I am an Executive for an Association located in the Washington D.C. area. Last year our organization put out a Request for Proposal for a new association management software package. We investigated several different Association management software vendors and dwindled down our search to 3 companies. During the final stages we had a favorite, however, our favorite was a little over the initial budget approved by our Board of Directors. We went back to the vendor and told them we would have to move forward with another vendor if they couldn’t somehow come in within our approved budget. Needless to say, after several conference calls, the company made an exception and dropped some of the fees within the proposal (license fees).
Once we began the implementation process we noticed that our monthly payments were much higher than expected and now over 9 months of implementation we still don’t have a deliverable. They seem to be having trouble implementing our product. On Monday, I received another invoice which puts us well over our budget. They are claiming that we changed the scope of the project during the implementation phase and the increased cost are a result of this change. This is completely false. Furthermore, we are about 3 months out before we have a system in place.
One of the vendors that worked with us during the process explained to both myself and the Executive Director that this company oftentimes goes over estimates and we should require them to put a “not-to-exceed clause” into the contract. The same vendor also sent out an email to the folks on the board that were part of the initial evaluation process, stating this could happen. When we met with the board prior to the final approval, we assured them that we did our due diligence and this was a ploy for the other company to get back into the deal. We didn’t want to prolong the evaluation process any longer.
I spoke to the Executive Director today and the board has requested an emergency meeting with both myself and the Executive Director to discuss why we have allowed this project to go over the budget. This meeting is to take place first thing Monday via a conference call. I’m extremely worried that my job could be at stake and the Executive Director told me to prepare for the worst.
My question is based upon the information I provided can I be legally fired for making one poor decision? This organization is a non for profit.
Thank your for your help
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I have known several Executive Directors that were dismissed shortly after making decision on large purchases for their organization. Unless you are under an employment contract with the association they can fire you. Washington D.C. is an at will state.