Continuity Binders & Policy Manual

[John Hjersman]

Eric,

Because every new director's first hurdle is gaining access to email, Google Drive, CiviCRM, etc. I strongly recommend that the Continuity Binders be physical binders that are presented to a newly elected or appointed director immediately upon their assumption of duty.  There are other obvious reasons why a physical binder is a good thing.  I believe that also posting them on Google Drive is necessary, as a backup if nothing else.

 El Paso County has been using them for years.  Tracie McCray was my predecessor at LPEPC. Her Working Binder has the following tabs:

To Do

A/R Reports

Outreach

Voter Registration

Job Description  

LPEPC Bylaws

LPCO Bylaws

LPCO Platform

LP Bylaws

LP Platform

CCPFM (I don't know what the initials mean but behind that tab is a USPS instruction sheet for how to change the registered user of the PO Box.)

IRS Information (EIN Number)

Articles of Incorporation

Obviously, her binder had grown beyond continuity and was a working file.

I've pruned my Continuity Binder to these tabs

Ledger (generated by Quicken, LPEPC's accounting software)

Treasurer Reports

Bank Statements

PayPal

LPEPC Bylaws

LPEPC Charter

As you can see, mine morphed into a working file, too.  Because my reports take so much space, I left out a few tabs knowing that I had it covered in Tracie's binder.  LPEPC's Continuity Binders are "window binders," the cover insert of mine is this:

A note on such inserts, it is my experience that laser printed ink eventually glues itself to the inside of these binder windows.  Probably best to use inkjet for printing binder window inserts.

Clearly, a lot of thought went into LPEPC's continuity binder project.  The cover sheet is really the transition part.  Getting off to a good start can color a director's performance for a while.  I think it is extremely important.

Regarding the Policy Manual section on Director Duties, it was included by the committee before their awareness of the imminence of Continuity Binders.  As discussed at my corner of the Steuben's table, I recommend that this section be reduced to reference to a director's duties per governing documents and to the specific Continuity Binder.

Best,

John Hjersman

Trea...@lpcolorado.org

[John Hjersman]

Agreed!

On Tue, May 14, 2019 at 10:00 AM Mike Seebeck <mike.s...@gmail.com> wrote:

To add to John's statement, I would suggest keeping a flash stick for digital backup as well.

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John Hjersman

Trea...@lpcolorado.org

[Victoria Reynolds]

I agree with John.  Physical binders would be great or a word document in a flash drive might work as well.  

That way the new director can access it immediately.  

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In Liberty,

Victoria Reynolds
Chairman

Libertarian Party of Colorado

720-933-6900

www.lpcolorado.org

FB: fb.com/lpcolorado

[Victoria Reynolds]

Clarification, 

Each director keeps their own continuity binders for “continuity” purposes in case of their absence or when the term finishes, correct? 

On Tue, May 14, 2019 at 9:57 AM John Hjersman <trea...@lpcolorado.org> wrote:

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[Database Manager]

Should the bylaws or policy manual state that the director SHALL turn over the CB to the successor or chair when leaving the position?

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David Aitken, Database Manager
Libertarian Party of Colorado

databas...@lpcolorado.org

[John Hjersman]

I think direction to turn over the CB should be in the same document where CB is required.  The Policy Manual can hold this instruction until it can be added to the governing documents.

Because the CB is a how-to for the job as well as a transition guide, it seems to me that it needs to be in possession of the active director.  Does this need to be documented?

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John Hjersman

Trea...@lpcolorado.org

[Victoria Reynolds]

Yes, I agree with John