The Purpose of This Succession Plan Is to Enable the Washington State Transit Insurance

Washington State Transit Insurance Pool

Draft Succession Plan Recommendations

Jan. 10, 2005

PURPOSE AND INTENT

The purpose of this succession plan is to enable the Washington State Transit Insurance Pool (WSTIP) to maintain operational continuity in the event of a sudden and long-term loss of staff leadership. This plan does not address the sudden loss of Board of Directors leadership, as this potentiality is already addressed in the WSTIP Joint Operating Agreement.

This plan proposes specific action plans for each of the following scenarios:

• Executive Director’s (ED) sudden death,
• ED’s sudden and long-term absence due to injury, illness or other personal crisis,
• ED’s immediate, willful resignation,
• ED fired or forced to resign.

The intent of this plan is to assist staff in preparing themselves for any of these scenarios. Because every eventuality cannot be anticipated, the plan is intended to serve as a guideline, rather than as a policy.

PLAN

Scenario 1: Executive Director’s sudden death

1. In advance of such a crisis,

A. Determine line of succession. A suggested line of succession is as follows:

1. Deputy Director (DD) assumes the duties of ED.
2. Risk Management Director (RMD) assumes the duties of ED if DD is unable to do so.
3. The WSTIP Executive Committee will appoint an interim ED in the event that neither the DD nor the RMD is able to fill the role.

B. Establish a policy prohibiting the ED from traveling in the same vehicle (car, bus, van, airplane) with both the DD and the RMD.

C. Prepare, maintain and post in an easy-to-remember location electronic and hard-copy files containing the following:

• completed and signed documents delegating signature authority to the the WSTIP Board treasurer.
• an up-to-date set of job descriptions for every WSTIP position.
• an up-to-date call list that includes phone numbers (cell and land line) for WSTIP Board members, employees, legal counsel, key insurance representatives and partner organizations, as well as spouses or domestic partners of ED, DD and RMD.
• an up-to-date set of resumes for the ED, DD and RMD.
• an up-to-date narrative summary of the career history for the ED, DD and RMD.
• any personnel records that may be needed by the spouse or domestic partner.
• contact information for grief counseling professionals available to provide on-call assistance (Washington State Employee Advisory Service may be of assistance here).
• a copy of the board-approved, advisory recruitment/replacement plan (see Item H in this section).

D. Make sure the DD and the RMD have remote access to WSTIP electronic files.

E. Brief WSTIP Board and staff regarding order of succession so that leadership and staff know what to expect.

F. Identify skills and knowledge unique to the ED position and arrange for DD and RMD to be trained in those areas.

1. Introduce DD and RMD to key external contacts that are essential to conducting the work of the ED, and keep those acquaintances current.

1. Prepare a board-approved advisory recruitment/replacement action plan.

2. As soon as possible following the crisis, the DD (or RMD if the DD is unable to serve) will

1. Contact the ED’s next of kin to notify them of the crisis (if they are unaware), offering condolence and support. Appoint a staff member to be in continuous contact with this person for moral support and to coordinate benefits owed to them. Obtain contact information to pass along to those who will want to convey their concern and regards.

1. Convene the WSTIP staff, notify them of the crisis, review the succession plan with them, and offer professional grief counseling support. Provide contact information to convey their concern and regard for the ED’s family.

1. Notify the WSTIP President, Board members and legal counsel of the crisis and review the succession plan with them. Reconfirm recruitment/replacement plan. Provide contact information to convey their concern and regard for the ED’s family.

1. Notify the grief counselor service provider(s) on record that their services may be required.

1. Notify external partners, insurers, and linking organizations of the crisis and provide information regarding how WSTIP will proceed.

1. Be prepared to talk with the news media regarding the crisis and how WSTIP is addressing it.

1. Begin recruitment/replacement process.

Scenario 2: ED’s sudden and long-term absence due to injury, illness or other personal crisis.

1. In advance of such a crisis,

A. Determine line of succession. A suggested line of succession is as follows:

1. Deputy Director (DD) assumes the duties of ED.
2. Risk Management Director (RMD) assumes the duties of ED if DD is unable to do so.
3. The WSTIP Executive Committee will appoint an interim ED in the event that neither the DD nor the RMD is able to fill the role.

B. Prepare, maintain and post in an easy-to-remember location electronic and hard-copy files containing the following:

• completed and signed documents delegating signature authority to the ED, DD and RMD in order of succession. Any WSTIP-owned bank accounts that may exist should also have this documentation.
• an up-to-date set of job descriptions for every WSTIP position.
• an up-to-date call list that includes phone numbers (cell and land line) for WSTIP Board members, employees, legal counsel, key insurance representatives and partner organizations, as well as spouses or domestic partners of ED, DD and RMD.
• an up-to-date set of resumes for the ED, DD and RMD.
• an up-to-date narrative summary of the career history for the DD and RMD.

C. Make sure the ED, DD and the RMD have remote access to WSTIP electronic files.

D. Brief WSTIP Board and staff regarding order of succession so that leadership and staff know what to expect.

E. Identify skills and knowledge unique to the ED position and arrange for DD and RMD to be trained in those areas.

F. Introduce DD and RMD to key external contacts that are essential to conducting the work of the ED in advance, and keep those acquaintances current.

2. As soon as possible following the crisis, the DD (or RMD if the DD is unable to serve) will

1. Contact the ED’s next of kin to notify them of the crisis (if they are unaware), offering condolence and support. Appoint a staff member to be in continuous contact with this person for moral support and to coordinate ED’s benefits. Identify any needs the ED may have that WSTIP can assist with. Obtain contact information to pass along to those who wish to convey their concern and best wishes.

