AVANCE Houston, Inc. Board of Directors Meeting 4281 Dacoma Houston, TX Large Conference Room March 9, 2010 Noon 1:30pm

Transcription

1 AVANCE Houston, Inc. Board of Directors Meeting 4281 Dacoma Houston, TX Large Conference Room March 9, 2010 Noon 1:30pm Adoption of Action Item: The Human Resource Committee recommends that the Board of Directors adopts the attached for the Executive Director position. Purpose: The AVANCE Houston Board adopted a succession policy on March 24, 2010 which established that the Board values the organization s mission and requests a succession plan to guide the Board in its responsibilities when the Executive Director departs. The policy also applies to senior staff development and board member replacement. The attached plan applies to only the Executive Director position. A plan for senior staff and board membership will be completed in August of Justification: It is important to define the Board s role in addressing the departure either under planned or unexpected of an Executive Director. The United Way of Houston has asked that agencies adopt a succession policy. This is also considered a best practice for non-profit organizations. Cost, Savings and Benefits: The benefits are not quantifiable. However, the plan will result in timely actions. The plan also endorses a career development plan for senior staff members, ensuring that staff continues to function at a most effective level. Person Responsible for Action Item: Sabrina Martinez (Board Human Resources Committee Chair) and Luz Flores (Senior Director of Human Resources) Action Item D

2 AVANCE-Houston, Inc. Board of Directors Policy Adopted:03/24/2010 AVANCE-Houston, Inc. 3/8/2011

3 AVANCE-Houston, Inc. Executive Director 1. Purpose In 2010 Board of Directors adopted the following Succession Policy. The Board of AVANCE-Houston, Inc. values its mission and wants to ensure the continuity and the quality of its programs for generations of families. To further this objective it is in the best interest of AVANCE to establish a Succession Policy that guides the Board of Directors in selecting the executive leadership, in preparation for sudden changes in leadership and in developing a pool of candidates for Board positions. Each AVANCE chapter will have a succession plan that includes: procedures for succession in the event of an unplanned change in leadership, the Board responsibility in selecting new leadership as reflected in the Bylaws and AVANCE operating procedures, and training and development resources for staff to acquire the leadership skills. Each Board member will also be responsible for recommending his or her replacement and other candidates that will serve in the best interest of the organization and comply with funding source mandates for representation. Ideally the purpose of the Succession Policy is to ensure a replacement plan in the absence of the Executive Director and for other key positions. The Staff will submit a to the Board in order to ensure a smooth transition. The plan should cover what is practical for a chapter and can include replacement strategies for key jobs in management, technical and other skill sets. The should focus on preparing staff for leadership in the organization, in the field and community. For all the senior positions, AVANCE will select employees who demonstrate job skill competency, a sensitivity and grasp of the AVANCE mission, dedication and leadership potential. The (Plan) establishes the steps for the Board to follow in the event of a sudden departure of the executive director under the following scenarios: a) immediate with no notice, b) an announced resignation with 30-90, day notice c) a separation planned more than 90 days in advance. The Plan further creates a pool of employees from within the organization who will follow a career development plan. The employees from within the organization will have the opportunity to develop the skills, knowledge and competency levels and gain the leadership experience necessary to run a high performance mission based organization. The plan also identifies external organizations that may be a source of candidates for leadership positions within AVANCE-Houston, Inc. (AVANCE) Page 1 of 8

4 2. Functions of the Executive Director The Executive Director (ED) is the chief position responsible for the operation of the organization. The ED reports to the Board and acts as the chief staff person communicating and interpreting board policy for the organization. It is the most visible day to day position representing AVANCE and therefore, the ED must demonstrate leadership experience and a comprehensive knowledge of organizational operations. The permanent ED is expected to demonstrate an understanding and passion for the AVANCE mission and bring his or her, leadership and vision perspective to the organization and the community it serves. The ED must understand the full depth of Board functions and how the staff supports such functions. A good understanding of nonprofit financial management, the grant application process, governmental practices, understanding of facilities management, marketing and development practices, early childhood, parenting, and adult education programs are essential. The ED must demonstrate experience and excellence managing human resource and staffing practices, government funded programs, grant management, fund development, strategic decision making with long term objectives and an excellent track record in managing staff. The ED is expected to be articulate and respected in the community or at the very least demonstrate the credibility necessary to maintain the support from the, board, community leaders and the families served by AVANCE. 3. s a. In the event of a temporary, planned or unplanned departure of Executive Director: Page 2 of 8 Sudden Departure means a departure with less than 30 Day Notice: In the event of a sudden departure or absence of the Executive Director, (ED) with no notice the Board Chair will be required to take a more active role in the administration of AVANCE. During this initial period before the appointment of the acting ED the Board Chair is the person in charge with ED responsibilities. The Board Chair will be involved just long enough to appoint the acting director. The Acting Executive Director serves until the ED returns or a permanent ED is named. The Board Chair will immediately work with the executive assistant to the Executive Director as the point of contact. The main function at this stage is for the Chair to communicate actions, announcements and procedures to the rest of the employees and send out the Board meeting notices. Within seven days after the departure, the Board Chair then calls or meets with the Executive Committee and the Chair of the Human Resources Committee and appoints a staff person to serve as the acting Executive Director. This appointment requires the approval of the executive committee. The Chair working

5 Page 3 of 8 with the point of contact sends an announcement out to the entire board and the staff. The appointment is effective for 90 days and may be extended beyond the 90 days at the next Board meeting. The extension requires the approval of a majority of the Board. If the permanent executive director is expected to return then the acting will serve until that time. The acting director may be selected in the following order. The Chair and the Board have the option to modify the order with the approval of the majority of the board members. All actions must be reviewed by the Human Resources Committee. The top candidates for acting executive director are as follows: Chief Operations Officer is generally the next position in line with the most responsibility and experience administering the entire scope of AVANCE Houston, Inc. (AVANCE) If for some reason the Board does agree with the appointment of the Chief Operations Officer, the Board by using its voting procedure may decide to choose from among the following senior positions: Senior Directors Head Start, Marketing, Development, Human Resources and Administration Services, Finance, Early Head Start. (In the event that the Board does not feel that the senior staff has the adequate experience to fill the acting position, they should confer with the AVANCE, Inc. or they can go to an outside source to find an Acting Director). After appointing an acting executive director, the Board Chair asks the chair of the Human Resources Committee to begin the search process. The Human Resources Committee works with the Sr. Director of Human Resources and prepares the hiring plan which includes a timeline, job description review, posting, and hiring process, announcement of position etc. The announcement should indicate qualifications for the job, how applications are submitted, timelines, any required written communications, deadlines, etc. Because of the significance of the job, the announcement should allow a minimum of 30 days and enough time to collect competitive resumes. b. Compensation for Acting Director: The Acting Executive Director from within the organization will receive a temporary salary adjustment paid in the form of a lump sum payment at the end of 90 days (as recommended by the Human Resources Committee and Senior Director of Human Resources). If the acting position continues for an extended period beyond the 90 days, the salary is adjusted with the understanding that the

6 adjusted salary is temporary and may be readjusted to the salary earned before being appointed to the acting position. c. Restrictions of the Acting Executive Director: The acting Executive Director will have full responsibility for the day to day operations and decisions of the organization. Decisions regarding hiring, terminations, financial issues, and adoption of new projects will be made in consultation with the Board Chair. All public policy positions must be discussed with the Board Chair before being made public or implementation. The Board Chair and board members are asked to pay special attention to and discuss major changes in any proposed organizational structure revisions. d. Cross Training: To ensure that there is a pool of experienced candidates from within the organization, the executive director will draft the training and career development plan for each Senior Staff person. This career development plan should address the desired work and leadership experiences for each senior staff position that directly reports to the ED. The annual evaluation will indicate which career and training objectives have been met for each senior position considered to be eligible. The plan will include emphasis on trainings specific to the programs operated by AVANCE, finance and human resource management, federal regulations that correspond to the grants, Office of Management and Budget Circulars, fund development courses and project experiences, serving in community leadership positions, and leadership of board and staff projects. Senior staff will be encouraged and provided opportunities to supervise departments other than their own during absences of the department director. The Career Plan will include an Organizational Buddy so that on a rotating basis, Senior Directors will be paired and expected to provide advice to each other on issues and challenges within their corresponding departments. The executive director will rely on training resources provided to Head Start Grantees, general management training from local United Way, universities - training for non-profit administrators and from organizations such as American Management Association, American Society of Fundraising Executives, Baker Communication, Ammerman Communications. The training will rely on resources that provide comprehensive sets of training. The staff may recommend other sources. The Career Development Plan should strive to find executive management training that is intensive and exposes the staff person to senior executives from other organizations. Page 4 of 8

7 e. Board Oversight: Page 5 of 8 The Acting Executive Director reports to the Board Chair. In the event that the Board cannot come to agreement on interim leadership, the Board Chair may be appointed as the Acting Director for a period not to exceed 30 days. If the term exceeds 30 days, the Chair would be expected to relinquish their position on the Board. Board members will not be eligible to apply for permanent staff positions unless they have been off the board for more than six months. In addition the Chair may not be compensated for assuming an acting role unless the member resigns from the board. The Board Chair and the executive committee will be expected to meet monthly and to provide needed support to the Acting ED. f. Communication Plan: After the executive committee approves of the Acting ED, and within 3 working days, the Board Chair and the Acting ED, develop a communications plan; The plan announces the Acting ED and is sent to the AVANCE - Houston Board of Directors, AVANCE Inc., all AVANCE Chapters, local media, funding sources, the partnering agencies and elected officials. The notice should indicate that the Board is involved. The person in charge of media relations will have a list of media sources and should be involved in drafting the announcement. This announcement should go out within five days after the acting director is appointed. The announcement may include a reference to a search process if those details are in place. A second announcement will also go out when the Board officially opens up the search process. The search process must include a conference with AVANCE Inc. to solicit recommendations from within the organization to include chapter executives, as well as local administrative entities such as United Way, Head Start agencies, family service agencies, retired executive organizations and executive search firms. The communication should also go to employment sources used by nonprofits, such as Guidestar, centers and institutes for non-profit management. g. Search Process: At the regularly scheduled meeting following a sudden departure or the announcement of the departure where the executive is not expected to return, the Board Chair in consultation with the Chair of the Human Resource Chair shall

