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HomeMy WebLinkAboutMinutes_Pension General_11/03/2008SYNOPSIS OF GENERAL EMPLOYEES PENSION BOARD MEETING 11/3/08: Meeting minutes of August 4 quarterly meeting and September 18, 2008 special meeting were approved. 2. Mike Dana of Dana Investment Advisors, LLC presented the semiannual investment manager's report. 3. Dave West of Bogdahn Consulting, LLC presented their quarterly report for the period ended September 30, 2008. 4. Since Steve Palmquist of Gabriel, Roeder, Smith and Company was unable to attend, his presentation regarding new tools and services being offered was tabled to the next meeting. 5. Discussion was held regarding expanding investment options. a. The Board requested Dana Investments and Mr. West to both come up with written statements of what they thought would be the best thing for the Board to do. Mr. West was to contact Mike Dana requesting he be present at the next meeting to present a verbal and written presentation assessing the plan and whether he thought expanding the investment options was a wise thing to do. b. Each Board Member was requested to consider the pros and cons of changing the investment policy to come up with comments and questions, to be communicated to Attorney Jensen before the next meeting so she could pass them along to everyone c. Board Member Gload questioned whether the current investment policy was the one dated September 20, 2005. That was to be confirmed and a copy of the current investment policy was to be emailed to everyone. d. The discussion on expanding investment options was tabled to the next meeting. 6. Attorney Jensen provided an update on the second State Division of Retirement Workshop. 7. Cost calculations by the Actuary for one and three year delays before receiving COLA benefits were discussed. This item was tabled to the next meeting-in the meantime information was to be obtained from HR on (1) the effect of a cost of living adjustment on attracting and retaining SYNOPSIS OF GENERAL EMPLOYEES PENSION BOARD MEETING 11 /3/08 2 employees, (2) whether the employees were interested in a COLA benefit, (3) whether the employees would contribute for the benefit, and (4) to obtain comparisons with other municipalities for the next meeting. 8. Voted to have the actuarial report done every year. 9. Approval of the updated Summary Plan Description would be an agenda item at the next meeting, after language had been added to clarify the meaning of "all tax deferred items of income." 10. Voted to file for an IRS Determination Letter. 11. Approved the Consent Agenda: Ratification Of Invoices Paid Since Last Quarterly Meeting: • Business Services Connection, Inc. - Office work-weeks ended 10/3 & 10/10/08 $ 254.85 • Business Services Connection, Inc. - Recording and minutes of 8.4.08 meeting $ 288.83 • Hanson, Perry & Jensen, P.A. Legal Fees through 8/15/08 $ 1,308.70 • Gehring Group Annual Premium for Fiduciary Liability Insurance 10/1/08 -10/1/09 $ 820.41 Payments To Be Reviewed And Approved: • Business Services Connection, Inc. - Recording and minutes of 8.4.08 meeting $ 246.35 • Hanson, Perry & Jensen, P.A. Through 10/15/08 $1,469.31 • Bogdahn Consulting, LLC $ 1,125.00 • Dana Investment Advisors $ 1,323.33 • Gabriel Roeder Smith & Company $ 2,478.00 Services through 8/15/08: Preparation of 8/15/08 Supplemental Actuarial Valuation Report re: proposed SYNOPSIS OF GENERAL EMPLOYEES PENSION BOARD MEETING 11 /3/08 3 Addition of 3% COLA to pension plan; Attendance at 8/4/08 Board meeting • Village of Tequesta $ 9.15 Reimburse for food for 9/18/08 Special Meeting Approval of new applicants for participation in Pension Plan: Cheryl Foley -Dispatcher -went from part time to full time 9/1/08 John R. Wallace -Public Works Laborer -Hired 10/10/08 Approval of withdrawal of contributions: None Statement of Activities -There were no questions END OF CONSENT AGENDA 12. Voted to authorize Pension Coordinator McWilliams to be one signer on all check requests for invoices for this fund, along with one member of the Board. 13. Approved the contract with Business Services Connection, Inc. for Betty Laur's services, modified to change "salary" to "fee" in Section 2, Fee Schedule. 14. Voted to approve this Board's portion of $525.00 to Tyler Technologies for software to calculate refunds of contributions for terminated employees. 