CHARG Resource Center Clinic and Offices 709 E. 12th Avenue Denver, CO 80203 303-830-8805 | CHARG Drop-In Center 920 Emerson Street Denver, CO 80218 303-830-2130

Succession EMERGENCY Plan for ED click again

EMERGENCY SUCCESSION PLAN

CHARG Resource Center

Procedure for the Appointment of an Acting Executive Director
in the Event of an Unplanned Absence of the Executive Director

 

  1. Rationale

In order to ensure the continuous coverage of executive duties critical to the ongoing operations of CHARG Resource Center and its services to clients, the CHARG and HEART Boards of Directors are adopting policies and procedures for the temporary appointment of an Acting Executive Director in the event of an unplanned and extended absence of the Executive Director. While the Boards acknowledge that such an absence is highly improbable and certainly undesirable, they also believe that due diligence in exercising their governance functions requires that they have an emergency executive succession plan in place. It is expected that this plan will ensure continuity in external relationships and in staff functioning.

 

  1. Priority functions of the Executive Director position at CHARG Resource Center

 

The full Executive Director position description is NOT attached. Among the duties listed in the position description, the following are the key functions of the Executive Director to be covered by an acting director:

  1. Serve as the organization’s principal leader, representative, and spokesperson to the greater community
  2. Support the CHARG and HEART Boards of Directors

– ensure integrity and strength of Board leadership and address issues around clarity of role, governance, bylaws/policies, corporate structure, and membership

– assist with recruitment and orientation of new Board members

– prepare executive reports to Boards of Directors and various committees or task forces

  1. Convene and lead the program staff
  2. Participate in recruitment, interview, selection and evaluation process for directly supervised staff.
  3. Strategize organization’s short-range and long-range program and project goals:

– identify overall resource development goals and fund raising plan

– establish, maintain and cultivate relations with donors, foundations and other resources to support organizational programs and activities

– maintain accountability for current year operating budget and for financial performance of agency

 

  1. Succession plan in event of a temporary, unplanned absence — SHORT-TERM

 

  1. Definitions

– A temporary absence is one in which it is expected that the Executive Director will return to his/her position once the events precipitating the absence are resolved.

– An unplanned absence is one that arises unexpectedly, in contrast to a planned leave, such as a vacation or a sabbatical.

– A short-term absence is 3 months or less.

  1. Who may appoint the Acting Executive Director

– The Boards of Directors authorize the Board Presidents to implement the terms of this emergency plan in the event of the unplanned absence of the Executive Director.

 

– In the event of an unplanned absence of the Executive Director, the Program Director shall immediately inform the CHARG and HEART board presidents of the absence.

– As soon as is feasible, the Board Presidents shall convene a joint meeting of the boards to affirm the procedures prescribed in this plan or to make modifications the boards deem appropriate. At that meeting, a Transition Committee with representation from both boards will be appointed.

  1. Standing appointee to the position of Acting Executive Director

The position description of the Program Director specifies that she/he shall serve as Acting Executive Director in the absence of the Executive Director.

  1. First and second back-ups for the position of Acting Executive Director

Should the Program Director be unable to act as Acting Executive Director, the first back-up appointee will be the Clinical Director. The second back-up appointee will be the Administrative/Development Coordinator.

In the event the standing appointee, the Program Director, is new to the program director position and fairly inexperienced with CHARG Resource Center, the Transition Committee may decide to appoint one of the back-up appointees to the acting executive position. The committee may also consider the option of splitting executive duties among the designated appointees.

  1. Cross-training plan for appointees

The Executive Director, with assistance from the Program Director, shall develop a plan for training the three potential appointees in each the priority functions of the Executive Director which are listed above (section 2). The training plan will be attached to this document when the plan is completed. The Executive Director shall have the responsibility of handling the logistics of the plan’s implementation.

  1. Authority and restrictions of the appointee

The person appointed as Acting Executive Director shall have the same full authority for decision making and independent action as the regular Executive Director.

  1. Compensation

The Acting Executive Director shall receive a temporary salary increase to the entry level salary of the executive director position or to 5% above his/her current salary, whichever is greater.

  1. Joint board committee responsible for oversight and support to the Acting Executive Director

The Transition Committee of the two boards will have responsibility for monitoring the work of the Acting Executive Director. The Transition Committee will also be alert to the special support needs that of the executive in this temporary leadership role.

  1. Communications plan

As soon as possible after the Acting Executive Director has begun covering an unplanned absence, Board members and the Acting ED shall communicate the temporary leadership structure to the following key supporters external to CHARG Resource Center:

– Colorado Coalition for the Homeless personnel

– Access Behavioral Care, State Division of Mental Health and MHCD personnel

– Foundation program officers

– Civic leaders, including other nonprofit organizations

– Major donors

 

  1. Succession plan in event of a temporary, unplanned absence — LONG-TERM.

 

  1. Definition

– A long term absence is one that is expected to last more than 3 months

  1. Procedures

– The procedures and conditions to be followed shall be the same as for a short-term absence with one addition:

The Transition Committee will give immediate consideration, in consultation with the Acting Executive Director, to temporarily backfilling the management position left

vacant by the Acting Executive Director. This is in recognition of the fact that, for a term of more than 3 months, it may not be reasonable to expect the Acting Executive Director to carry the duties of both positions. The position description of a temporary manager would focus on covering the priority areas in which the Acting Executive Director needs assistance.

 

  1. Succession plan in event of a PERMANENT unplanned absence.

 

  1. Definition

– A permanent absence is one in which it is firmly determined that the Executive Director will not be returning to the position.

  1. Procedures

– The procedures and conditions shall be the same as for a long-term temporary absence with one addition:

The Transition Committee’s full name shall be “Transition and Search Committee,” and it shall plan and carry out a search and transition to a new permanent executive director.

 

  1. Approvals and maintenance of record

 

  1. Succession plan approval

– This succession plan will be approved by the Board Presidents and forwarded to both full Boards of Directors for their vote and approval.

  1. Signatories

– This plan shall be signed by the Board Presidents, the Executive Director, and the appointees designated in this plan.

  1. Maintenance of record

– Copies of this plan shall be maintained by the Board Presidents, the Executive Director, the Program Director, and the two back-up appointees.

 

Signed _____________________________________Title_____________________________Date_______________

 

Signed _____________________________________Title_____________________________Date_______________

 

Signed _____________________________________Title_____________________________Date_______________

 

Signed _____________________________________Title_____________________________Date_______________

 

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