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HomeMy WebLinkAboutDocumentation_Pension Public Safety_Tab 03_05/21/2002~ C~~ T'';~+~,'t f:'f'Sc~, hux 3'°;:~ 25i~ ~va~aa~;jJta ~r~ve; S~aiie 3~t;= d ~:5j3.aC:.`_i:a, ~,illt'tt~.il ~.~-it'741~'t)~7 + i'e0Ti1? .J a~;.1"(iv?~t} ~. ~A~JL H ~ lJ le Y\ Al, dl H~0.0 A.d~ ~A~dN..I "The Tequesta Public Safety Officers' Pension Trust Fund Board of Trustees held a regular meeting at the Village 1Vianager's Office, 250 Tequesta Drive, Suite 300, Tequesta, Florida, on 'Thursday, February 21, 2002. The meeting was called to order at 10:22 a.rn. .~ roll call was taken by Betty Laur, Recording Secretary. Boardn~embers in attendance were Chair James ~'einand, Secretary of the Board Michael R. Couzzo, Jr., and Boardmember Mark Minus. Vice Chair Geraldine Genco was absent from the meeting. Also in attendance were Finance Director JoAnn Forsythe, Project Accs~untant Dars Gallagher, Human Resources Coordinator Kim Bodinizzo, and I°aiorthstar Capital 1~lanagement representative Petar V. Van Beuren. 1-T. APPROVAL OF A+G~le1DA IyIOTI01`1: Secretary lyIichael R. Couzzo, Jr. made a motion to approve the agenda as amended with Chair yi'einand~s request to add under Any Other Matters dissuasion of the annual report, supplemental funds, and a fifth member of the Board, Boardmember Nlie9tus seconded the motion, which carried by unanimous 3-0 vote. Tom. APPROVAT. OF MIl~1iTTE5 A) Tequesta Public Safety Officers' Pension 'T'rust Fund Board of'I'rustees Meetarag IdTinutes of January 24, 2002 ~1r. Van Beuren noted that his name on pages ~ and 7 of the minutes needed to be changed since lie had not attended thy, meeting. a~~.v~t,,,~a {part: I30 ®F TRLTS°TEES `I'P~UESTA YI7BI.,IC S~'ETSc' O~'YICERS~ PPN~I~l~ 'I°RI.JST FUl~TI~ 1MIEPTI1~Ii IYIIi~IJ'I'Y.S F~br~~a°~ ~~9 ~~t~~ PP ~ Idlt)TIaN: l~oardmember 1dlintus made a motion to approve the minutes of the Tequesta Public Safety ~ffrcers' Pension Trust Fund Roard of Trustees ~Ieseting of January 2~t, 2002, as amended. Secretary Couzzo seconded the motion, ~hith carried by unanimous 3-0 vote. I~', ITl~~'I~VIS~IFD BLTSil`TIF~SS A) Report comparing Florida Retirement Pension to the Public Safety (~flaccrs Pension Trust Fund. Human Resources Coordinator Kim Bodinizzo reported that at the last meeting Vice Chan- Genco had requested a comparison between the components of the Public Safety officers' Pension versus the Florida Retirement System. At that meeting, Stephen Palmquist had presented a financial impact report of the cost to change vesting from 10 to 6 years, and one of the main concerns had been the cost of living allowances. Chair W einand commented that the original intent of the plan had been to follow the Florida Retirement System; however, the Village's plan had slipped over the years and no~,v it was desired to bring it back up to the Florida Retirement System, but nothing could be done by the Village Council until an actuarial impact statement had been authorized. Mr. Palmquist had provided that impact statement fora 6-year vesting term, but had not considered the other descrepancies. Ms. Bodinizzo reported she had spoken to Mr. Palmquist regarding the cost to provide a statement on each descrepancy, and he had indicated the cost for the first one which had already been done would be between $1,200 and $1,500, and each additional one would cost $300- $400. It was estimated total cost would be approximately $2,000. It was noted that the descrepancies were (1) vesting period, which had already been done, (2) C®I,A, (3) health insurance subsidy and the 1JR®P program. lids. Bodinizzo commented that upon termination of employment the Village gave the employee theii° contribution but paid no interest, and according to Attorney 1NIcCracken the Board could pay interest according to the existing ordinance. MOTIpN: Chair i%Veinand passed the gavel and made a motion to authorize 1d1<r. Palmquist to do an actuarial impact study on the diB"ercnces in C®LA, health insurance subsidy and the drop program, Secretary +Couzzo seconded tlae motion, which tarried b~~ unanimous 3-0 vote. ~D~~ dDF TI~USTEFS TE~QUE,STA PU~I~IC S~F~;TY OFFICERS' PFNSI®N TRUST FUND 1VIEETING MINE~°ES Febr~a~ gig, 2~~fl2 PACE 3 B~ Report of plan participants as of beginning of current year. 1-lurnan l~esourcos Coordinator Kim Bodinizzo reported that this information had been provided in the packets. C~ Consideration of selection of custodial bank- Bank of America or Salem Trusts Project Accountant lean Gallagher reported he had received information from Salem Trust but not yet from Bank of America, and the cost from Salem Trust would be a minimum of $3,000 annually. This would be in lieu of the current account with Prudential. 