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

The Board of Directors of Women's Shelter, Saakaate House has developed the following succession plan to facilitate the transition to interim and longer-term leadership.

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

A temporary absence is one of less than 3 months in which it is expected that the ED will return to her position. An unplanned absence is one that arises unexpectedly, in contrast to a vacation or leave of absence.

The Board of Directors authorizes the Executive Committee to implement the terms of this plan in the event of the unplanned absence of the ED.

Upon receiving notice of the absence, the Chair will convene a meeting of the Executive Committee to affirm this plan or make amendments as the Committee deems appropriate.

At the time this plan was approved, the position of Acting Executive Director would be:

Kendall Trembath, Case Manager

If the standing appointee to the position of Acting Executive Director be unable to serve, executive duties will be split up between Chrysti Savage & Jennifer McPhearson with Lucia Puls in an advisory role regarding facility related expenditures.

Authority and Compensation of the Acting Executive Director:

Acting ED Limitations:

• Signing Authority or not? Currently, Case Manager does not sign
• Acting ED has the authority to approve new expenditures within the approved budget up to a maximum of $1500.00 per single expenditure. This limitation does not pertain to pre-approved, current and/or ongoing payment schedules for salaries, utilities, phone services, etc.
• The Acting ED is prohibited from disciplining or terminating any employees in an independent manner. Decisions regarding these, and any related matters such as grievances will be discussed, reviewed with and approved by the Executive Committee as directed by the Board of Directors
• If issues arise regarding the content or intent of the Collective Agreement, she will review said issues with the Executive Committee prior to taking any action.

Compensation:

The Acting ED may be offered

• A temporary salary increase to Step ? of the ED position
• No additional compensation
• A bonus of _____$ during the time as Acting ED

The contact for the ED shall be the Executive Committee via the Chair of the Board. The Executive Committee shall be responsible for providing support to the Acting ED during her time in the temporary leadership role.

Communication Plan:

Upon confirmation of transferring responsibilities to the Acting ED the Chair will notify:

• Employees of Saakaate House
• Program Supervisor with MCSS
• Kenora & Lake of the Woods Regional Community Foundation
• Agency Partners

Succession Plan in event of a Temporary, Unplanned Absence: Long-Term

A long-term absence is one that is expected to last more than 3 months. The procedures and conditions to be followed are the same as for a short-term absence with one addition:

The Board will give consideration, in consultation with the Acting ED to:

Temporarily filling the Management position made vacant by the Acting ED. Is it reasonable to expect the Acting ED to carry 2 positions?

If another employee is transferred outside the bargaining unit to fill the Case Manager position on a temporary basis, the Board will give consideration to the Transfer and Seniority Outside Bargaining Unit clause of the Collective Agreement.

Succession Plan in Event of a Permanent Change in Executive Director

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

The Board of Directors will appoint a Search Committee within _____ days to plan and carry out transition plan to a permanent ED.

• Determine the need for outside consulting assistance
• Seek an Interim ED and/or Permanent ED

Information and Contact Inventory for Women's Shelter, Saakaate House Inc.

Legend:

Executive Director

Business Manager

Records Room

Charitable Status

Location and/or TypeOff-site PDF & Main Back-USB

Letters Patent & Supplementary Letters Patent / Copies / Originals in safety deposit box (SDB) / Yes
Bylaws / in Board Manual / Yes
Mission Statement / in Board Manual / Yes
Board Minutes / Current Fiscal Year / Yes
Board Minutes / Prior years / Some
In camera minutes & Director files / 
Corporate Seal / At Copperfin in SDB / Not applicable
Title to Building / Copy / Original at Copperfin in SDB / YES

Financial & Payroll Information:

Charitable Number: 107564338RR0001

Payroll Business ID Numbers: RP0001 - Relief

RP0002 - Permanent

Location orOn-site Off-site Main:back-up USB

Current & previous
Federal and Provincial returns /  / Not applicable
Current & previous Audited Financial Statements /  / @ MNP & BDO / Not applicable
Monthly Financial Information & Payroll /  / Backed up on laptop / Yes
Blank Cheques /  / Not applicable
Computer Passwords /  / Yes
Donor Records / 
Vendor Records /  / YES
Combination to Safe:
Jenn
Lucia
Sandra / 
MCSS Client Survey Password /  / Yes
Personnel Files /  / Not applicable
Shelter Photo Inventory /  / YES

Contact at Ministry of Community & Social Services:

Karen Stasus

A/Program Supervisor

Community and Developmental Services

Northern Region

Ministry of Community and Social Services

Ministry of Children and Youth Services

808 Robertson Street, Postal Bag 5400

Kenora, ON P9N 3X9

Tel: (807) 468-2406 ext 245

Fax: (807) 468-2449

Email:

Name of Auditor: Claudine Cordeiro. C.A.

Office Managing Partner

BDO Canada LLP/s.r.l./S.E.N.C.R.L.

Direct/ligne directe: 807-468-5531

Mobile/ligne mobile: 807-467-1737

Financial Institution: Accounts & Term Deposits

Name of Institution: Copperfin Credit Union

Account Numbers: 228239

Contact Person(s) Steve Marquis (Commercial Account Manager)

Phone: 467 4321 (Direct)

Email:

Investments (Employee RRSPs):

Financial Planner/Broker Company:Davlor Insurance Services, Armstrong & Quaille Associates

Name of Representative: David Chow or Jay Rutland

Phone Number: 807 346 1850

Email:

WSSH Fund @ Kenora & Lake of the Woods Regional Community Foundation:

Contact person: Diane MacGillivray, Executive Director

Telephone: 468 9289

Email: Darlene [

Labour Lawyer:

Melanie McNaught

Fillion Wakely, Thorup, Angeletti

T: 416 408 5561

Recent Advice: see Vacation Balances Legal Opinion

Charity Law Lawyer

Ryan Prendergast

Carters Professional Corporation

T: 1-877-942-0001 ext. 279

Recent Advice: Letters Patent - in Board Manual & on portal

Insurance Carriers:

General Liability Insurance/Commercial Umbrella

Louise Tennant, CAIB CIP

Account Executive, Commercial Insurance

Stevenson & Hunt Insurance Brokers Limited

400 - 250 York Street . London ON . N6A 6K2

Phone: (519) 963-3581Toll Free: (800) 265-5956ext.3581 Cell: (519) 933-0379

Fax: (519) 646-5812

Email: Web:

Directors and Officers Liability

Eileen Potts,C.A.I.B.

Commercial Client Service Broker

Stevenson and Hunt Insurance Brokers Limited

400 - 250 York Street, London ON N6A 6K2

Phone: (519)-963-3517 Toll-free: (800)-265-5956 ext 3517

Fax: (519) 646-5812

Email:

Web site:

WSIB -Workplace Accident Insurance:

Gayle Hunt

Stevenson & Hunt

Toll-free: (800)-265-5956

Disability & Extended Health:

The Standard Financial Advantage Inc.

Gary Forsyth

T: 807 468 3333

Pay Equity & Salary Administration Consultant:

Gail Lawrence

Equity & More

1931 Dawson Road

Thunder Bay, ON

P7G 2E8

T: 807-767-8230

C: 807 620 3259