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HomeMy WebLinkAbout2008-04-28 Work SessionDeschutes County Administrative Policy No, GA -6 Effective Date: January 2, 2008 DUTIES AND RESPONSIBILITIES OF EMPLOYEE BENEFITS ADVISORY POLICY STATEMENT OF POLICY It is the policy of the Board of County Commissioners to provide a quality health and welfare insurance benefit program on a consistent basis to all regular County employees and to involve employees in making recommendations regarding such a benefit program by appointing an Employee Benefits Advisory Committee (EBAC). APPLICABILITY This policy applies to all regular county employees. POLICY AND PROCEDURES The primary responsibility of the EBAC will be to meet with Personnel staff, the agent of record, and insurance representatives, in order to review/evaluate all possible options with regard to employee benefits. The EBAC will make recommendations to the Board of County Commissioners regarding Health and Welfare benefits. The EBAC will also be a source of advice for the Personnel Department concerning benefit administration. EBAC MEMBERSHIP The EBAC will be comprised of the following voting membership: 4 Representatives from AFSCME 2 Representatives from DCSA 1 Representative from 701 1 Representative from 9-1-1 1 Representative from FOPPO 1 Personnel Services Manager 1 Risk Manager 5 Department Heads, Managers, and/or Elected Officials 1 Representative from COIC (Central Oregon Intergovernmental Council) 1 Retiree who is a plan participant The County Administrator will be a non-voting member of the conunittee. Additional non-voting members may be appointed at the discretion of the committee. A Chair and Vice Chair will be selected annually by the committee, with one position to be filled by a manager or elected official, and the other will be a non -management representative. The Personnel Department will provide staff support to the committee. Policy 11 GA -6, EBAC MINIMUM MEETING REQUIREMENTS At a minimum, the EBAC will meet at least eight (8) times per year. Additional meetings may be scheduled at the discretion of the committee. Subcommittees niay also be established at the discretion of the committee. The EBAC may request the removal or replacement of a voting member who is not able to attend two (2) or more consecutive EBAC meetings, or four (4) or more meetings in any twelve-month period. No vote shall be taken on any recommendation to the Board of Commissioners in an EBAC meeting without a quorum present. A quorum is defined as a majority of the voting members, not including vacant positions. The meetings will be open to all interested employees. Minutes of each meeting will be kept and in turn distributed to each committee member, the Board of Commissioners, and Department Officials, and will be posted on department bulletin boards and on the County's intranet site. All employees with an e-mail address will receive notice of planned meetings and an electronic copy of the minutes of each meeting. Approved by th Deschutes County Commissioners, January 2, 2008. Dave Kanner County Administrator Policy i! GA -6, EBAC EBAC Policy Modification RE: Filling a vacant position on the committee Each represented group will be responsible for filling their respective vacant positions on the committee. When a vacancy in the non -represented membership of the committee occurs, a call for potential replacements will be issued to all County Department Directors. Interested parties will submit to EBAC a brief summary describing why they wish to fill the position. EBAC will then elect a replacement from the pool of eligible candidates by majority vote of the committee.