C SG OLA SUPERCONFERENCE 2012 THE LIBRARY BOARDS BIGGEST CHALLENGE: RECRUITING A CEO FRIDAY, FEBRUARY 3, :05 – 10:20 AM Daryl Novak, Southern Ontario Library Service Randee Loucks, CGS Consultants

C SG OLA SUPERCONFERENCE 2012 AGENDA Ontario Demographics What Do We Really Mean By Succession Planning? What Skills Do Library Boards Look For In CEOs? Some Myths About Hiring Steps in the Selection Process Search Options How to Find and Use A Search Firm Useful Resources

C SG OLA SUPERCONFERENCE 2012 No duty the Executive had to perform was so trying as to put the right man in the right place. THOMAS JEFFERSON

ONTARIO CONTEXT # of vacancies in Southern Ontario Libraries # of vacancies due to retirements34 # of vacancies due to termination10 # of libraries that used search firms38 # of hires of internal candidates14 # of current vacancies 8 C SG OLA SUPERCONFERENCE 2012 NB: Based on anecdotal information and informal tracking only. Intended to indicate trends, not to provide empirical statistics.

C SG OLA SUPERCONFERENCE 2012 WHAT DO WE REALLY MEAN BY SUCCESSION PLANNING? We have thought of Succession Planning as searching for the new Chief Executive. Demographics are causing a shift to an expanded concept. In this environment, it is more important to assess the leadership needs and potential of an organization in order to promote and retain key employees for top positions.

C SG OLA SUPERCONFERENCE 2012 SUCCESSION PLANNING INTEGRATED GOALS KEY POSITIONS TALENT POOL DEVELOP LEADERSHIP CONTINUOUS REVIEW EMERGENCY PLAN HOW CAN WE PREPARE FOR THE NEW SUCCESSION PLANNING?

C SG OLA SUPERCONFERENCE 2012 KEY INITIATIVES CREDENTIALS EXPERIENCEATTRIBUTES WHAT ARE LIBRARY BOARDS LOOKING FOR?

C SG OLA SUPERCONFERENCE 2012 WHAT ARE LIBRARY BOARDS LOOKING FOR? KEY INITIATIVES Planning Marketing, holding or expanding market share Maintaining or improving relationships with the municipality Maintaining or improving municipal funding or finding new sources of funding Developing partnerships for service delivery Building projects Expanding technology Completing an organizational review Developing/improving staff training /development Improving collections & reviewing services

C SG OLA SUPERCONFERENCE 2012 WHAT ARE LIBRARY BOARDS LOOKING FOR? CREDENTIALS Library degree Ideally additional qualifications such as MBA, MPA EXPERIENCE Public library, public sector Evidence of experience in the factors above

C SG OLA SUPERCONFERENCE 2012 WHAT ARE LIBRARY BOARDS LOOKING FOR? ATTRIBUTES Business & political acumen Strong communication skills Risk takers Long range thinkers, visionary Team players, consensus builders Ability to concentrate on all stakeholders – board, public, staff, municipality Enlightened approach to human resources management Comfortable doing as well as managing Passionate advocate for role of public library in society

C SG OLA SUPERCONFERENCE 2012 SOME MYTHS ABOUT HIRING As told by actual library board members... Its the boards job to hire the CEO, so no one else, except perhaps a search consultant should be involved We have a job spec, so we can easily do an advertisement Its a good job and people will find out about it and apply We dont want anyone to apply who has been fired from another job As long as we interview a few people and check a reference or two we are acting responsibly Dont tell the candidates too much in advance, or in their answers theyll just regurgitate what they think you want to hear It will be a privilege to be hired everyone knows library jobs dont pay all that well, and everyone expects to be on probation in a new job

C SG OLA SUPERCONFERENCE 2012 GOALS OF ANY SEARCH should be to... Attract the best possible candidates in order to hire the best Ensure a fair, equitable and defensible process Even though I didnt get the job, I have to say, it was the most open and therefore the best hiring process I ever went through. Thank you for considering me.

C SG OLA SUPERCONFERENCE 2012 STEPS IN THE SELECTION PROCESS Planning the Search Calling All Candidates Making the Selection Legal Review Announcing the New CEO

C SG OLA SUPERCONFERENCE 2012 STEPS IN THE SELECTION PROCESS: PLANNING THE SEARCH Selection Committee Budget Candidate Profile Compensation Communicating the Process Advertising Cold Calls

C SG OLA SUPERCONFERENCE 2012 STEPS IN THE SELECTION PROCESS: CASTING THE NET Interview questions and assignments Selection criteria and scoring Screen applications for short-list Pre-interviews and interviews Second Interviews

C SG OLA SUPERCONFERENCE 2012 STEPS IN THE SELECTION PROCESS: MAKING THE SELECTION Reference and Credential checks Candidates Reverse Interview MAKING IT LEGAL Negotiate Offer Conduct Legal Review

C SG OLA SUPERCONFERENCE 2012 STEPS IN THE SELECTION PROCESS ANNOUNCEMENT Inform Board Give chosen candidate time to resign Inform Staff, Partners and Community

C SG OLA SUPERCONFERENCE 2012 SEARCH OPTIONS; HOW TO GET IT DONE Talk to SOLS Do it on your own Help from the Municipal HR Department Use a Search Firm

C SG OLA SUPERCONFERENCE 2012 PROSCONS TALK TO SOLS Cant hurt Good advice ON OWN Complete ownership of process Very time consuming Hard to attract candidates in a sellers market MUNICIPAL HELP Staff resources Hr skill Free Lack of knowledge re: libraries ? Taking over SEARCH FIRM Staff resources Research Quoted price Guarantee $ Limited library knowledge Isolates bid

C SG OLA SUPERCONFERENCE 2012 HOW TO FIND AND USE A SEARCH FIRM Expanding field vs. 10 years ago Search in Municipal and Library context Terms of Reference: Purpose/Objective Background/Organizational Overview Scope Deliverables Timing Request for Information Costs:One time cost 25-33% of annual job rate

C SG OLA SUPERCONFERENCE 2012 Succession Planning Checklist: Executive Director, 2008 Federation of Community Organizations & Non-Profit Sector Leadership Program, Dalhousie University. ctor_Succession_Planning_Checklist.pdf Succ ession Planning for Nonprofits of All Sizes, Tim Wolfred and Jan Masaoka, Board Cafe, February 17, nonprofits-all-sizes Hiring the Right Executive Director for Your Organization: One Size Does Not Fit All, Alberta Culture and Community Spirit, Revised SOME USEFUL RESOURCES

C SG OLA SUPERCONFERENCE 2012 Taking care of your company's future: 3 best practices for Succession Planning care-of-your-companys-future-3-best-practices-for-succession- planning/ Selection Policy (Handout) SOME USEFUL RESOURCES