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Committee reviews charter and fee‑policy drafts, affirms plan‑administrator authority and schedules follow up
Summary
The committee reviewed draft charter and fee‑policy documents, discussed committee membership and decision authority, and instructed staff to return with revised drafts and counsel review; committee elections and meeting scheduling were also discussed.
Committee members reviewed draft versions of a proposed committee charter and a fee policy intended to formalize governance, membership, decision‑making and allowable plan expenses.
Vincent explained the purpose of a charter: to formalize committee structure, delegate authorities and record roles for the plan administrator and advisory members. The draft also contains a fee policy intended to clarify legitimate plan expenses and a process for handling excess revenue. Vincent described the documents as drafts for committee input: "this is your document. So our job is to present this and for you to review it and make changes to it, where you see appropriate," he said.
County staff commented that the HR director has historically been the plan administrator and has the ability to act administratively between quarterly meetings; committee members discussed whether that role should remain a plan‑administrator authority or be further codified into the charter. Several members said quarterly meeting cadence requires the plan administrator to retain some discretion for time‑sensitive operational matters; others asked that guardrails be added so the committee (and board) retains oversight in the event of performance or conduct issues.
The committee discussed membership size and quorum. Staff indicated the current structure is seven members plus one alternate and that language would be clarified to avoid ambiguity about titles and appointment methods for elected participant seats. The group suggested adding a periodic review clause for the charter so the document is revisited periodically (for example every three years) rather than becoming stale.
No formal vote was taken on the charter or fee policy. The committee directed staff to incorporate member feedback, obtain counsel review, and return the revised charter and fee policy for adoption at a future meeting. Staff also announced that nominations and elections for two participant seats (and an alternate) have been opened and that the next quarterly meeting schedule will be adjusted to avoid Thanksgiving; staff will circulate a scheduling survey to set the exact date.
