F. Phasing-Out the WtW Program: Closing Process and Procedures

While we hope that every WtW program will be a success for each of our partners and the people in the communities they serve, we understand that from time to time it may be necessary for a WtW office to disengage from the WtW system. If closing your program becomes necessary, or if you believe closing your program may become necessary, we ask that you communicate with us concerning your intentions as early as possible so we can assist you in the process.

Step 1:

Please have the President, CEO, or Board Chair of your organization send a letter to the President of WtW, indicating your agency’s intent to exit the WtW program and terminate your Loan System Agreement by a specific date. We recommend that you allow 30 days from the date of your letter to complete the closing process

Step 2:

WtW, Inc. will respond to your agency President, CEO, or Board Chair with a letter acknowledging your termination letter and requesting that you assist us in the closing process by:

•  Engaging in an exit discussion with the WtW Operations Manager.

•  Staying in compliance with all agreements and obligations that are in place with WtW until all obligations are satisfied. This is also spelled out in the agreements. They survive beyond the termination of the program until all related obligations are completed. These obligations include but are not limited to:

1.  Demonstrating financial responsibility by helping borrowers continue to be successful – this includes:

§  Providing ongoing monthly activity reports that include portfolio status until the final loan has matured.

§  Retaining the WtW software to continue with your portfolio management as long as there are outstanding loans and until all items in the loan portfolio are paid.

2.  Continuing to adhere to your agency’s obligations as prescribed in any grant or award or funding you have received from sources other than WtW or that have been passed on to your organization through WtW.

•  Removal of any identifying WtW logos, trademarks, or other material that identified your organization as a WtW affiliate.

Decertification or Suspension

Decertification is a process by which WtW may terminate an agency’s participation in the WtW program for failure to comply with any or all of the terms of the signed Certification Agreement. In most cases, termination will be a last resort measure preceded by on-going communication and discussions with the WtW President or Vice President of Operations. Please refer to Section 5 of the Certification Agreement for details. In the event that a decertification does take place, the basic steps of termination are the same as those in the closing process described above.

Suspension is intended to be a temporary discontinuation of operations while the national office and the local agency pursue the development and implementation of a corrective action plan. WtW, Inc. is dedicated to assisting local agencies in this process, with the hope that the correction plan will be successful and that the local agency will return to good standing.

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Ways to Work, Inc. ® 2009

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Agency Task List

Task ID / Task / Responsible / Timing
1.0 / Contact WtW President with intentions in writing / President, CEO, or Board Chair of Agency / 30 days prior to closing
1.1 / Report on existing grant monies / CFO
1.2 / Engage in exit discussions with WtW Ops Mgr. / Agency contact
1.3 / Staying in compliance with all agreements and obligations that are in place with WtW until all obligations are satisfied. / Agency
Maintaining staff to manage the portfolio until all obligations are satisfied.
Adhere to your agency’s obligations as prescribed in any grant or award or funding you have received from sources other than WtW or that have been passed on to your organization through WtW.
Retaining the WtW software to continue with your portfolio management as long as there are outstanding loans and until all items in the loan portfolio are paid.
Continue managing the relationship with your clients until the final loan has matured.
Removal of any identifying WtW logos, trademarks, or other material that identified your organization as a WtW affiliate.
Continue to provide financial reporting until the final loan has matured.

WtW Task list

Task ID / Task / Responsible / Timing
1.0 / Letter acknowledging Agency termination letter / President / Upon receipt of Letter of Intent
1.1 / Engage in exit discussions / National Operations Manager
1.12 / Internal communication on closing date
1.11 / Document conversations saving in the Site’s folder / National Operations Manager
1.2 / Removal from Site Directory / Technical Specialist
1.3 / Removal of Photos from website / Technical Specialist
1.4 / Removal from Public Directories / Admin. Person
1.5 / Removal from Internal Directories / Admin. Person
1.6 / Removal from Group discussion / LinkedIn Admin
1.7 / Removal from Member Only section / Technical Specialist
1.8 / Site count update
1.9 / Internal communication on closing date
2.0 / Removal from Monthly reporting moving forward
2.1 / Removal from Outlook groups / Admin. Person
2.2 / Evaluate DOT and all grant funds / VP Director of Funding Support
2.3 / Notify Alliance member services of the change
X.1 / Engage in final exit discussions / National Operations Manager

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Ways to Work, Inc. ® 2009

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