1. Convene the WSTIP staff, notify them of the crisis, review the succession plan with them. Provide contact information to convey their concern and best wishes to the ED and his or her family.

1. Notify the WSTIP President, Board members and legal counsel of the crisis and review the succession plan with them. Provide contact information to convey their concern and best wishes to the ED and his or her family.

1. Notify external partners, insurers, and linking organizations of the crisis and provide information regarding how WSTIP will proceed.

1. Be prepared to talk with the news media regarding the crisis and how WSTIP is addressing it.

1. In the event that the circumstances of the ED’s sudden absence result in the ED’s death refer to Scenario 1 of this plan.

Scenario 3: Executive Director’s immediate, willful resign.

1. In advance of such a crisis,

A. Determine line of succession. A suggested line of succession is as follows:

1. Deputy Director (DD) assumes the duties of ED.
2. Risk Management Director (RMD) assumes the duties of ED if DD is unable to do so.
3. The WSTIP Executive Committee will appoint an interim ED in the event that neither the DD nor the RMD is able to fill the role.

B. Prepare, maintain and post in an easy-to-remember location electronic and hard-copy files containing the following:

• completed and signed documents delegating signature authority to the ED, DD and RMD in order of succession. Any WSTIP-owned bank accounts that may exist should also have this documentation.
• an up-to-date set of job descriptions for every WSTIP position.
• an up-to-date call list that includes phone numbers (cell and land line) for WSTIP Board members, employees, legal counsel, key insurance representatives and partner organizations, as well as spouses or domestic partners of ED, DD and RMD.
• an up-to-date set of resumes for the ED, DD and RMD.
• an up-to-date narrative summary of the career history for the ED, DD and RMD.
• a copy of the board-approved, advisory recruitment/replacement plan (see Item G in this section).

C. Make sure the DD and the RMD have remote access to WSTIP electronic files.

D. Brief WSTIP Board and staff regarding order of succession so that leadership and staff know what to expect.

E. Identify skills and knowledge unique to the ED position and arrange for DD and RMD to be trained in those areas.

F. Introduce DD and RMD to key external contacts that are essential to conducting the work of the ED, and keep those acquaintances current.

G. Prepare a board-approved advisory recruitment/replacement action plan.

2. As soon as possible following the crisis, the DD (or RMD if the DD is unable to serve) will

A. Depending upon the circumstances, order the locks be changed and prohibit ED’s access to electronic files (this may not be necessary).

B. Convene the WSTIP staff, notify them of the crisis and review the succession plan with them.

C. Contact the WSTIP President, Board members and legal counsel to review the succession plan with them. Reconfirm recruitment/replacement plan.

D. Notify any banks or other financial institutions or agencies where WSTIP holds an account that the ED no longer has access to these accounts.

E. Notify external partners, insurers, and linking organizations of the crisis and provide information regarding how WSTIP will proceed.

F. Be prepared to talk with the news media regarding the crisis and how WSTIP is addressing it.

G. begin recruitment/replacement process.

Scenario 4: Executive Director fired or forced to resign.

1. In advance of such a crisis,

A. Determine line of succession. A suggested line of succession is as follows:

1. Deputy Director (DD) assumes the duties of ED.
2. Risk Management Director (RMD) assumes the duties of ED if DD is unable to do so.
3. The WSTIP Executive Committee will appoint an interim ED in the event that neither the DD nor the RMD is able to fill the role.

B. Prepare, maintain and post in an easy-to-remember location electronic and hard-copy files containing the following:

• completed and signed documents delegating signature authority to the ED, DD and RMD in order of succession. Any WSTIP-owned bank accounts that may exist should also have this documentation.
• an up-to-date set of job descriptions for every WSTIP position.
• an up-to-date call list that includes phone numbers (cell and land line) for WSTIP Board members, employees, legal counsel, key insurance representatives and partner organizations, as well as spouses or domestic partners of ED, DD and RMD.
• an up-to-date set of resumes for the ED, DD and RMD.
• an up-to-date narrative summary of the career history for the ED, DD and RMD.
• a copy of the board-approved, advisory recruitment/replacement plan (see Item G in this section).

C. Make sure the DD and the RMD have remote access to WSTIP electronic files.

D. Brief WSTIP Board and staff regarding order of succession so that leadership and staff know what to expect.

E. Identify skills and knowledge unique to the ED position and arrange for DD and RMD to be trained in those areas.

F. Introduce DD and RMD to key external contacts that are essential to conducting the work of the ED, and keep those acquaintances current.

G. Prepare a board-approved advisory recruitment/replacement action plan.

2. As soon as possible following the crisis, the DD (or RMD if the DD is unable to serve) will

A. order locks to be changed.

B. Eliminate ED’s access to electronic files.

C. Notify any banks or other financial institutions or agencies where WSTIP holds an account that the ED no longer has access to these accounts.

D. Convene the WSTIP staff, notify them of the crisis and review the succession plan with them.

E. Contact the WSTIP President, Board members and legal counsel to review the succession plan with them. Reconfirm recruitment/replacement plan.

F. Consult with the public outreach consultant and legal counsel to determine a communication strategy regarding the ED’s removal.

G. Notify external partners, insurers, and linking organizations of the crisis and provide information regarding how WSTIP will proceed.

H. Notify the news media of the crisis and how WSTIP is addressing it.

I. Begin recruitment/replacement process.

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DRAFT, Jan. 10, 2005