Emergency Succession Plan

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

This document presents written guidelines for unplanned or temporary leadership change and is in line with other essential plans the agency regularly completes (e.g., strategic plan, annual work plan, fundraising plan, etc.).

This Emergency Succession Plan will ensure that the agency is never without Board approved leadership, and that the work of our mission will go on in the event of a planned or unplanned absence of the Chief Executive Officer.

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

Emergency Succession Plan

For

WAYNE COUNTY ACTION PROGRAM, INC.

(Organization Name)

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

The Board of Directors of WAYNE COUNTY ACTION PROGRAM, INC. recognizes that this is a plan for contingencies due to the disability, death or departure of the Chief Executive Officer. If the organization is faced with the unlikely event of an untimely vacancy, WAYNE COUNTY ACTION PROGRAM, INC. has in place the following succession plan to facilitate the transition to both interim and longer-term leadership of key leadership positions.

The Board of of WAYNE COUNTY ACTION PROGRAM, INC. has reviewed the job description of the Chief Operating Officer (executive director), the Chief Operating Officer (deputy director) the Chief Financial Officer (CFO) and the Head Start/Early Head Start Director. The job descriptions are attached. The board has a clear understanding of each principal’s role in organizational leadership, program development, program administration, operations, board of directors relationships, financial operations, resource development and community presence.

Succession Plan in Event of a Temporary, Unplanned Absence: Short-Term

A temporary absence is one of less than three months in which it is expected that the Principal Staff will return to his/her position once the event(s) 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. The WAYNE COUNTY ACTION PROGRAM, INC. Board of Directors is authorized to oversee the implementation of the terms of this emergency plan in the event of the unplanned absence of a Principal Staff Member.

In the event of an unplanned absence of the Chief Operating Officer, the Chief Operating Officer is to immediately inform the Board of the absence. As soon as it is feasible, the Chair should convene a meeting of the Board to affirm the procedures prescribed in this plan. At the time that this plan was approved, the position of Acting Chief Executive Officer would be: Donna Robbins, Chief Operating Officer.

Should the standing appointee to the position of Acting Chief Executive Officer be unable to serve, the first and second back-up appointees for the position of Acting Executive Director will be:

Michelle Catalano, Chief Fiscal Officer

Authority and Compensation of the Acting Chief Executive Officer

The person appointed as Acting Chief Executive Officer shall have the full authority for decision-making and independent action as the regular Chief Executive Officer. The Acting Chief Executive Officer may be offered no additional compensation.

Board Oversight

The Board of Directors of WAYNE COUNTY ACTION PROGRAM, INC. is responsible for monitoring the work of the Acting Chief Executive Officer, and will be sensitive to the special support needs of the Acting Executive Director in this temporary leadership role.

Communications Plan

Immediately upon transferring the responsibilities to the Acting Chief Executive Officer, the Board Chair will notify staff members, members of the Board of Directors and key volunteers of the delegation of authority.

As soon as possible after the Acting Chief Executive Officer has begun covering the unplanned absence, Board members and the Acting Chief Executive Officer shall communicate the temporary leadership structure to the following key external supporters of WAYNE COUNTY ACTION PROGRAM, INC. This may include (but not be limited to) government contract officers, foundation program officers, civic leaders, major donors and others.

Completion of Short or Long-Term Emergency Succession Period

The decision about when the absent Chief Executive Officer returns to lead WAYNE COUNTY ACTION PROGRAM, INC. should be determined by the Chief Executive Officer and the Board Chair. They will decide upon a mutually agreed upon schedule and start date. A reduced schedule for a set period of time can be allowed, by approval of the Board Chair, with the intention of working their way back up to a full-time commitment.

Succession Plan in Event of a Permanent Change in Executive Director

A permanent change is one in which it is firmly determined that the Chief Executive Officer 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 of Directors will charge the Executive and Personnel Committees within 90 days to plan and carry out a transition to a new permanent Chief Executive Officer. 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 Executive and Personnel Committees will drive the appointment of a permanent Chief Executive Officer, but any permanent appointment will require a majority vote of all current Board members.

