PURPOSE

The purpose of this policy is to ensure continuity, stability, and effective governance of the Halton Hills Public Library (HHPL) Board across municipal election cycles. Succession planning supports the Board’s ability to meet its legislative responsibilities, advance HHPL’s Strategic Plan, and maintain strong leadership through intentional preparation for Board transition.

This policy provides a framework for identifying the skills, knowledge, and perspectives needed for future Board composition and for communicating this information to the Town of Halton Hills Council (Council) during the appointment process. It also guides the development of legacy documents, onboarding practices, and transitional supports for incoming Board members.

SCOPE

This policy applies to all members of the Halton Hills Public Library Board. It guides the Board’s approach to succession planning, including preparing for transitions between terms, supporting Council’s appointment process, and ensuring continuity of governance knowledge and leadership.

The policy addresses succession planning for the Board as a whole, consistent with the term structure established under the Public Libraries Act, R.S.O. 1990, c. P44 (PLA) and the appointment process carried out by Council.

DEFINITIONS

Legacy Document: A transitional document prepared by the outgoing Board summarizing key accomplishments, outstanding issues, strategic priorities, and recommendations to support the incoming Board.

Skills and Competency Overview: A tool used to identify knowledge, skills, competencies, experience, and representation beneficial to effective Board governance.

Board Orientation and Onboarding: The structured onboarding process introduces newly appointed Board members to HHPL’s governance framework, legislative obligations, strategic priorities, and services.

DETAILS

Statement of Commitment

The Board is committed to continuity, stability, and effective governance as required by the PLA. The Board recognizes that thoughtful succession planning strengthens leadership, preserves governance knowledge, and supports ongoing advancement of HHPL’s Strategic Plan. The Board will document key achievements and upcoming priorities, identify the skills and competencies needed for future Board composition, and communicate this information to Council to support an informed appointment process for the next term.

Board Responsibilities

The Board is responsible for ensuring an intentional and structured process that supports smooth transition between terms. This includes:

• Maintaining a multi-year approach to succession planning throughout the Board term.

• Reviewing its performance and governance needs through the Board Self-Evaluation Policy and related tools.

• Identifying the skills, perspectives, and competencies required for future Board composition, informed by HHPL’s mission, vision, values, and Strategic Plan.

• Preparing a legacy document that summarizes accomplishments, outstanding initiatives, issues requiring attention, and strategic considerations for the next Board.

• Approving a skills and competency overview for submission to Council as part of the appointment cycle.

• Supporting a clear, transparent transition from the outgoing Board to the incoming Board.

Chair and Chief Librarian & CEO Responsibilities

Working collaboratively, the Board Chair and Chief Librarian & CEO will:

• Coordinate preparation of the skills and competency overview, legacy document, and any related materials provided to Council.

• Provide Council with information required for an informed appointment process, including governance needs, desired competencies, and context related to HHPL’s strategic priorities.

• Prepare onboarding materials and ensure a structured orientation process for incoming Board members.

• Meet with new Board members, when appropriate, to support early understanding of roles, responsibilities, and expectations.

• Ensure statutory, governance, and procedural expectations are clearly communicated during the transition period.

End-of-Term Succession Activities

In the final year of the Board term, the Board will undertake formal succession activities to support continuity of governance.

Skills and Competencies Review

The Board will:

• Review the skills, knowledge, and perspectives needed to support HHPL’s Strategic Plan, long-term priorities, community needs, and statutory obligations.

• Update the skills and competency overview to reflect these requirements.

• Approve the overview for submission to Council as part of the appointment process.

Legacy Document Development

The Board will develop a legacy document that includes:

• Key accomplishments and milestones from the term.

• Lessons learned and governance insights.

• Outstanding projects, issues, or initiatives requiring attention.

• Strategic priorities and recommendations for the incoming Board.

The approved legacy document will be provided to Council and included in onboarding materials for new Board members.

Support to Council's Appointment Process

To support Council’s appointment process, the Board will:

• Share the updated skills and competency overview and the legacy document with Council.

• Provide information to Council on the role, expectations, and responsibilities of Board members.

• Respond to Council’s requests for clarification through the Board Chair or Chief Librarian & CEO.

• Collaborate with Council on early stages of the selection process when invited, consistent with OLS best practices.

Orientation and Onboarding

The Chief Librarian & CEO coordinates the onboarding process. In the final year of the Board, the Board Chair may assist in preparing onboarding materials to support orientation for incoming Board members.

Orientation may include:

• An orientation package that includes key HHPL policies, the legacy document, the Board’s Procedural By-law, and relevant planning documents.

• Training on governance; applicable legislation; Board roles; and HHPL’s mission, vision, and values, and Strategic Plan.

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• An introduction to HHPL services, facilities, and senior staff.

• A review of key priorities identified in the legacy document.

Records and Documentation

Succession planning materials, including the skills and competency overview, legacy documents, and onboarding resources will be maintained by the Chief Librarian & CEO to support future Board terms and ensure consistent governance practices.

Ongoing Governance Development

The Board supports continuous governance development by:

• Identifying training needs and participating in governance learning opportunities.

• Using tools, training, and guidance available through the Ontario Library Service (OLS).

• Maintaining strong, collaborative relationships with the Town of Halton Hills Council.

• Ensuring succession planning remains a regular governance practice, not only a year-end activity.

RELATED DOCUMENTS

Public Libraries Act, R.S.O. 1990, c. P44

Ontario Library Service Governance Hub

HHPL Strategic Plan

HHPL Board Procedural By-law

HHPL Board Self-Evaluation Policy