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SUCCESSION What Do We Do Now?

This resource provides guidance on succession planning for organizations, covering topics such as board responsibilities, separation options, corporate issues, recordkeeping, financial management, insurance, ADA compliance, employee records, vendor management, policies, HUD reports, calendar management, backups and storage, website management, procurement, permanent change, duties, the search process, board meetings, interviews, conditional offers, transition meetings, initial notification, board oversight plan, director and board expectations, transition issues, and concluding thoughts.

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SUCCESSION What Do We Do Now?

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  1. SUCCESSIONWhat Do We Do Now? Mickey McInnish mmcinnish@gmail.com

  2. WHAT IS SUCCESSION • When should plan begin? • What is involved? • Board responsibilities

  3. WHY? • Number of directors/staff retiring or “moving on”

  4. SEPARATION • Temporary • Retirement • Termination

  5. CORPORATE ISSUES • Incorporation documents • Bylaws • Cooperation (Agreement) Plan and Letter • Corporate Seal • Official Minutes and Resolutions

  6. WHERE ARE THE RECORDS? • Board Minutes • Digital, Tapes, Copies • IRS Returns • 501 Decisions if Non Profit • Corporate Seal

  7. FINANCIAL • Budgets • Audited Financial Statements • Blank Checks • Bank Statements and Reconciliation • Signature Cards and Resolutions • Computer Passwords • Contact people with financial institutions

  8. INVESTMENTS • Where? • Documents • Next Renewal • Procurement • Advisors and records • Sweep Accounts

  9. INSURANCE • Liability • Property • Directors and Officers • Automobile • Workers’ Compensation • Procurement • Dec Sheets • Renewals/comparisons

  10. ADA • Inspection • Results • Plan

  11. EMPLOYEE RECORDS • Payroll • Personnel Files • Personnel Handbook • I-9 • Confidential medical and other • Everify

  12. VENDORS • Procurement files • Everify information and documentation • Contact persons • Contracts in place? Extensions? • Vendor lists: minority and women owned • RFP’s • Attorney procurement • Auditor procurement

  13. WHERE ARE THE FILES • Who • Where • Passwords • Backups • Who has access

  14. POLICIES • Official Copies • Implementation done? • New policy suggestions? • Annual and Five Year Plans • Resident Organizations

  15. HUD REPORTS • When due? • Who in charge? • Back-up documentation • Any pending at this time?

  16. CALENDAR • What • When • Duties • Responsibility • SEE HUD CALENDAR 2017 Handout

  17. BACKUPS AND STORAGE • Archived files • Destruction logs • Access index • Machine records: copy, phone, etc. • Warranties • Supplies • Access to record retention area

  18. WEBSITE MANAGER • Passwords • Access • Changing • What is process?

  19. FINANCIAL MANAGEMENT • Financial Flowchart • Procurement process through Audit • Record retention • Latest Procurement Policy • Internal audits, quality controls • Audit procurement • Past records?

  20. PROCUREMENT • Vendors, Contracts: When expire? • When RFP developed and sent? • Process for bidding. • Past procurement records and files. • Write-off policy and inventory control • Access to procurement files • Any outstanding bills?

  21. PERMANENT CHANGE • Notice • How to search • Who is interim or acting • Search and interview issues • Avoiding troublesome issues • Duty assignments • Transition Period • Timing and transition

  22. WHAT DUTIES? • Job Description: up to date • What else does he/she do?

  23. WHAT DO WE WANT? • Progressive or adventuresome? • Aggressive, self confident • Peacemaker • Planner, conformist or risky • Politician issues • Results oriented?

  24. THE SEARCH • National publications • HUD • Headhunter or outside entity • Process of initial interview and review • Who is in charge during this period? • Board reports: good or bad?

  25. BOARD MEETINGS • Beware open meetings laws • Keep minutes • Interviews and techniques

  26. BOARD INTERVIEW • How many? • Questions • Avoid personnel issues • Examples for response and guidance

  27. CONDITIONAL OFFER • Drug test • Criminal history • Credit report • Date to start • Transition/training

  28. TRANSITION MEETINGS • Welcome Reception • Mayor, City Council • Community Organizations • Helping Organizations • Tenant Organizations • Budget and finances

  29. INITIAL NOTIFICATION • HUD • Appointment of acting person • City • Staff • Residents • BOARD OVERSIGHT PLAN: finances, duties • Communication Plan and Crisis Plan

  30. BOARD SHOULD EXPECT • Openness • Leadership Plans • Reports • Weaknesses and remedies • Communication with board

  31. DIRECTOR SHOULD EXPECT • Trust • Communication • Support • Being able to manage • Education opportunities • Good transition plan

  32. TRANSITION ISSUES • Budgets • Audits • HUD reviews • Personnel retention, disciplinary actions for past three years • Lawsuits pending and settled • EEOC complaints • Fair Housing Complaints • Board meeting issues and minutes

  33. CONCLUSION • Need to develop • Need to know plan in advance • Best interest of the Board • Best interest of the ED • Best interest of the staff • Best interest of the residents • NOT AN ADVERSARIAL MATTER !!!

  34. FINALLY • CAN’T BE DONE OVERNIGHT • TAKES PLANNING • PROCESS: REVIEW, DOCUMENTS, GATHERING INFORMATION, INTERVIEWING, PREPARATION, AMENDMENTS • AND FINALLY: A PLAN TO HELP EVERYONE

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