Succession Plan in Event of a Long Term or Permanent Change in Other Agency Principal Positions

A permanent change is one in which it is firmly determined that an individual will not be returning to a principal position within the agency. While these appointments are at the sole discretion of the Chief Executive Officer, per Board Resolution #50-09, the following interim appointments have been identified and are for public listing. These positions include;

· Chief Operating Officer

· Chief Finance Officer

· Head Start Director

At the time that this plan was approved, and until otherwise amended, the position of Chief Executive Officer would be filled by: Donna Johnson.

At the time that this plan was approved, and until otherwise amended, the position of Interim Chief Financial Officer would be filled by: Darlene DiSanto.

At the time that this plan was approved, and until otherwise amended, the position of Head Start Director would be filled by: Theresa Cummings

The procedures and conditions should be the same for long-term temporary absences as for permanent appointments.

Checklist for Acceptance of All Types of Emergency Succession Plans

o Succession plan approval. This succession plan was initially approved by the agency Board of Directors on August 27, 2009 and was reviewed for amendment on Nov. 21, 2013.

o Signatories. The Board Chair, the Chief Executive Officer, and the appointees designated in this plan have affixed their signatures to this plan.

o Job Descriptions. The CEO, COO, CFO and the Head Start Director job descriptions are contained this plan

o Organizational Charts. Alternate organizational chart has been prepared and is attached to this plan.

o Copies. Copies of this Emergency Succession Plan along with the corresponding documentation shall be maintained by The Board Clerk, the Chief Executive Officer, the Chief Operating Officer, and the human resources department.

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

Signatures of Approval

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

Wayne County Action Program, Inc.

Organization Name

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

Christina Bellinger, Board Chair Date

Janelle Krasucki-Cooper, Chief Executive Officer Date

Donna Robbins, Chief Operating Officer Date

Individual Selected as Acting Chief Executive Officer

______

Michelle Catalano, Chief Financial Officer Date

Second Individual Selected as

Alternate Acting Chief Executive Officer

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

Information and Contact Inventory for Wayne County Action Program, Inc.

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

Onsite Location Offsite Location/Online URL

Nonprofit Status

IRS Determination Letter o Fireproof safe in CEO’s office o Agency server, “Exec Docs”

IRS Form 1023 o Fireproof safe in CEO’s office o Agency server, “Exec Docs”

**Bylaws o Board Clerk Files o Agency server, “Exec Docs”

**Mission Statement o Board Clerk Files o Agency server, “Exec Docs”

**Board Minutes o Board Clerk Files o Agency server, “Exec Docs”

**NOTE: these documents are also to be found on the Board of Director’s portion of the agency website: www.waynecap.org

Financial Information

· Employer Identification Number (EIN) #: 16-6069004

· Charitable Registration # 04-23-11

· Agency DUNS # 085998367

Current and previous
Form 990s o Office of the CFO o Carbonite Business, Inc.

Current and previous
audited financial statements o Office of the CFO o N / A

State or District Sales-Tax
Exemption Certificate o Fireproof safe in CEO’s office o Agency server, “Exec Docs”

Blank Checks o Office of the CFO (locked cabinet) o N / A

Computer passwords o Fireproof safe in CEO’s office o Listed in Officer/Director handbooks

Donor Records o Office of the CFO o Agency server, “Fund EZ & Exec Docs”

Vendor Records o Office of the CFO o Agency server, “Fund EZ”

Auditor

Name: The Bonadio Group, 171 Sully’s Trail, Suite 201, Pittsford, NY 14551

Phone Number: 585-249-2761 E-mail:

Bank

Name(s): Lyons National Bank

Account Numbers: 215925217, 215925233, 215947849, 215947831

Branch Representative(s): Julieann Downey, Branch Manager

Phone Number: 315-946-8250

Fax: 315-946-6215

Email:

Investments

Financial Planner / Broker Company LPL Financial

Representative Name: Catherine Reynolds (LNB)

Phone Number: 315-594-1035

Email:

Who is authorized to make transfers? Who is authorized to make wire transfers?

