Employer Advisory Committee Governing Bylaws

ARTICLE 1: Authority, Mission and Objectives

ARTICLE 2: Meetings




ARTICLE 1- Authority, Mission and Objectives

SECTION 1: Authority
The Director of the Department of Retirement Systems (DRS) established the Employer Advisory Committee (EAC) in 1991 to maintain open and ongoing communications between the Department, employers, and employer service bureaus. The Committee was formed out of the Service Credit Advisory Committee which had been established in 1989 to provide a forum for identifying issues that needed to be addressed prior to implementation of the Service Credit Notification Project.
SECTION 2: Mission
The Employer Advisory Committee is an organization of employer representatives, employer service bureau representatives, and DRS staff which makes recommendations and provides feedback to DRS and employer management regarding retirement issues.
SECTION 3: Objectives
The objectives of the Employer Advisory Committee are to:
  • identify specific employer concerns relating to retirement issues;
  • identify specific DRS administrative concerns relating to employer activities;
  • identify potential impacts resulting from proposed administrative and/or legislative changes;
  • recommend ways to alleviate the impacts of proposed administrative and/or legislative changes;
  • recommend ways to improve communications to and from employers, members, and DRS; and
  • provide information about retirement issues to the larger employer community.

ARTICLE 2- Meetings

SECTION 1: Meeting Date and Time
Meetings are held the fourth Thursday of February, May, August, and the third Thursday in November. Meetings begin at 9:30 AM and end no later than 3:30 PM. Committee members will be provided in with advance with an agenda and notice if the meeting is anticipated to last only until noon. The Committee will review the scheduled meeting dates and times for the coming year at each November's meeting. Any change in the meeting date and time must be approved by consensus of the Committee.
SECTION 2: Meeting Location
Meetings are usually held at the Department of Retirement Systems' facilities in Tumwater, Washington. Meetings may also be held at locations outside of Olympia at the request of Committee members. The Committee will review meeting locations for the coming year at each November's meeting. Any change in meeting location must be approved by consensus of the Committee.
SECTION 3: Attendance
In order to maintain continuity in Committee membership and a consistent knowledge of prior Committee activities, Committee members are encouraged to make every effort to attend each meeting held during their term of office. Committee members are responsible for selecting a replacement to attend in their absence. If a Committee member is unable to attend, he/she is responsible for notifying the Committee chair, informing the chair if a replacement will be attending for them, and providing the replacement with any needed background information about agenda topics.
SECTION 4: Issue Resolution
Issues for Committee discussion may be placed on the meeting agenda by the Committee chair or by Committee members. Committee members must submit their request to have an item placed on the agenda at least 30 days prior to the next meeting. Committee members may elect to have an issue carried forward to DRS management for resolution by consensus of the members present at the meeting where the issue is discussed. Any resolution of an issue will be communicated back to Committee members by the Committee chair or the appropriate DRS manager.

ARTICLE 3- Membership

SECTION 1: Committee Chair
The manager of the DRS Employer Support Services Unit serves as chair of the Committee. The Committee chair may appoint an acting chair in the event the Committee chair is unable to attend a meeting.
SECTION 2: Committee Members
The Committee is composed of employers, service bureaus who support retirement reporting for employers, and DRS staff. The Committee will have the following number of representatives from each of the following groups.
Employer Groups # of Reps.
Cities 2
Community/Technical Colleges 1
Counties 2
Educational Service Districts 1
Fire Protection Districts 1
Four-Year Colleges/Universities 1
Ports 1
Public Utility Districts 1
School Districts 2
State Agencies 1
Washington State Patrol 1
Other Districts  
(Library, Water, Transit, etc.) 2
Service Bureaus  
Center for Information Resources 1
Human Resource Information Systems Division 1
Washington School Information Processing Cooperative 1
DRS Staff  
Employer Support Services 1
Legal/Legislative Affairs 1
TOTAL 21

Note: For cities, counties, and school districts, one member will be selected to represent large employers and one member will be selected to represent small employers.

