Published: November 13, 2026
Animals need consistent care even during severe weather, fire, utility failure, disease, financial disruption, or the sudden absence of a leader. Cotton Branch Refuge Project plans for those situations and for responsible leadership transitions. This policy states our public commitments; detailed emergency contacts, access instructions, maps, and security information remain in restricted operational plans.
Clear responsibility and accessible plans
The Board oversees continuity planning. The Executive Director and responsible care leaders maintain a written plan identifying a primary coordinator, alternate decision-makers, essential duties, and the authority needed to act. The plan must identify who assumes responsibility when either principal leader is unavailable, including when both are unavailable at the same time.
Do not assume that a spouse, partner, or household member automatically has authority over organizational funds, records, or animals. Delegations and emergency succession arrangements must be consistent with the bylaws, legal requirements, and the Conflict of Interest Policy.
Continuity of animal care
- Maintain current resident identification, location, feeding, medication, veterinary, behavioral, and handling information accessible to authorized backup caregivers.
- Identify the people, supplies, equipment, water, feed, power, transport, and veterinary support needed to continue essential care.
- Plan for fire, extreme weather, flooding, extended outages, infectious disease, and other foreseeable local risks, including shelter-in-place and evacuation decisions.
- Assess suitable transport and receiving locations, biosecurity, compatible groups, accessibility, and staff capability before an emergency occurs.
- Keep emergency supplies and equipment under review and train authorized people to use them safely.
Do not delay an urgent veterinary or safety response while waiting for a leader who cannot be reached. Act within training and documented emergency authority, contact emergency services where needed, and record significant decisions and handovers.
Communication, records, and financial access
The plan identifies how to reach caregivers, veterinarians, emergency responders, relevant partners, and the Board, along with backup communication methods. An authorized spokesperson provides accurate, proportionate updates without exposing sensitive personal information or compromising safety.
Maintain protected access to essential records, insurance, service accounts, funding, and approved payment methods for authorized backups. Use secure credential recovery and documented financial controls; do not publish passwords, access codes, medication locations, evacuation maps, or personal contact lists. Preserve donor restrictions and maintain records of emergency expenditures.
Temporary and permanent succession
The Board documents an interim leadership arrangement, oversight, scope of authority, and review process for an unexpected absence. A permanent transition includes a role and needs assessment, an appropriate selection process, a clear handover of responsibilities and records, and communication to those affected.
The welfare of residents must remain central if the organization loses a site, cannot sustain operations, or must wind down. The Board must consider safe, responsible placements or transfers, available resources, accepted obligations, and legal requirements. Charitable assets are handled under governing documents and applicable law; no individual may treat them as personal property.
Practice and improvement
Review plans at least annually, after significant staffing or site changes, and following an incident. Use proportionate training, contact checks, tabletop exercises, and equipment checks to identify gaps. Record lessons and assign follow-up responsibilities. A written plan is a continuing obligation, not a claim that every resource or placement is already secured.
Report a readiness or welfare concern through our protected reporting routes. For immediate danger, contact 911 and alert the responsible on-site leader.