TRANSFERS: Patrick Schmitt, CFO; Janelle Krasucki-Cooper, CEO; Michelle Catalano, Financial Assistant

WIRE TRANSFERS: Patrick Schmitt, CFO; Janelle Krasucki-Cooper, CEO;

Authorized check signers?

1) Donna M. Robbins, COO

1) Larry Ruth, Board Vice-Chairman

1) Mike Jankowski, Board Treasurer

Office Safe:

**NOTE: the safe requires two supporting keys to open the lock. These keys are currently held by:

CEO – Janelle Krasucki-Cooper

COO – Donna Robbins

CFO – Michelle Catalano

Human Resource Director – Lori Lancaster

Legal Counsel

Attorney

Name: Terri Conroy, Harter, Secrest & Emory

Phone Number: 585-232-6500 Email:

Human Resources Information

Onsite Location Offsite Location/Online URL

Employee Records/
Personnel Info o Personnel Records, located in HR Director’s office o ADP Payroll Services

I-9s o Separate file, located in HR Director’s office o N/A

Payroll

Company Name: ADP Professional Payroll Services

Account Number: Wayne County Action Program, Inc. - M94

Payroll Rep: ADP Northeast Support Center

Phone Number: 855-875-3763

Email:

Facilities Information

Building Lease (for Main Office, Buerman Rd, Sodus properties, Head Start Centers) located in Office of the CFO

Building Deed (for Head Start Admin. Office) located in Fire-proof safe in CEO’s office

Office Security System

Company Name: Simplex-Grinnell

Account Number:112-1198 liscence #12000035673 model (fire) # 4006

Representative Phone Number 585-475-1710 Email:data entry :

Broker Phone Number/Email: Scott Kolczynski 315-946-5830

Insurance Information

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

General Liability / Commercial Umbrella

Company/Underwriter: Rose & Kiernan

Policy Number: PHPK915892

Representative Amy Clarke

E-mail:

Directors & Officers Liability

Company/Underwriter: Rose & Kiernan

Policy Number: PHSD760341

Representative Amy Clarke

E-mail:

Health Insurance

Company/Underwriter: Health Economics Group

Policy Number: 0010037-0001

Representative Matt Anger

Phone Number 585-271-6400 x117

Broker Phone: E. Lintala-585-541-9500 x306

Unemployment Insurance

Policy Number: 86-024242

Workers’ Compensation

Underwriter: Chartis (Keating Group of AM LLC)

Policy Number QB - 815097

Rep. Phone Number 508-229-4700

Rep. Fax Number 508-229-4790

Disability Insurance (short-term)

Underwriter: National Benefit Life Insurance Co.

Policy Number 8-910-0991394

DBL claim inquiry: 1-800-535-2710

Fax number: 1-718-248-7430

Disability Insurance (long-term)

Underwriter: Lincoln Life and Annuity Co. of NY

Policy Number 10142590-00000

Rep. Phone #: Casey Keepler – 1-800-4232765

Broker Email:

Retirement Plan

Underwriter: American Funds c/o Capital Band & Trust

Policy Number IRK99154

Rep Phone Catherine Reynolds 315-594-1035

Rep Cell: 315-727-5895

Broker Fax:: 315-594-6594

Dental

Company/Underwriter: Self-Insured

Representative: Eric Lintala

Broker Phone Number: 585-241-9500 x306

Life Insurance

Underwriter: Lincoln Life and Annuity Co. of NY

Policy Number 10142589-00000

Rep. Phone #: Casey Keepler – 1-800-4232765

Broker Email:

This document was developed by the Center for Nonprofit Advancement.

www.nonprofitadvancement.org

Organizational Chart 2014

Wayne County Action Program, Inc.

Job Description

Job Title: Chief Executive Officer FLSA Status: Exempt

DOL Job #11-1011

Department: Indirect Reports To: Board of Directors

Summary:

Plan and direct all Agency activities and programs in accordance with policies established by the Board of Directors and terms of contracts with funding agencies. Serve as liaison between the Board of Directors, staff, and the community. Oversee the management of all agency contracts and promote the vision and values of the agency. Responsible for ensuring financial and organizational stability for the Agency.

Essential Duties and Responsibilities: