MANAGEMENT SUCCESSION POLICY

Originally Adopted by MVRMA Board:  June 18, 2007

Amended:  June 16, 2008

PURPOSE

This policy has been established in order that MVRMA will have a succession plan that identifies and develops potential successors for mission-critical roles.  The succession plan will document critical processes to ensure MVRMA’s ongoing business operations.

POLICY STATEMENT

It is MVRMA’s policy to ensure that its current leadership is meeting the needs of the Association and its members, and that transition to new leadership is well-timed to enhance long-term member confidence and value.

RESPONSIBILITIES

The MVRMA Board will oversee the management succession process and will work with the Executive Director in its development.  The Executive Director will have succession plans in place for key MVRMA positions and business processes. 

The Board will:

1. Consider MVRMA’s strategic needs and envision the challenges facing MVRMA’s Executive Director on continuous basis;

2. Identify the qualities and skills needed to meet those strategic issues and challenges;

3. Ensure that the Executive Director’s strategic skills are aligned with MVRMA’s future strategic needs;

4.  Identify a person who is capable to fulfill the Executive Director’s responsibilities in the event of an unforeseen situation in collaboration with the incumbent;

5.  Identify possible successor candidates for the Executive Director in collaboration with the incumbent;

6. Take an active role in assessing the capabilities, potential and readiness of possible successors, and

7. Guarantee that succession planning is a continuous process and part of the Executive Director’s performance evaluation.

The Executive Director will:

1. Build a talent-rich organization by attracting and developing the appropriate people;

2. Have a contingency plan in place to sustain key roles in the Association including those filled by employees and key service providers;

3. Document and have a contingency plan for critical business processes and procedures. 

Monitoring

The Personnel & Compensation Committee will review the contingency plan(s) as part of the Executive Director’s performance evaluation.

Contingency Plan

Interim Program Management Procedures

(Revised 5/10)

  1. The MVRMA Board President shall be notified by the Executive Director or the Administrative Assistant or designee in any instance where the Executive Director is to be hospitalized or physically incapacitated for more than five (5) business days.  The Board President shall be advised of the Executive Director’s expected return to work date and the need, if any, for interim management during his absence. 
  1. In the instance of the death of the Executive Director, the Administrative Assistant or designee shall call and advise the Board President or, if the President is unavailable, the Vice-President.  The Board President shall immediately communicate with the MVRMA Officers and Board of Trustees.
  1. During an extended absence or incapacitation of the Executive Director, the Board President shall be the Chief Executive Officer of the Association and shall supervise the day-to-day operations according to the policies of the Association.  The Board President may request information from any officer of the Association or any employee or independent contractor of the Association. 
  1. MVRMA’s corporate legal counsel and key service providers shall be notified of interim changes in MVRMA’s program management and the expected duration, if applicable by the Board President or designee.   
  1. Due to incapacity or sudden loss of MVRMA staff, the following backup contacts are to be utilized:
    1. Claims Adjusting:

                                                               i.      AEA Claims Service, Mike Bickley; 937-264-0600

                                                             ii.      Crawford & Company, 937-299-7373

    1. Loss Control:

                                                               i.      Alliant Loss Control Services, Tim Leech; 949-260-5008 tleech@alliantinsurance.com

                                                             ii.      Marsh Workplace Strategies, Jeff Sizemore; 513-287-1653

    1. Accounting & Financial Matters:

                                                               i.      MVRMA Treasurer

                                                             ii.      Carol Riggle, CPA, 937-620-5271; carolriggle@yahoo.com 

  1. The Executive Director will encourage staff to do cross training of essential functions in order to allow minimal disruption during an unexpected temporary absence.  Key staff will keep a procedure manual of important activities updated annually. 
  1. The following list of key service providers will be kept updated in order to provide necessary professional assistance and backup capacity where it may be needed. 
    1. Actuarial Services:  Godbold, Malpere & Co., Terry Godbold, 770-587-0351; tgodbold@gmactuary.com
    1. Auditing:  Clark, Schaefer, Hackett & Co., Devesh Kamal 937-399-2000; deveshk@cshco.com
    1. Banking:  5/3 Bank, Gail McCreight, 937-227-6044; gmccreight@53.com; Deb McNeff, 937-229-8218; deb.mcneff@53.com
    1. Broker:  Alliant Insurance Services, Rick Steddom 949-660-8121; rsteddom@alliantinsurance.com
    1. Corporate Legal Counsel:  Surdyk, Dowd & Turner, Robert Surdyk, 937-222-2333; rsurdyk@sdtlawyers.com
    1. Coverage Counsel:  Mazanec, Raskin, Ryder & Keller, John McLandrich, 440-287-8298; jmclandrich@mrrklaw.com
    1. Investment Advisor:  Bond-Tech, Inc., Roger Cox,  937-836-3991; racox@btadv.com
    1. Landlord & Property Maintenance:  Don Strenk, 937-299-1726; 937-478-3464 (Cell)
    1. Reinsurance Captive:  Government Entities Mutual, Inc., John Foehl, 866-342-5436 (100); john.foehl@gemre.com
    1. Technology & Computers:  Carlos Landaburu, 937-767-1787; carlos@landaburu.net
    1. Training & Safety Classes:  MVCC – MTA, Marie Belpulsi, 937-438-8887; mbelpulsi@mvcc.net
    1. Workers’ Compensation TPA:  Sedgwick CMS, John Logue, 800-825-6755; john.logue@sedgwickcms.com