15. Approved updated signatures of all board members on the forms provided by Sun American Bank for the General Employee Pension Trust Fund checking account no. 00008383. *Several agenda items were skipped due to lack of time, as noted in the attached minutes. These are to be considered at the next meeting. END OF SYNOPSIS TEQUESTA GENERAL EMPLOYEES PENSION TRUST FUND QUARTERLY BOARD OF TRUSTEES MEETING November 3, 2008 Call To Order And Roll Call The Tequesta General Employees Pension Trust Fund Board of Trustees held a regular quarterly meeting at the Tequesta Village Hall, 345 Tequesta Drive, Tequesta, Florida, on Monday, November 3, 2008. The meeting was called to order at 8:00 a.m. A roll call was taken by Betty Laur, Recording Secretary. Board Members in attendance at the meeting were: Chair Michael Rhodes, Secretary Carl Hansen, Board Member Archie C. Mangum, Jr., Board Member Deanna Mayo who arrived at 8:02 a.m., and Board Member Michelle Gload. Also in attendance were Attorney Bonni Jensen, Pension Coordinator Lori McWilliams, Senior Accountant Monica Rahim, Dave West, Bogdahn Consulting LLC -Monitor, Mike Dana, Dana Investment Advisors -Investment Manager. Finance Director Joann Forsythe, who arrived at 8:07 a.m., attended representing the Village Management. II. APPROVAL OF AGENDA MOTION: Secretary Hansen moved approval of the agenda as submitted. Board Member Mangum seconded the motion, which carried by unanimous 4-0 vote. III. APPROVAL OF MINUTES 2. Tequesta General Employees' Pension Trust Fund Board of Trustees Quarterly Meeting Minutes -August 4, 2008 MOTION: Secretary Hansen moved approval of the minutes of the August 4, 2008 meeting as submitted. Board Member Gload seconded the motion, which carried by unanimous 4-0 vote. 3. Tequesta General Employees' Pension Trust Fund Board of Trustees Special Meeting Minutes -September 18, 2008 MOTION: Board Member Gload moved approval of the minutes of the September 18, 2008 meeting as submitted. Secretary Hansen seconded the motion, which carried by unanimous 4-0 vote. Board Member Mayo arrived at this point in the meeting. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 2 IV. PRESENTATIONS 4. Semiannual Presentation by Investment Manager Mike Dana, representing Dana Investment Advisors, LLC, advised the fund ended the year on 9/30/08 down 10.10%; however it was not that bad because it was outperforming the indexes, and most other funds were down more than 10.10%. Mr. Dana expressed his opinion the worst of the credit crisis was over, after the election things would calm down, and Detroit should convert to provide an electric car, which would increase productivity and that would help everything. He expected the real estate prices to bottom in 2010; and the next increase in productivity to be in energy. Mr. Dana advised the system was working, this fund had no real exposures, and there were good buys in stock now. Chair Rhodes asked about communicating that the fund was safe to the participants; Mr. Dana responded any material in his report could be used, and explaining that this was a defined benefit plan could be helpful. Chair Rhodes questioned if the investment policy had been changed whether the fund would have done better. Mr. Dana explained the recent market was one of the worst he had seen, and this fund only lost 10%; if the board was comfortable with how investments had done, that was a good test of a down market. Secretary Hansen asked if the fund would do better in November and December; Mr. Dana responded he could not predict. Secretary Hansen commented he was very pleased with the report-this fund had done better than his own portfolio. In response to a question from Mr. West, Mr. Dana advised they had no compliance issues. Finance Director Forsythe arrived at the meeting during Mr. Dana's presentation. MOTION: Secretary Hansen made a motion to approve the semiannual report from Dana Investment Advisors, LLC. Board Member Mangum seconded the motion, which carried by unanimous 5-0 vote. 5. Quarterly Presentation By Monitor Dave West, Bogdahn Consulting, LLC, reviewed his company's presentation booklet, and advised the fund had performed very well during a very bad quarter. Mr. West commented that page 15 would be a good communication to the participants and the Village Council since it showed the total fund, the cash flow, and that assets above the benchmark had been amassed relative to the fund's peer group. Cash flow for the quarter was reviewed, which showed $1,061,000 in assets as of fiscal year end September 30, 2008. Dave West was requested to research the Salem Trust statement to answer Chair Rhodes questions regarding three entries that could be posting reversals. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 3 MOTION: Board Member Gload made a motion to approve the quarterly report from Bogdahn Consulting, LLC. Secretary Hansen seconded the motion, which carried by unanimous 4-0 vote. (Board Member Mayo had temporarily left the room.) 6. Presentation by Actuary regarding New Tools and Services Offered Pension Coordinator McWilliams explained that Steve Palmquist, Gabriel, Roeder, Smith and Company had called to say he would not be able to attend today's meeting. This item was tabled until the next meeting. Chair Rhodes asked everyone to think about who was responsible to educate the participants. Attorney Jensen recalled HR had held seminars for the participants approximately a year ago. VII. UNFINISHED BUSINESS 7. Consideration of expanding investment options as discussed at the 9/18/08 Special Meeting (Documents requested from Dave West, Bogdahn Consulting LLC -option one, option two, and investment policy) Attorney Bonni Jensen distributed a handout of option one and option two. Option one was very broad and would only be limited by the investment policy guidelines, which would contain the details. In option two, the details would be contained within the ordinance, and mirror Florida Statute 215.47. Mr. West was asked whether if either of these options had been in place if the fund would have done better. His response was yes, because treasury inflation protection securities would have been better for the fiscal year. Whether more investments in international mutual funds would have helped was unclear. Chair Rhodes stressed it was very important that international investments have a hedging program. Mr. West commented that was not a requirement in the investment policy, it had been left open-ended. With the small size of the fund, the real estate portion would need to be in real estate investment trusts. Mr. West confirmed that both he and Attorney Jensen had worked on the investment policy options. Attorney Jensen noted she had other clients using the proposed investment policy guidelines, but they were all larger than this fund. Mr. West advised the small size of this fund made the delivery form so much more critical, because the only way to get into some of the other asset classes was through co-mingled funds. Attorney Jensen explained that the down side of investing in a co-mingled fund or mutual fund would be the fund would not have the same relationship as with Dana Investments, who invested specifically for the Village's fund, because they would do the same for everyone according to their policy. Board Member Mangum commented he would have liked to have seen a short synopsis of what had been added to the investment policy; he would not want it to become more expansive to increase income to the extent that risk became higher, and he did not want to see swaps. Mr. West advised the investment policy Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 4 had not been changed very much. Attorney Jensen suggested just adding language to the current ordinance that would say we can invest in commingled accounts or mutual fund type products that meet the requirements of Florida Statute 215.47, which would take it away from the broader language. Finance Director Forsythe asked if under the proposed guidelines if Dana investment would not be able to handle certain investments so that another investment manager would be needed, which was confirmed by Mr. West. Mr. West added that Dana Investment had expressed interest in continuing to be the investment manager for the investments they would still be able to handle, and was asked if they had put in writing whether they agreed with the policy changes. Attorney Jensen noted this would not affect what Dana did, but would be in addition to what they did, and Mr. West would do an RFP for an investment manager on behalf of the Board to find an investment manager who could handle the additional investments. Chair Rhodes suggested tabling this to the next meeting and in the interim everyone come up with additional questions and comments, and asked Attorney Jensen how those could be communicated before the next meeting. Attorney Jensen advised each Board Member could communicate directly with her or with Pension Coordinator McWilliams, but not with each other and they could not circulate their own writings among themselves, but could send those to her or Ms. McWilliams to revise and circulate. Mr. West felt this was a prudent change; Attorney Jensen advised it was often better for a board to have as broad as possible discretion because it allowed them to take advantage of things that came before them. Secretary Hansen asked if before the next meeting both Dana and Mr. West could come up with written statements of what they thought would be the best thing for the board to do. Mr. West responded it was stated in the policy any time the investment manager had an issue or objection, the floor was open for them to submit constructive changes to the policy; they also had to sign off on it. Mr. West indicted he would contact Dana Investment Advisors for a written statement, to be submitted for the next meeting. Chair Rhodes summarized that everyone was being asked to consider the pros and cons of changing the investment policy to come up with their comments and questions, to be communicated to Attorney Jensen before the next meeting so she could pass that along to everyone. Board Member Gload asked if the current investment policy was the one dated September 20, 2005. It was requested that be confirmed and an email sent to everyone with the current investment policy attached. Mr. West was to communicate to Mike Dana to be present at the next meeting, and present a verbal and a written presentation assessing the plan and whether or not they thought this was a wise thing to do. MOTION: Board Member Mangum made a motion to table this discussion on expanding investment options to the next meeting. Board Member Mayo seconded the motion, which carried by unanimous 5-0 vote. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 5 8. Update on second State Division of Retirement Workshop Attorney Bonni Jensen reported the second State Division of Retirement Workshop had been held in Orlando, which was very well attended, and people had spoken regarding the rules for three hours. The head of the Division of Retirement had indicated she would consider all the information presented and would look at the rules and possibly make changes; however, the rules were not anticipated to be issued any time soon and would not apply to any actuarial evaluations now in process. Attorney Jensen advised she would keep the Board updated on this matter. 9. Information calculated by Actuary as requested by the Board at their August 4, 2008 meeting: to cost one and three year delays before receiving COLA benefits Lori McWilliams, Pension Coordinator, reported the actuary, Mr. Palmquist, had provided the requested information, which was in the packet book. Attorney Jensen reviewed the increased costs, which were not attributed to either the Village or employees. This had been looked at from the standpoint of an incentive to hiring and retaining employees; which led to the initial calculation for afive-year deferral and the initial response back from the actuary was five years was too long, so the Board had requested one and three-year deferral figures. Chair Rhodes commented he would like to see a response back from the HR Department whether they thought this was really a tangible point in terms of hiring and/or retaining talent, and if other municipalities in the immediate area had such a COLA adjustment. Board Member Gload commented that to her, the biggest point was who was going to pay this percentage increase. She would be willing to pay it, but did not know if others in the plan would pay an extra 2%, 4%, or 5%, and asked if the employees could be surveyed to see if they would be willing to pay a possible total of 10%. Chair Rhodes indicated there were three questions he would like HR to answer: had any employees expressed a desire to have COLA, to take a survey to see if the employees would see this as a valuable component to be added to the program, and if they would be willing to pay more. Pension Coordinator McWilliams commented there had been a survey which showed quite a few respondents in favor of FRS because of medical and COLA benefits. MOTION: Secretary Hansen made a motion to go with the option of COLA starting 3 years after retirement. During discussion of the motion, Board Member Mangum asked how long the 3% would last. Attorney Jensen explained it would be in effect until the ordinance was changed, and there could be some retirees remaining at the 3% guaranteed cost of living benefit and others at the changed rate. Some plans used CPI, tying the cost of living to that. In other plans, who paid for the COLA depended upon the environment in which a plan was adding that particular benefit they worked it out between the city Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 6 and the employees. There was also a collective bargaining unit in the Village. Attorney Jensen advised the Florida Retirement System COLA was a straight 3% with no employee contributions into the program. Attorney Jensen commented she worked with some retirement accounts where employees did contribute, and the CPI was used; if that was done a specific month would need to be selected. Secretary Hansen repeated his motion. Board Member Gload expressed concern regarding who would bear the cost; with the current down market she would hate to ask the Village Council for more money, but felt the employees would not feel they could afford to pay. Chair Rhodes stated he believed there should be a 3% increase, but felt the participants should be consulted as to whether they would be willing to pay part if not all of it. Secretary Hansen confirmed that on one hand Board Member Gload felt the employees would like this benefit, but on the other hand they would not like to pay for it; Chair Rhodes agreed, commenting the FRS was the key benchmark for this matter. Board Member Gload suggested giving the employees the options presented to the board. Attorney Jensen clarified that anything the Board decided could be changed in the future, but whether or not it applied to everybody or not was a matter of how the language was drafted; for instance, they