8 appoint a committee of no less than 5. If the departure is temporary and the executive director is expected to return, the Search Committee will not be required. If the permanent executive is on leave permanently or for more than a year, then the Board may name a permanent replacement and will follow the Search Committee process. Three Search Committee members must come from the Board. Of the two additional committee members one must come from AVANCE Inc. appointed by the CEO and one member representing the community. To appoint a community representative the Board Chair may solicit a committee member from any of the following organizations or sources: United Way, a community agency similar in scope to AVANCE, a former senior staff person from AVANCE Houston Inc. or a former board member. There can be more than five members on the committee. However, the committee will always consist of a majority of Board members. The Executive Director Search Committee will be charged to work with the Acting Executive Director to conduct a search as follows: Page 6 of 8 The Acting ED will review and update job description and draft the announcement which must be reviewed by the committee before posting. The Acting ED will post and distribute the announcement and allow a minimum of 30 days for the announcement using the same list as used for the initial announcement as well as the professional employment and leadership sources such as American Leadership Forum, Society of Human Resources, Leadership Houston, United Way, etc. The announcement will remain posted until a permanent selection is made. All applications will be submitted to the attention of the ED Search Committee. The applications will come to the Human Resources offices. The applications will be logged and forwarded to the Committee. A staff person from Human Resources, or Human Resources from AVANCE Inc. if the committee so decides (but not anyone who has applied for the position) will in confidence recommend the applications that meet the qualifications. The HR staff will make available rest of the applications to the Committee. The Committee reviews and selects a minimum of 5 candidates for interview. After conducting the initial five interviews the committee may select and recommend a candidate to the Board. If it becomes necessary the committee may conduct more than one round of interviews. If approved the candidate will receive a tentative offer

9 pending the approval of Region VI Head Start Administrator (approximately 2 weeks) and clearing of background checks as required by AVANCE s hiring policies. If no acceptable candidates are identified the committee may continue reviewing additional candidates from the applicant pool or they may continue to solicit candidates until one is selected. Once Head Start Region VI approves the recommendation and all background checks are completed and cleared a permanent offer can be made to the top candidate. Once all the employment and pre-hiring conditions are met an announcement is sent to the Board, staff and others to confirm the selection. h. with more than 30 days but less than 90 days: The remains the same. However, the announcements and time line are different. Once the ED or the Board Chair announces that the ED will leave after 30 days the ED and the Board chair will agree to call a meeting of the Executive Committee. The Executive Director will recommend to the Executive Committee an interim director and will draft notices informing stakeholders of the resignation, the naming of the interim director and the search process. The steps listed beginning with section (a) paragraph # 4 fall into place for the naming of an interim and the naming of a search committee. i. The with a pending departure of the ED, with an advance notice of more than 90 days: The Executive Director will work closely with the Board Chair and will be involved in the selection process. The Executive director will be expected to suggest several possible candidates from within the organization as well as external candidates to the Board. The Executive Director will rely on previous evaluations, career and training plan implementation, exposure to the different organizational functions, and leadership experience to determine which internal candidates are ready to assume the ED position. The ED will be expected provide a pool of candidates and to recommend one candidate for the permanent ED position. The board must approve the recommendation. If the Board does not agree with the recommendation of the ED, they may choose from the pool or they can institute a search process and the internal candidates will be expected to compete with outside candidates. Page 7 of 8

10 Upon naming an incoming executive director to succeed, the resigning executive director will be called ED emeritus and is expected to submit a transition plan with time lines indicating departure, transfer of responsibilities and when the new Executive Director will begin his or her term with full responsibilities. To insure orderly transition, the Ed emeritus will be expected to remain on board after the selection of the new ED and gradually phase out his or her term over a 60 day period. j. Other Scenarios: The assumes certain types of scenarios taking place. Should a different scenario take place like funding reductions or other external factors, the Board Chair is expected to use the succession plan as a guideline. Certain steps or procedure may have to be waived. It is most important that the Chair operate with transparency and seek collaboration and participation of other Board members to the fullest extent possible. The Chair may request assistance from AVANCE-Inc. and the CEO will respond with recommendations and assistance. The objective will be to continue the operation of AVANCE- Houston Inc. without disruption by having a pool of candidates ready who can step in and assume a leadership role. Page 8 of 8