HR Trustee Handbook

HR TRUSTEE HANDBOOK

Organization Name:   Trustee Name:

Effective Date:   Handbook Issued By:

Personal Information

Position Information

Responsibilities and Fiduciary Duties

Trustees are fiduciaries of the organization and must act in good faith, with due care, and in the organization’s best interests. Trustees must exercise independent judgment in overseeing the organization’s mission, financial condition, strategic direction, and compliance. Trustees shall:

• Attend and prepare for regular and special meetings and participate in assigned committees.
• Review financial statements, budgets, and material contracts in a timely manner.
• Disclose conflicts of interest and recuse from decisions where there is a material personal interest.
• Maintain confidentiality of sensitive organizational information.

Conflict of Interest Policy

A conflict of interest arises when a trustee’s personal, professional, or financial interests could interfere with the trustee’s duty to act in the organization’s best interest. Trustees must complete and submit a signed conflict disclosure and must recuse themselves from deliberation and voting on matters where a conflict exists.

Confidentiality and Data Protection

Trustees will have access to confidential and proprietary information. Trustees must not disclose nonpublic information except as required by law or as authorized by the Board. Reasonable steps must be taken to safeguard electronic and paper records.

Meetings and Attendance

Trustees are expected to attend all scheduled board and committee meetings. Three unexcused absences in a 12-month period may trigger a review of continued service. Meeting materials will be provided in advance when practicable.

Committees and Assignments

Trustees may be asked to serve on standing or ad hoc committees. Committee members must adhere to committee charters and report committee actions to the full Board.

Compensation, Reimbursement, and Expenses

Unless otherwise authorized by Board policy, trustees serve without compensation. Reasonable expenses incurred in performance of trustee duties may be reimbursed in accordance with the organization's travel and expense policy; receipts and approvals are required.

Record Retention and Access to Documents

Trustees have a right to inspect minutes, financial records, and other documents reasonably related to the trustee role. Requests for documents should be made through the Board chair or designated executive. Documents will be retained in accordance with record retention policy.

Code of Conduct and Ethics

Trustees must uphold the highest standards of integrity and ethical conduct. Prohibited conduct includes misuse of organization assets, breaches of confidentiality, and conduct that materially harms the organization’s reputation. Violations may result in censure, removal, or other corrective action.

Complaint, Whistleblower and Reporting Procedures

Trustees should report suspected violations of law, policy, or ethical standards to the Board chair or designated compliance officer. Reports will be investigated promptly and confidentially, to the extent practicable, and retaliation against good faith reporters is prohibited.

Indemnification and Liability

Subject to applicable law and the organization's governing documents, trustees may be indemnified for expenses and liabilities incurred in the performance of their duties where authorized by the Board and permitted by law. Insurance may be provided at the Board’s discretion.

Term, Resignation and Removal

Trustees serve for the term specified in the bylaws. A trustee may resign in writing. The Board may remove a trustee in accordance with bylaws for cause or as otherwise permitted by governing documents.

Amendments

This handbook may be amended by the Board. Amendments become effective upon adoption and distribution to trustees.

Employment and Equal Opportunity Statements

At-Will Employment Statement: For individuals employed by the organization, employment is at-will unless otherwise specified in a written agreement signed by an authorized representative. This handbook does not alter the at-will relationship.

Equal Opportunity Statement: The organization is committed to equal opportunity and does not unlawfully discriminate in employment or governance on the basis of protected characteristics. Trustees shall support nondiscriminatory practices in board activities.

Background Check and Authorization

Trustees may be subject to background checks and verification of references. By signing below, the trustee authorizes the organization to conduct background investigations and to contact prior employers and references as necessary to evaluate suitability for service.

 I authorize background checks and contact of references as described above.

Employment History

Education

Professional References

Applicant Certification and Acknowledgment

I certify that all information provided in this handbook acknowledgement and accompanying forms is true, complete, and correct to the best of my knowledge. I understand that intentional misrepresentation may be grounds for removal from the Board or other action. I acknowledge receipt of the HR Trustee Handbook and agree to comply with its terms and the organization’s governing documents.

 I certify that the information provided is true and that I have read and understand the HR Trustee Handbook.

Sign Now