Dear - Reach Unlimited
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The Board of Directors of Reach Unlimited recognizes that this is a plan for contingencies due to the disability, death or departure of the President. If the organization is faced with the unlikely event of an untimely vacancy, Reach Unlimited has in place the following emergency succession plan to facilitate the transition to both interim and longer-term leadership.
The President and individual named as Acting President shall travel in separate vehicles as possible to reduce likelihood of catastrophic loss of management for the agency.
The Board of Reach Unlimited has reviewed the job description of the President (attached). The board has a clear understanding of the President’s role in organizational leadership, program development, program administration, operations, board of directors relationships, financial operations, resource development, and community presence.
The Board of Directors is authorized (or authorizes the Executive Committee) of Reach Unlimited to implement the terms of this emergency plan in the event of the unplanned absence of the President.
In the event of an unplanned absence of the President, the Associate President (or other highest ranking staff member) is to immediately inform the Board Chair of the absence. As soon as it is feasible, the Chair should convene a meeting of the Executive Committee to affirm the procedures prescribed in this plan or make modifications as the Committee deems appropriate.
At the time this plan was approved, the position of Acting President would be:
Name Kris Lusebrink
Title Director of Operations
Should the standing appointee to the position of Acting President be unable the serve, the first and second back-up appointees for the position of Acting President may be designated by the Executive Committee of the Reach Board of Directors. The Executive Committee may also consider the option of splitting executive duties among the designated appointees.
Authority and Compensation of the Acting President
The person appointed as Acting President shall have the full authority for decision-making and independent action as the regular President.
The Acting President may be offered:
A temporary salary increase to the entry-level salary of the President position
A bonus during the Acting President period.
No additional compensation.
Board Oversight
The Board Executive Committee is responsible to monitor the work of the Acting President and the key contact shall be the current Board Chair.
Communications Plan
Immediately upon transferring the responsibilities to the Acting President, 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 President has begun covering the unplanned absence, Board members and the Acting President shall communicate the temporary leadership structure to the following key external supporters of Reach Unlimited. This may include (but not be limited to) state agencies, financial institutions, foundation program officers, civic leaders, major donors, and others as appropriate.
The Executive Committee will give immediate consideration, in consultation with the Acting President, to temporarily filling the management position left vacant by the Acting President. This is in recognition of the fact that for a term of more than three months, it may not be reasonable to expect the Acting President to carry the duties of both positions.
The decision about when the absent President returns to lead Reach Unlimited should be determined by the President 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 the way up to a full-time commitment.
Succession Plan in Event of a Permanent change in President
The Board of Directors will appoint a Transition and Search Committee within 30 days to plan and carry out a transition to a new permanent President. 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 Transition and Search Committee will also determine the need for an Interim President, and plan for the recruitment and selection an Interim President and/or permanent President.
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|Departure-Defined Succession Plan |
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The Board of Directors of Reach Unlimited recognizes that this is a plan for contingencies due to the planned departure of the President. The purpose of this plan is to take an organized approach to the planned departure of the President to ensure continued success of the agency. The objective for this process is to share the expertise of the departing President with the successor simultaneously preparing the organization, and departing President, to fully support the successor.
Establishment of a Succession Planning Committee of board members should be implemented to act on behalf of the board in providing oversight and work on critical succession components to ensure smooth transition. The committee may have staff members, community volunteers, donors or other stakeholders that serve as ad hoc resources. Key to successful transition of executive management is contingent on well thought out plans that include timelines.
Preparation Phase
• Succession Planning Committee completes organizational assessment to identify agency’s strengths and weaknesses, challenges, strategic direction, and transition associated implications that may affect the organization.
• Executive Committee reviews and analyzes current job description of President and makes amendments/refinements as deemed appropriate. Analysis of qualifications to identify needs in expertise, background, management experience, and characteristics for President candidates. Consideration for compensation package should be included in the analysis.
• Executive Committee review process for President Performance Appraisal.
• Executive Committee review current organizational chart with lines of authority and responsibilities designated.
• Succession Planning Committee or delegates gain input from key stakeholders on perceptions on succession, needs, and priorities. Key questions may include:
o Where is the organization now versus where you would like it to be?
o What concerns do you have about the transition of [name] out of the President position?
o What are the keys to the future success of Reach Unlimited?
** Key stakeholders include staff, donors, families, community leaders, and others as appropriate.
• Documentation Assurance- process confirming written documentation of key information, relationships, vendors, contracts, records/location of records, and other agency information by President and delegates
• Succession Planning Committee assesses capacity-building efforts necessary to ensure smooth transition between current and new President.
