The Board of Directors of The Winter Center for Restorative Justice (the Winter Center) recognizes that this is a plan for contingencies due to the disability, death or departure of the Executive Director. If the organization is faced with the unlikely event of an untimely vacancy, the Winter Center has in place the following emergency succession plan to facilitate the transition to both interim and longer-term leadership. 

The Board the Winter Center has reviewed the job description of the executive director. The job description has been updated as of January 1st, 2008 and this position description will be reviewed annually. The board has a clear understanding of the Executive Director’s role in organizational leadership, program development, program administration, operations, board of director’s relationships, financial operations, resource development and community presence.

Succession Plan in Event of a Temporary, Unplanned Absence: 

 Short-Term

A temporary absence is one of less than three months in which it is expected that the Executive Director will return to his/her position once the events precipitating the absence are resolved. An unplanned absence is one that arises unexpectedly, in contrast to a planned leave, such as a vacation or a sabbatical. The Board of Directors authorizes the Executive Committee of the Winter Center Board of Directors to implement the terms of this emergency plan in the event of the unplanned absence of the Executive Director.

In the event of an unplanned absence of the Executive Director, the Director of Winter Center Housing or the Winter Center Director of Asset Management is to immediately inform the Board President of the absence. As soon as it is feasible, the President should convene a meeting of the Board or Executive Committee to affirm the procedures prescribed in this plan or to make modifications as the Committee deems appropriate.

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

John M. Holzhüter

Co-Founder and Board President

 
Should the standing appointee to the position of Acting Executive Director be unable to serve, the first and second back-up appointees for the position of Acting Executive Director will be: 

(1)   Janette Heard

Winter Center Housing Director       and

(2)   Judy Winfrey

Director of Asset Management

 

If this Acting Executive Director is new to his/her position and fairly inexperienced with this organization (less than 6 months),or cannot balance the additional duties with their current responsibilities, the Executive Committee of the Board of Directors may also consider the option of splitting executive duties among the designated appointees.

Authority and Compensation of the Acting Executive Director

The person appointed as Acting Executive Director shall have the full authority for decision-making and independent action as the regular Executive Director.

The Acting Executive Director will receive no additional compensation, unless the emergency appointment lasts more than three (3) months.

Board Oversight

The board Vice President and the other members of the Executive Committee shall responsible for monitoring the work of the Acting Executive Director and assist as needed.

Communications Plan

Immediately upon transferring the responsibilities to the Acting Executive Director, the Board Chair (or highest ranking Board member) 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 Executive Director has begun covering the unplanned absence, Board members and the Acting Executive Director shall communicate the temporary leadership structure to
the following key external supporters of the Winter Center for Restorative Justice and Winter Center Housing.  This may include (but not be limited to) government contract officers, foundation program officers, civic leaders, major donors and the Chairs of the Web of Influence and Web of Concern.

Completion of Short-Term Emergency Succession Period

The decision about when the absent Executive Director returns to lead the Winter Center should be determined by the Executive Director and the Board President. 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 President, with the intention of working their way back up to a full-time commitment.

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

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

The Executive Committee will give immediate consideration, in consultation with the Acting Executive Director, to temporarily filling the management position left vacant by the Acting Executive Director. 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 Executive Director to carry the duties of two positions. The position description of a temporary manager would focus on covering the priority areas in which the Acting Executive Director needs assistance.

 

Completion of Long-Term Emergency Succession Period

The decision about when the absent Executive Director returns to lead the Winter Center should be determined by the Executive Director 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 Executive Director

A permanent change is one in which it is firmly determined that the Executive Director will not be returning to the position. The procedures and conditions should be the same as for a long-term temporary absence with one addition:

 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 executive director. 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 Executive Director, and plan for the recruitment and selection of an Interim Executive Director and/or permanent Executive Director.