5.1 Standing Committees

The following standing committees shall be established:

Benefits
Finance
Governance
Marketing / Training, Education & Wellness

It is the responsibility of the standing committee to bring recommendations to the Board of Directors and to research, develop and present information as requested by the Board of Directors.

Each committee shall be chaired by a Director. A Committee shall be minimally comprised of at least one management, one classified, and one certificated labor representative from a participating district. Membership of the committee shall be comprised of participating district delegates. Committee membership shall be established voluntarily on an annual basis at the August board meeting, and is subject to a one year commitment. Each committee member is responsible for obtaining information missed during previous meetings. Only committee members and invited guests shall participate in the committee meetings. Non-Unit Delegates may not participate in formulating recommendations or reaching consensus. The committee reserves the right to allow guest speaker comments. Speaker’s cards will be made available for guest participants.

The committee shall meet on an as-needed basis at the convenience of the committee chair. Each committee chair shall ensure the notification of the date, time, location and topic of meetings to all representatives at least 72 hours prior to the meeting. Minutes shall be recorded for each meeting, and distributed to all district delegates.

Each committee shall report to the Board of Directors at each meeting any committee activity. Quorum requirements are not required for the committee’s recommendation to the Trust board; however, three committee members must be present. A committee recommendation may only be forwarded to the Board of Directors based on the consensus model, this involves the following procedure; thumbs up signifies “strong support”, thumbs sideways signifies “live with it”, and thumbs down signifies “unable to support it”. If there is a single thumbs down indication that Unit Delegate must propose an alternate proposal. If the alternate proposal is not unanimously approved, the original recommendation stands as approved.

Committees

a. Benefits

1. Oversees renewal of benefit plans
2. Study benefit / cost modifications
3. Periodically obtain comparative quotations for Trust benefit programs
4. Consider fully insured and self-funded options
5. Review “carve-out options
6. Review vendors and products for Board consideration

b. Marketing / Training, Education & Wellness

1. Determine conferences and other marketing opportunities for participation
2. Recommend approval for all marketing materials
3. Develop a marketing strategy and budget for Board approval
4. Assist with marketing activities
5. Draft marketing policies and guidelines
6. Plan the annual retreat
7. Oversee the Trust newsletter
8. Oversee the Trust website
9. Oversee Trust sponsored health fairs and wellness programs
10. Oversee the training of new Directors, Alternates and Delegates
11. Develop training materials and programs

c. Finance

1. Develop a proposed annual budget
2. Present a proposed annual budget at the April Board meeting
3. Present an annual budget for adoption at the June Board meeting
4. Present a mid-year budget review and annual audit
5. Ascertain that reserves are adequate
6. Recommend an Auditor for approval by the Board
7. Oversee banking activity and cash handling procedures
8. Analyze cash management and make recommendations for any investment strategy

d. Governance

1. Coordinate with member Districts for the election of the Board of Directors
2. Oversee the election of the Board Chair and Co-chair
3. Ascertain that the Trust Agreement and Participation Agreements are current and in compliance with any federal and state requirements
4. Ascertain that Trust operations are consistent with the Trust Documents
5. Periodically review and submit and needed recommendations to the Board for modification of Trust documents
6. Oversee Trust compliance with all federal and state requirements
7. Develop policies and guidelines pursuant to the operation of the Trust
8. Review draft policies from standing committees prior to submission to the Board

Originally approved on: April 27, 2005
Revision date: June 10, 2008