• With assistance from HR department and current President as requested, Succession Planning Committee makes recommendations for Board approval about executive search strategy and selection process: interim President needs, candidate recruitment, candidate screening, conducting interviews
• Succession Planning Committee identifies parameters of current President’s emeritus role—if one is set up. Committee may want to retain current President for a three to six month period on contractual basis to assist and advise the new President.
• Succession Planning Committee in conjunction with the current President formulate a communications plan for both internal and external audiences (how soon to tell whom and by what means).
Implementation Phase
• Succession Planning Committee or delegates launch communication plan to inform stakeholders about succession process and anticipated timeline as outlined by communications plan outlined in Preparation Phase.
• Succession Planning Committee or delegates gain input from key stakeholders on perceptions on succession, needs, and priorities. Key questions may include:
o Where is the organization now versus where you would like it to be?
o What concerns do you have about the transition of [name] out of the President position?
** Key stakeholders include staff, donors, families, community leaders, and others as appropriate.
• President create timeline and implementation plan for transition and transfer of institutional knowledge (EX. financial legalities, state governance, communication with stakeholders, key business relationships, key donors, association affiliations, etc.)
• Succession Planning Committee implements Selection Process outlined in Preparation Phase
• Succession Planning Committee creates timeline for transition process (EX. Will there be a training period or overlap between Presidents? What will be the actual transition date?)
Transition Phase
• Succession Planning Committee completes Selection Process and makes recommendation to the Board of Directors for approval.
• Board of Directors finalizes selection.
• Board of Directors works with incumbent President to establish detailed timeline for transition process to commence and conclude
• Board of Directors communicates decision about selection and timeline for actual transition process to stakeholders
Implementation (After new President is in place)
• Board Chair or designee establishes framework for regular communication to support/monitor President
• Board Chair or designee meets with new President to review and sign off on job description
• Board Chair or designees establish clear set of six month and annual performance objectives and priorities for the President and review the President Performance Appraisal Process.
• Board Chair or designee formalizes/presents the six month and annual objectives in written format to the President. Establish calendar of monthly meetings for first year to review progress, address challenges, and problem solving.
• President will ensure that no fewer than 2 other key employees become familiar enough with critical duties performed by the President that those employees could ensure those duties are accomplished in the event of the President’s sudden or extended absence by the end of the first year of employment with written verification of completion.
• President ensures process of redundancy outlined in bullet above is completed for all mission critical positions in Reach Unlimited by the end of the first year of employment with written verification of completion.
Information and Contact Inventory for Reach Unlimited, Inc.
Non Profit Status
| |Location |Online URL |
|IRS Determination Letter |Administrative Office-Schmidt | |
|IRS Form 1023 |Administrative Office-Schmidt | |
|Bylaws |Board of Directors Manual | |
|Mission Statement |All Facilities | |
|Board Minutes |Board of Directors Manual | |
|Corporate Seal |Administrative Office-Schmidt | |
Financial Information
|Employer Identification # |76-0079085 |
|Current and Previous 990s |Administrative Office- Schmidt |
|Current and Previous Audited Statements |Administrative Office-Schmidt |
|Financial Statements |Administrative Office-Schmidt |
|State or District Sales- Tax Exemption |Learning Activity Center- Enterprise Business Manager Office |
|Certificate | |
|Blank Checks |Administrative Office- |
|Computer Passwords |Administrative Office- |
|Donor Records |Administrative Office- Fund Dev. Office |
|Client Records |Administrative Office- Program Directors Offices |
|Vendor Records |Administrative Office- Chief Operating Officer |
|Volunteer Records |Learning Activity Center- Volunteer Coordinator’s Office |
Auditor
Name Kennemer, Masters, & Lunsford
Phone Number 1-979-297-4075
Email kmkw@
Bank
#1 Name Wells Fargo
Account Numbers 0808-575302 (Client Trust); 8761-244386 (Money Market); 2143-942072 (Payroll); W70037333 (Investment Acct); W70037518 (Investment Acct. Mueller); 0871-823456 (Reach Unlimited I Mortgage); 6841-661051 (Reach Unlimited I- Security Deposits)
Branch Representative Jackie Arrington
Phone Number 281-890-2180
Fax
Email
Authorized Check Signers: Kathi Schmidt(all subaccounts) Lauren Black (Operating only)
#2 Name Amegy
Account Numbers 0003-986144(Capital); 0003-542270 (Enterprise)
Branch Representative Sonja Rucker-Hines
Phone Number 281-320-1551
Fax
Authorized Check Signers: Kathi Schmidt (Capital); Colleen Gilbert and Lauren Black (Enterprise)
Investments
Financial Planner / Broker Company Wells Fargo Advisors
Representative Name Derek Thorp
Phone Number 713-662-1101
Email Derek.d.thorp@
Financial Planner / Broker Company Mass Mutual (401K)
Representative Name Blaze Guzetta
Phone Number 281-652-3231
Email bguzzeta@
Office Safe
One safe located at 11832 Mueller Cemetery Rd.