SECTION 3: Selection of Committee Members
Committee members for each employer group will be selected by an organization or association which represents that employer group. The selecting organization will designate the Committee member(s) and the replacement(s). The selecting organization is responsible for notifying the Committee chair of the designated employer representatives. The following organizations or associations will be responsible for selecting employer representatives to the Committee.
Employer Groups Selecting Organizations
Cities Association of Washington Cities
Community/Technical Colleges Human Resource Management Commission
Counties Association of Washington Counties
Educational Service Districts Washington Association of Educational Service Districts
Fire Protection Districts Fire Services Secretaries
Four-Year Colleges/Universities Human Resource Management Commission
Ports Public Ports Association
Public Utility Districts Association of Public Utilities
School Districts Washington Association of School Business Officials
State Agencies State Personnel/Payroll Association
Washington State Patrol Washington State Patrol
Other Districts  
Libraries Still to be announced
Water Districts Still to be announced
Housing Authorities Still to be announced
Transit Authorities Still to be announced
Service Bureaus  
Center for Information Resources Self
Human Resource Information Systems Division Self
Washington School Information Processing Cooperative Self

The Committee chair will solicit recommendations from each service bureau for a Committee member and replacement to represent the service bureau.

SECTION 4: Terms of Office
The term of office for each Committee member is two years. The Committee chair will notify the selecting organization for employer representatives when the designated term of office begins and ends for each employer group. Terms of office will be staggered to maintain continuity in Committee membership. The selecting organization for employer representatives may reappoint a member to office for up to a maximum of three consecutive terms. A selecting organization may reappoint a member past the maximum number of terms. The request for reappointment past the maximum number of terms must be submitted in writing to the chair. The chair will review the request and determine if the member will be allowed to serve an additional term. This determination will be made in writing and returned to the selecting organization.

ARTICLE 4 - Roles and Responsibilities

SECTION 1: Committee Chair
The Committee chair needs to maintain familiarity with the overall mission and administrative practices of the Department of Retirement Systems. The Committee chair is responsible for establishing meeting agendas, directing and facilitating meetings, recording issues raised by the Committee, reviewing issues raised by the Committee, assigning action items to the appropriate DRS Plan Administrator and/or Assistant Director when resolution is needed. In addition, the Committee chair will keep DRS executive management updated on Committee activities.
SECTION 2: Committee Members
Committee members serve on the Committee as representatives of a given employer group or service bureau and need to be aware of issues and concerns of other employers within the employer group or of the other employers served by the service bureau. Committee members are responsible for soliciting input from those they represent, bringing issues to the Committee for discussion or resolution, and communicating Committee decisions back to those they represent. Committee members may also be asked to assist in creating cooperative work groups or to serve on cooperative work groups as needed to provide input on specific retirement issues.
SECTION 3: Plan Administrators/Assistant Directors
Plan Administrators and/or Assistant Directors are responsible for reviewing and resolving issues raised by the Committee when needed, and making policy decisions regarding any recommended changes in DRS policy or practice.
SECTION 4: Other DRS Staff Members
A member of the DRS Employer Support Services Unit will attend meetings to record agenda topics and discussion. Other members of DRS staff may also be required to attend meetings as necessary to present information regarding specific retirement issues or to respond to topics of discussion by the Committee.

ARTICLE 5 - Communications

SECTION 1: Meeting Records
A record of the meeting discussion will be published following each Committee meeting. Meeting records will be distributed to all Committee members (regardless of whether or not the member attended the meeting), to the organizations responsible for selecting the employer representatives, to the Plan Administrators and the Assistant Directors of DRS, and to other DRS staff members who attended the meeting.
SECTION 2: Official Department Notices
The Department will publish an official DRS Notice to provide information to employers of any change in practice or policy which results from action by the Committee.

Advisory Committee