did not want to make a guarantee to a retiree of a 3% COLA and then take it away in the future. Secretary Hansen recalled he was on the Council when the Village decided to leave FRS and started their own pension fund. It was good for the Village but it had been less good for the employees, and he wanted to do better for the General Employees, and he felt something should be done with the COLA. Board Member Gload wanted to know if the employees would be willing to pay something and if the Council would be willing to pay a portion, and felt more information was needed from the people who would be paying before a decision was made. Chair Rhodes expressed his opinion it would be wise to put together a proposal that the Board wanted to have a 3% COLA, and given the current economic situation a 50/50 split made sense. Pension Coordinator McWilliams reported the Village Manager had said the Board did not have to vote on this; it had been put forth for the Board to investigate, and with the current economic climate the possibility of the Village Council saying no was very strong. Chair Rhodes commented that could also apply to the employees. Ms. McWilliams noted the Council wanted to be sure all benefits in the plan could be provided, and not keep adding benefits that might not be able to be provided in the future. For lack of a second, Secretary Hansen withdrew his motion. Chair Rhodes summarized the Board agreed a COLA was needed; the issue was how and when it was to be implemented, and requested input from the participants for the next meeting and to put the Village Council on notice the Board was recommending a 3% COLA at the appropriate time in the future. Board Member Gload asked for comparisons to other plans to see what COLA and multiplier options were available. Attorney Jensen was requested to put this together for the next meeting if it had not already been done by HR. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 7 MOTION: Secretary Hansen made a motion to table this item to the next meeting, and in the meantime to obtain information from HR on the effect of a cost of living adjustment on attracting and retaining employees, whether the employees were interested, whether the employees would contribute for the benefit, and obtain comparisons with other municipalities for the next meeting, and at that time the Board would reconsider the cost of living adjustment. Board Member Mangum seconded the motion, which carried by unanimous 5-0 vote. Attorney Jensen commented another motion would be needed if the Board wanted to communicate their intent to the Village Council. Consensus was to wait to notify the Council after the information was received. 10. Discussion of frequency of actuarial reports Chair Michael Rhodes commented this had been brought up at the last meeting by Board Member Gload, and previous minutes had shown it was now every two years, and the question was whether it was worth it to have it done every year so there would be more current year to year information to make decisions from. Under the current every other year program, the actuary had to go through and compile and make calculations, which cost roughly $1,700. There would be incremental cost of approximately $3,000 if it were done each year. Secretary Hansen felt every two years was sufficient. Board Member Mangum questioned how many decisions the Board made based on the actuarial report. Chair Rhodes commented if done every year, in a down market the contribution had to be increased and that would be paid sooner than later; however, if the market rebounded, there would be less funding requirement. Board Member Gload recommended every year and many employees would like to see a statement of benefits every year; and she believed the information was worth the cost to have the report each year. Board Member Mayo did not see the necessity of having the report every year. Finance Director Forsythe expressed her opinion that in normal years every other year would be sufficient; however, in this volatile market she would like to see more current figures to be able to answer questions from staff and Council. Also, the figures had to be supplied to the actuary every year, but it only came back every other year. Chair Rhodes noted the SPD was based on information that was two years old, which did not send a very positive message to the participants. Chair Rhodes commented he felt the cost was worth it because the participants needed to become more active and get more interested, and current information would help. Attorney Jensen noted she thought the benefit statement could be provided every year. Secretary Hansen commented after hearing the comments by the Finance Department he would change his motion. MOTION: Secretary Hansen made a motion to have the actuarial report every year. Board Member Gload seconded the motion, which carried by unanimous 5-0. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 8 11. Consideration of approval of the updated Summary Plan Description. (Tabled from August 4, 2008 quarterly meeting) Board Member Gload asked on page one the meaning under Salary of "all tax deferred items of income". Attorney Jensen explained it meant the employee's money that was tax deferred if they paid into this plan, a 457 plan, or a cafeteria type program. Ms. Gload responded she would choose to make the deduction out of her base compensation to send to it. A question had come up about this, and it had been interpreted very differently, and she had found it to be confusing. Attorney Jensen advised she would work with Ms. Gload to come up with clearer language. Chair Rhodes stated this would then be an agenda item for the next meeting. 12. Consideration of approval of incorporation of the mandatory Hart Act provisions into the pension plan and decision on the buy back provision. (Tabled at August 4, 2008 quarterly meeting) Due to the late hour and the Public Safety Board waiting to hold their meeting, this item was skipped. 13. Consideration of filing for an IRS determination letter (Tabled at August 4, 2008 quarterly meeting) MOTION: Board Member Mangum moved to file for an IRS Determination Letter. Secretary Hansen seconded the motion, which carried by unanimous 5-0 vote. 14. Minutes no longer in summary form; synopsis provided Due to the late hour and the Public Safety Board waiting to hold their meeting, this item was skipped. VIII. CONSENT AGENDA MOTION: Board Member Hansen moved approval of the Consent Agenda. Board Member Gload seconded the motion, which carried by unanimous 5-0 vote. Therefore, the following items were approved on the Consent Agenda: 15. Ratification Of Invoices Paid Since Last Quarterly Meeting: • Business Services Connection, Inc. - Office work-weeks ended 10/3 & 10/10/08 $ 254.85 • Business Services Connection, Inc. - Recording and minutes of 8.4.08 meeting $ 288.83 Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 • Hanson, Perry & Jensen, P.A. Legal Fees through 8/15/08 • Gehring Group Annual Premium for Fiduciary Liability Insurance 10/1/08 - 10/1/09 16. Payments To Be Reviewed And Approved: $ 1,308.70 $ 820.41 • Business Services Connection, Inc. - Recording and minutes of 8.4.08 meeting $ 246.35 • Hanson, Perry & Jensen, P.A. Through 10/15/08 $1,469.31 Bogdahn Consulting, LLC $ 1,125.00 • Dana Investment Advisors $ 1,323.33 • Gabriel Roeder Smith & Company $ 2,478.00 Services through 8/15/08: Preparation of 8/15/08 Supplemental Actuarial Valuation Report re: proposed Addition of 3% COLA to pension plan; Attendance at 8/4/08 Board meeting • Village of Tequesta $ 9.15 Reimburse for food for 9/18/08 Special Meeting 17. Approval of new applicants for participation in Pension Plan: Cheryl Foley -Dispatcher -went from part time to full time 9/1/08 John R. Wallace -Public Works Laborer -Hired 10/10/08 18. Approval of withdrawal of contributions: None 19. Statement of Activities 9 END OF CONSENT AGENDA Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 10 IX. BUDGET REPORT 20. Quarterly Budget Report Due to the late hour and the Public Safety Board waiting to hold their meeting, this item was skipped. X. NEW BUSINESS 21. Contract for Betty Laur's services with addendum to authorize Lori McWilliams as Betty's supervisor to be able to sign the check request form to request Betty's checks every two weeks instead of two board members Lori McWilliams, Pension Coordinator, advised this contract needed to be considered today, as well as how to sign the check requests. Ms. McWilliams explained that she was Ms. Laur's supervisor for the Village and signed off on her invoices for her to be paid, and would like that same approval for her invoices for the pension board, so that two board members did not have to come in and sign every time. Board Member Gload asked why she was asked to sign, because she did not verify Ms. Laur's hours, and did not know what she was approving by signing. It was clarified that Ms. McWilliams was verifying the hours. Discussion ensued regarding signing the check requests for other invoices. It was clarified that backup was attached for each one. Board Member Gload asked for a copy of all contracts. Finance Director Forsythe commented all the check requests were for items that had been pre-approved by the Board to be brought back for ratification or would be agenda items that would be approved by the Board. Discussion ensued. Ms. McWilliams asked if the Pension Coordinator's signature on a check request would be sufficient, since it was coming before the Board for approval. Attorney Jensen acknowledged that it would be sufficient if the Board gave authority to Salem Trust that her signature was sufficient. Finance Director Forsythe clarified that was Public Safety Officers' pension; this