Combination Holders: Lauren Black, Juan Clopton, Colleen Gilbert
Contents of the safe include: Master keys of LAC, LAC petty cash, Enterprise petty cash, Client funds for immediate field trips, Vending funds, Friends and Family petty cash, Checks/cash from tuition or donations on non pick up days from LAC
Legal Counsel
Attorney Name Lisa Wilson
Phone Number 713-880-3939
Email lisa@
Human Resources
Employee Records maintained by Director of Human Resources at Administrative Office.
Offsite Backup provided through XVand ()
I-9s maintained by Human Resource Department and are on file at the Administrative Office.
Facilities Information
Facilities Management coordinated by Kris Lusebrink.
Office Lease for Jones Rd. location and Building Deed for group homes and Learning Activity Center maintained by President at Administrative Office.
Learning Activity Center
Alarm System Operated by Dana Alarms
Video Surveillance System: Bosch System with a Digital Video Recorder (DVM)
Password for DVM - #Iw0s@RU
Insurance Information
General Liability
Company: Moon Baker
Policy Number 1213
Representative Phone Number 580-332-0720
Representative Name Scotty Murray
Professional Liability
Company: Moon Baker
Policy Number 1213
Representative Phone Number 580-332-0720
Representative Email Scotty Murray
Property and Casualty
Company: Moon Baker
Policy Number 1213
Representative Phone Number 580-332-0720
Representative Email Scotty Murray
Umbrella
Company: Moon Baker
Policy Number 1213
Representative Phone Number 580-332-0720
Representative Email Scotty Murray
Directors & Officers Liability
Company: Greater Texas Insurance Agency
Carrier: Irvin Siegel Agency Inc./Chartis
Policy Number 647-53-96
Representative Name/Phone Number Silene Thornton / 512-250-5055
Representative Email sileen@
Health Insurance
Company: Aetna
Policy Number 222595
Representative Phone Number 281-652-3231
Representative Email Kimberly@
Unemployment Insurance
Company: Texas Workforce Commission
Policy Number 01-052991-3
Representative Phone Number 513-463-2222
Occupational Accident and Injury Policy
Company: Brown and Brown and Lonestar Insurance Services
Policy Number EPG1000031-03
Representative Phone Number 281-260-2013 office/ 281-260-3065 fax
Representative Email m.packwood@
Vehicle Insurance
Company: Moon Baker
Policy Number 1213
Representative Phone Number 580-332-0720
Representative Scotty Murray
Property and Casualty
Company: Moon Baker
Policy Number 1213
Representative Phone Number 580-332-0720
Representative Scotty Murray
Life Insurance
Company: Guardian Life Insurance
Policy Number 00461052
Representative Phone Number 281-652-3231
Representative Email Kimberly@
Dental
Company: Guardian Life Insurance
Policy Number G-461052
Representative Phone Number 800-627-4200
Representative Email Kimberly@
Cyberrisk
Company: Chartis Insurance Company
Carrier Irvin Siegel Agency Inc.
Policy Number 4031048996
Representative Phone Number 512-250-5055
Representative Emai sileen@
401K Fidelity Bond
Company: RLI Surety
Policy Number FID8001681
Representative Phone Number 800-483-9754
Representative Email sileen@
401K Retirement Plan
Company: Mass Mutual
Policy Number 826807
Financial Advisor Blaise Guzzetta
Representative Email bguzzetta@
TPA- Recordkeeper Malcolm Thompson and Assoc.
Representative Email Michele@
457b Savings Plan (HCE Only)
Company Mass Mutual
Policy Number 733108
Financial Advisor Blaise Guzzetta
Representaqtive Email bguzzetta@
Signatures of Approval for Reach Unlimited
Emergency Succession Plan and Departure-Defined
Succession Plan
Board Chair Date
President Date
Human Resources Director Date
Individual Selected as Acting President Date
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Emergency Succession Plan
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