Succession Plan

Last Updated: May 27, 2022

INTRODUCTION

The goal of this Succession Plan is to prepare PTC for changes in personnel, particularly those occupying positions of leadership; the Board President, Executive Director and Program and Student Affairs Coordinator. These measures will ensure that PTC is prepared to manage the departure of key persons with minimal disruption to PTC services. This plan is to be reviewed by the Executive Director and PTC Board annually

The current PTC Workforce consists of the Executive Director, a Director of Operations, a Program and Student Affairs Coordinator, 4 training staff, a Seniors Affairs Coordinator, a content writer/researcher, and an Administrative Assistant/Bookkeeper. Aside from the Executive Director, all other positions are part-time.

The PTC Division Board ofDirectors currently consists of the President, Vice President, Secretary, Treasurer, and two Directors At Large.

REQUIRED COMPETENCIES OF KEY POSITION HOLDERS

Please see the “Qualifications” section of the job description for the Executive Director and Program and Student Affairs Coordinator. Also, please see the division and COBD bylaws for the roles of members of the Division Board of Directors.

CURRENT WORKFORCE TALENT AND GAP ANALYSIS

In December 2019, PTC filled the position of Administrative Assistant/Bookkeeper. This individual works 10 to 14 hours per week and is accomplishing many tasks. This individual will remain with PTC for the next few months but then will be retiring. A new person will be hired to replace them. The current person in this role has indicated a willingness to train their successor.

As the 4 training staff are currently part-time, their paid hours can be increased as the program grows. It will be necessary to hire an additional full-time instructor to teach cooking/home management. It may also be necessary to hire additional part/full-time staff.

The Director of Operations position was filled on Jan 1, 2021 by the former Program Coordinator. This individual performs many coordination duties from their home on Bowen Island. The Director of Operations travels to the centre to perform more hands-on and supervisory activities, when needed, including staff supervision.

The Program and Student Affairs Coordinator position was created in February 2021 by merging the Program Coordinator and Student Affairs Coordinator positions. This individual performs many coordination duties from their home on Bowen Island. The Program and Student affairs Coordinator travels to the centre to perform more hands-on and supervisory activities, including staff supervision. This individual previously held the position of Student Affairs Coordinator and has no intension of departing the organization for many years.

The Executive Director founded PTC and has no intension of seeking alternate employment or retiring for many years. It is recognized, however, that this individual, like the Program and Student Affairs Coordinator, would be difficult to replace if the need did arise. The natural succession would be for the Program and Student Affairs Coordinator to be offered this position.

The current Board President and Vice President were elected in November 2021. This marks the first time in recent years that there has been a Vice President elected.

STRATEGIC DEVELOPMENT TO MEET FUTURE WORKFORCE NEEDS

Given the staffing gaps identified above and the staffing requirements identified in the Bowen Island Centre for the Blind and DeafBlind project business plan, PTC recognizes the need to be constantly on the look out for potential trainers, as well as individuals with leadership qualities. The Strategic Plan will continue to identify measures to address potential staffing needs. At the same time, PTC will continue to develop the skills of its current staff by providing opportunities for professional development. PTC will also continue to network within the blindness and DeafBlindness communities, seeking out new Board members with leadership skills.

PTC will adopt the following measures:

Division Board members and PTC staff will be given the opportunity to develop leadership skills.
The Division Board President will prepare other Board members by regularly delegating responsibilities to other Board members (e.g. drafting and circulating the agenda, chairing the meeting, research, reviewing of documents)
The Executive Director will promote staff development for the Director of Operations and the Program and Student Affairs Coordinator in administration by:
A. Encouraging their participation in related workshops
B. Seeking their input on administrative topics
C. Requesting their presence at and promoting their participation in administrative meetings
D. Asking them to carry out occasional administrative tasks
E. Keeping them informed as to administrative decisions
F. Leaving them in charge during anticipated absences
G. Regularly discussing emergency plans for unexpected absences as outlined below
The Director of Operations promotes staff development of all staff by:
A. Encouraging related workshop participation
B. Seeking facilities and technical administration input
C. Occasionally delegating facilities, personnel, and technical administration tasks
D. Leaving them in charge of facilities, personnel, and technical administration during anticipated absences
E. Discussing emergency plans for unanticipated absences
The Program and Student Affairs Coordinator promotes staff development of training staff in program and student affairs coordination by:
A. Encouraging related workshop participation
B. Seeking programming input
C. Occasionally delegating program and/or student affairs coordination tasks
D. Leaving them in charge of program and student affairs coordination during anticipated absences
E. Discussing emergency plans for unanticipated absences

EMERGENCY PLAN FOR UNEXPECTED ABSENCE OF THE EXECUTIVE DIRECTOR

In the event of an unanticipated absence of the Executive Director, Alex Jurgensen, PTC Director of Operations, is the emergency contact and will take immediate charge of executing this plan.
alex@cobd.ca
+1 (604) 947-0021 ext. 102

Alex to:

Inform Board chair (Heidi Propp)
Inform PTC staff
Access the Executive Director’s work voicemails and assign/carry out follow up
Access the Executive Director’s work emails and assign/carry out follow up
Reassign the Executive Director’s students, if any, to other staff
Deal with enquiries from the Victoria Disability Resource Centre
Review Work (Operational Plan) and assign/carry out follow up
Determine if any grant is due and assign completion to Seaview Consulting (Shannon Hope, shannon@cobd.ca) or Feral Culture Labs (Daniella Sorrentino, daniella@cobd.ca)
determine and ensure immediate financial and other obligations are met

PTCB Board to:

Appoint Interim Executive Director if circumstances indicate. If this is to be Jessica Gladysz, Program and Student affairs Coordinator, then determine who will take on the grant writing/reporting and other fundraising responsibilities.
Determine Interim Director’s responsibilities and timeframe of appointment. (Refer to current Executive Director job description)
Carry out the following plan for hiring a permanent Executive Director if circumstances indicate and Jessica Gladysz declines the position.
A. Develop Executive Director Job Posting.
B. Develop and execute plan to distribute job posting
C. Review applications and develop short list
D. Interview short listed applicants
E. Inform successful applicant
F. Develop and execute plan for Executive Director orientation
If Jessica Gladysz is appointed as permanent Executive Director, carry out the following plan to hire a Grants and Fundraising Coordinator.
A. Develop Grants and Fundraising Coordinator Job Posting.
B. Develop and execute plan to distribute job posting
C. Review applications and develop short list
D. Interview short listed applicants
E. Inform successful applicant
F. Develop and execute plan for Grants and Fundraising Coordinator orientation