Board had a checking account at Sun American, and some items were pre-approved by the Board. Attorney Jensen explained any process was all right so long as the Board had approved it. Ms. Laur commented that she placed a copy of the minutes containing the pre-approval by the Board with each item that had been pre-approved to be paid in between meetings. Chair Rhodes felt on the check request form the Pension Coordinator should sign along with one Board Member for all check requests for Ms. Laur and those to which the 45-day factor applied. MOTION: Board Member Mangum moved to authorize Pension Coordinator McWilliams to be one signer on all check requests for invoices for this fund, along with one member of the Board. Board Member Mayo seconded the motion, which carried by unanimous 5-0 vote. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 11 Attorney Jensen advised a contract was submitted for approval for Ms. Laur's administrative services to the Board, mostly in the areas of setting up the meetings, drafting the minutes, contacting service providers, and reviewing invoices submitted for payment. The fee schedule was that she was entitled to salary consistent with her hourly rate from the Village of Tequesta for up to 10 hours per week payable every two weeks. The word "salary" was requested to be changed to "fee". MOTION: Board Member Gload moved to approve the contract with Business Services Connection, Inc. for Betty Laur's services, modified to change "salary" to "fee" in section 2, Fee Schedule. Board Member Mangum seconded the motion, which carried by unanimous 5-0 vote. 22. Discussion and consideration of procedure on whether to allow Pension Board Attorney to directly speak to past employees and residents about pension item matters Due to the late hour and the Public Safety Board waiting to hold their meeting, this item was skipped. 23. Consideration of future budgeting for 2-year renewals for Travelers Fiduciary Liability Policy Due to the late hour and the Public Safety Board waiting to hold their meeting, this item was skipped. 24. Consideration of approval of quote from Fund Balance for Custom Report for Calculation of Pension Benefits for Terminated Employees Senior Accountant Monica Rahim presented a request for approval of payment to Tyler Technologies for software that would provide customized calculations of contribution refunds for terminated employees. The total amount of the software was $525, which would be shared between the General Employees, Firefighters, and Police pension funds. Pension Coordinator McWilliams explained the software was needed particularly when calculating Public Safety Officers' refunds because there were so many variables. It was verified this would be a one-time expense. MOTION: Board Member Carl Hansen made a motion to approve this Board's portion of $525.00 to Tyler Technologies for software to calculate refunds of contributions for terminated employees. Board Member Mangum seconded the motion, which carried by unanimous 5-0 vote. Agenda -General Employees' Pension Trust Fund Board Meeting November 3, 2008 12 25. Discussion and consideration of preferences for signers on check request forms, and checks Due to the late hour and the Public Safety Board waiting to hold their meeting, this item was skipped. 26. Updated Signature Cards needed for Sun American Bank account Pension Coordinator McWilliams advised the board that the new signature cards for Sun American Bank must be signed at today's meeting, and the forms provided by the bank would be passed down for each member's signature. Recording Secretary Laur explained this was just to update the checking account signatures, since there was a new member of the board, Michelle Gload, and Board Member Magnum needed to be added back after being gone for the summer. MOTION: Secretary Hansen made a motion to approve updated signatures of all board members on the forms provided by Sun American Bank for the General Employee Pension Trust Fund checking account no. 00008383. Board Member Deanna Mayo seconded the motion, which carried by unanimous 5-0 vote. XI. ANY OTHER MATTERS Chair Rhodes asked Attorney Jensen about the correspondence she had sent out regarding qualified public depositories. Attorney Jensen advised that she needed to get with the Finance Department about that, but wanted the Board to be aware of it. They needed to make sure Sun American Bank was a qualified public depository and that the proper paperwork had been filed. Senior accountant Rahim confirmed they were a qualified public depository and the proper paperwork had been filed. XI1. COMMUNICATIONS FROM CITIZENS XIII. ADJOURNMENT Secretary Hansen moved to adjourn the meeting; seconded by Board Member Mayo and unanimously carried 5-0. The meeting was therefore adjourned at 10:57 a.m. Respectfully submitted ~~~ Betty Laur Recording Secretary