Library. This may include (but not limited to):

  1. Village of Glen Ellyn Staff and Village President
  2. Glen Ellyn Library Foundation
  3. Friends of the Glen Ellyn Public Library
  4. RAILS Library System of Northern Illinois Executive Director
  5. SWAN Library System Consortium Executive Director
Completion of Short-Term Emergency Succession Period

The decision about when the absent Library Administrator returns to lead the library should be determined by the Library Administrator and the Board. They will decide upon a mutually agreed upon schedule and start date. A reduced schedule for a set period can be allowed, by approval of the Board, with the intention of working their way back up to a full-time commitment.

Succession Plan in the Event of a Temporary, Unplanned Absence

Long-Term

A long-term absence is expected to last more than three (3) months. The procedures and conditions to be followed should be the same as for a short-term absence with one addition: The Board will give immediate consideration, in consultation with the Acting Library Administrator, to either temporarily fill the management position left by the Acting Library Administrator or hire an Interim Library Administrator. This is in recognition of the fact that, for a term of more than three (3) months, it may not be reasonable to expect the Acting Library Administrator to carry the duties of both positions, or, depending on the timing of the absence, it may be necessary to have an experienced Library Administrator in the position.

Determination of if an Interim Library Administrator is Needed

The criteria that the Board and Acting Library Administrator should consider when determining whether or not to hire an Interim Library Administrator (or consultant to the Acting Library Administrator) are as follows:

  1. Time of year
  2. Required fiscal responsibilities.
  3. Special projects currently in progress or upcoming

Skills and experience an Interim Library Administrator needs

  1. Significant experience as the library Administrator of an Illinois Municipal (Village) library
  2. Ideally, prior experience as an Interim library Administrator
  3. Significant experience as the library Administrator of an Illinois Municipal (Village) library
  4. Ideally, prior experience as an Interim library Administrator
  5. Flexible schedule to allow for on-site presence of a Library Administrator and to attend board meetings

If the Board and Acting Library Administrator determine that an Interim Library Administrator (or consultant to the Acting Library Administrator) is needed, a representative from the Board should contact RAILS library system and ask for resources related to hiring an Interim Administrator.

Completion of Long-Term Emergency Succession Period

The decision about when the absent Library Administrator returns to lead the library will be determined by the Library Administrator and the Board. They will decide upon a mutually agreed upon schedule and start date. A reduced schedule for a set period can be allowed, by approval of the Board, with the intention of working the way up to a full-time commitment.

The Board should pay close attention to the library’s Personnel Manual leave policies when determining the allowable absence of the Library Administrator. Questions related to leaves of absence may be directed to HR Source or the library’s attorney.

Succession Plan in Event of a Permanent Change in Library Administrator

A permanent change is one in which it is firmly determined that the Library Administrator will not be returning to the position. The procedures and conditions should be the same as for a long-term temporary absence with one addition: The Board will appoint a Search Committee within thirty (30) days to plan and carry out a transition to a new permanent Library Administrator. The Board will also consider the need for outside consulting assistance depending on the circumstances of the transition and the Board’s capacity to plan and manage the transition and search. The Search Committee will also determine the need for an Interim Library Administrator and plan for recruiting and selecting an Interim Library Administrator and/or permanent Library Administrator.

Acceptance of Succession Plan

This succession plan must be approved by the Board of Library Trustees. This plan should be revised on an as-needed basis, or every three {3) years whichever comes first.

Information and Contact Inventory for Glen Ellyn Public Library

Knowing where our organization’s key information is located is critical so that if an emergency succession should occur, the library would be able to quickly continue work in the most efficient and effective way.

Bylaws
A copy is available on the website and on Sharepoint: Common Files: Library Policy. A copy was also distributed to all trustees during trustee orientation.

Strategic Plan
Digital copy on the website and on Sharepoint: Common Files: Strategic Plan.

Board Minutes
Digital copies on website and paper copies are available in Finance Manager/HR Office in binders on bookshelves.

Human Resource Information
Finance Manager/HR storage closet locked cabinets and archive room.

Human Resources Contact at Village of Glen Ellyn
TBD

Human Resources Consulting

  • HR Source
  • www.hrsource.org
  • HR Hotline: 800-448-4584

Legal Counsel

  • Dennis G. Walsh
  • Klein, Thorpe, and Jenkins
  • DGWalsh@ktjlaw.com
  • 312-984-6410
  • 708-349-3888 cell

Regional Library System Consulting and Support

  • RAILS (Reaching Across Illinois Library System)
  • www.railslibraries.info
  • Communications@railslibraries.info
chat loading...

Accessibility Toolbar