This is a posting I shared with the ASAE Executive Management Section today. The question was:
Nonprofit executives and others sometimes refer to the "bus book," a compendium of what needs to be known and done if the ED is "hit by a bus," i.e., suddenly disappears from the scene. Do you know of samples? Are any of these samples available online?
I do not currently have a "bus book" for my business, but I have been working on putting one together "just in case." Also, after my years of experience in associations, I know there many things that don't get captured that should.
Things that should be in a bus book:
1. Current employee contact list
2. Who is "in charge" of the organization if the ED "disappears"
3. Contact people for support services for the organization (ex: IT support, telephones, landlord, bank, accountant, attorney)
4. Passwords for all ED accounts (when I managed people, I had all my staff write their passwords on paper, seal them in an envelope, and give them to me. I never opened the envelopes but I had them "just in case.") The passwords list should include any important account passwords for the bank accounts or investment accounts.
5. Updated copies of the bylaws, articles of incorporation, any other legal documents related to the organization
6. Check signing authority paperwork (already filled out) for a) a staff person or b) the organization's attorney or c) a board member or d) one of each
7. Where to find any keys for the ED's files or desks; confidential info would likely be here 8. Copies of the most recent 990 forms (I'd suggest three years)
9. an updated listing of any projects the ED is working on and their status; this would need to be a performance requirement by the board as it's the kind of thing that gets put off
10. If not in the book, where to find copies of board meeting minutes and other documentation related to board activities
11. Project calendar, including employee review schedule and any important meetings that are coming up.
I think it would be best for the Board's Secretary and Treasurer to work with the ED on developing the "bus book" and then keeping it updated. It would not only be an important asset, but a way to build strong board/ED relationships.
Cecilia Sepp
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CS Association Services
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