1`/Ir. Gallagher reported that this company was one of the largest in the state that did this type of work. Mr. Gallagher explained that he had talked to a representative from Prudential to get the brokerage fees, and had learned that most brokers charged I S cents per share if under 1,000 shares; 10 cents per share if over 1,000 shares, with a $55 minimum charge. Peter Van Beuren commented that when the fund started the portfolio was approximately $750,000 and the Board at that time had asked his company for suggestions for custodial services. The Board had decided not to spend the extra money for bank custodial fees and because Prudential had been located close by, they had been selected. Mr. Van Beuren noted that his company worked with other bank custodial groups who provide full services-Citibank and Bank of I'~Tew fork in Florida-and he could get their custodial rates for the Board. Mr. Van Beuren explained that with their custodial services the brokerage fees would be institutional rates, which were close to 5 cents a share. Ms. Forsythe inquired whether some of the banks would also do administration, to which Mr. Van Beuren responded that they might, but that would be a different charge. Consensus of the Board was to table this item to the next meeting when all members were present. I)) Investment Policy Review Chair Weinand indicated he had provided the information which had been in the packets-the current investment policy and the Florida State Statute. Consensus of the Board was to table this item to the next meeting when all members were present. E) Cash Fiow Report for Prior's ear iVlr. Gallagher reviewed the cash flow report for calendar year 2001 and reported that the figures tied into the Prudential statement. Chair Weinand questioned why funds had not been added for January and April since the paycheck deductions had been EOARO ®~' 'T'RUSTEES TEQUESTA PUSi.IC SAFETY' OFFIEERSs PEl~TSIO~T TRUST EUl®TO 1VIEETIN~ 1VIINUTES F~lbruar~ 2g, 2®~2 I~AOE ~ made. Mr. Gallagher reported that the Finance Department had uncovered a lot of things that had not been done previously, and proaided a handout showing several items that were discovered, including such items as payments not made on a timely basis, funds not sent to Prudential, etc. NIr. Gallagher reported that now he was looking at each employee to determine if the proper amounts had been attributed. Ms. Forsythe explained that payroll records for each employee had not been kept properly in the past which would have told where portions of their checks had gone, and this had been discovered because taxes had not been paid over periods of time, and the tax records were not in existence. Ms. Forsythe reported that payroll records had not been fully kept, and that Mr. Gallagher had gone back to 1993 and was working forward to find descrepancies and trying to determine if the Village owed people money or if they owed the Village money, Ms. Forsythe reported that in some cases money for payroll taxes was not paid to the IR$ but was taken out of the paychecks. 1VIr. Gallagher explained that in a number of cases different amounts were shown as taken from salary and he had used the higher amount to be on the safe side. I~i1s. Forsythe commented that the general fund had paid for payout of some employees, which had never been paid back to that fund because it was never recorded, and there had been no continuity or consistency of how things were done so that it was taking an enormous amount of hours to straighten out the pension funds. Mr. Gallagher commented that he was trying to determine what was paid and what was not paid to the federal government and that nothing was ever paid to the 1R.S. 1099R's had not been issued, and the previous auditors had not picked that up. Mr. Gallagher gave an example of one employee who should have received $7,707 and received $7,058. Mr. Gallagher commented if a previous employee had been overpaid that his recommendation would be to forget it and if underpaid they should be paid, but that first a complete picture needed to be determined. Ms. Forsythe commented that if overpaid probably the general fund would have to provide reimbursement ifthe funds could not be obtained back from the individual, but that the attorney should advise on this matter. Chair Weinand asked hotiv comfortable the Finance Department was with the numbers they were reaching in their investigation. Mr. Gallagher responded that for prior years he had no idea, and that he and Chair Weinand had sad down and gone through his pension account and straightened it out. Chair Weinand commented that the 13oard had an obligation to the employees and needed to provide the tools to clear up the descrepancies. Chair `Weinand asked if independent auditors needed to be hired. NIs. Forsyther indicated that the Village had new auditors coming in and she could find out the addi±ional amount thwy would charge, and noted that this had held up their audit. N1r. Gallagher expressed his opinion that in-house staff was capable of doing the work acrd that the auditors could review their work. Chair EOAI~ QF `I'IZI.t~TEE~ TE(~UE~T.A EUBI~II/ S~EET~-'t)EII:'E ' PEi\1~I~~1 TI~U~T I+'UNI) 1d~EETIN~ 1VIINUTES February ~~, 2~t~2 F~IiE ~ ®_v_______a_®_____~____~_________A__________o___s_______________s__~__________mm_ Weinand recommended that this item be braught back to the next meeting to see the progress since this meeting, and to make a decision at the next meeting, and to be sure controls were in place so this would not happen again. Mr. Gallagher explained that as he identi#ied a problem, controls were put into place, and because sa many errors had been found in submitting funds to Prudential he recommended in-house control with the Village writing checks on the investment funds for payouts. Ms. Forsythe advised that payroll had never been fully set up and that was now in process, so in the future one could go back to those records. Mr. Gallagher commented corrective action had been taken by a previous Finance Department employee who started processing the payments to Prudential immediately after payroll and that procedure was now being done. Ms. Forsythe explained that a new payroll person had realized that the software had never been fully set up for payroll and now it was being determned when people started and their average pay during a period in order to do projections of where. people should be. Mr. Gallagher had found that starting in 1993-94 records did not agree, and Mr. Palmquist's records only showed what the Village had sent to him. Mr. Gallagher explained that his figures did not agree with Mr. Palmquist's figures from the last actuarial report, so the individual letters had not been sent out to the employees. Other missing records included W-2 forms. Discussion ensued. Ms. Forsythe commented there had been no formal written procedures in the past and that procedures had now been set up; that she had been told the software did not work but had found it was because the information had not been put into the system, and it appeared that a lot of things had been done outside the system such as 1099 forms that were typed and checks that were hand written. Mr. Gallagher commented that all the controls were now in place and things were operating properly, but it had taken a lot of time to get to this point. IVir. Gallagher commented that what was not yet finished with determination of what each individual had in the pension plan and if employer contributions had been made, and when that was determined the figures could be sent to Mr. Palmquist for an actuarial report. Finance Director Forsythe commented she did not think the plan would be affected; however, Mr. Palmquist could provide that information. Boardmember Mintus questioned how long it would take to finish straightening everything out, to wr~ich Mr. Gallagher responded approximately two weeks of full-time work, but the audit would interrupt that. Ms. Forsythe commented this work would continue a5 tirne would allow after daily work was finished. Chair Weinand recommended the Board give the Finance Department more time and asked that they report back on the status at the Welt meeting, Chair Weinand noted that distributions should match what the Board approved at their meetings so that as time went on that would provide a method for tracking. Mr. Gallagher corru~nented that distributions on his report were B~9 OF Tl~LST~'FES 'T°EQUES`TA PUBLIC SAFE'I'3~ ®FFICERS9 PEIVSIU:~ TRUS'T' FUI~II) I~IFETIl~~ MIl\TUTES F~~I°i1~I y 21, 2002 PA~iI' as of when they appeared on Prudential's statement and not when they were approved by the Board. Chair'JUeinand commented the pension plan had lost money last year. Mr. Van Beuren noted that 2001 had been for worst year in the stock market for ten years. Chair Weinand cautioned that care must be taken with the actuarial report figures just received because -that report was based an 8°~o and the fund did not get 8°/®. The Finance Department was requested to provide a progress report at the next meeting. V, STANDING P~flRTS A) Approval of Nevv Applicants for Participation in Pensio~i Plan (February 20(T2)a 1) James C. Mooney Date of Hire 2/11/02 (Fire Department) MOTION: Secretary Couzzo made a motion to approve new applicant ,Tames C. l~iooney for participation in the Pension Plan, Boardmember 11~Iintus seconded the motion, which carried by unanimous 3-0 vote. B) Approval of Beneficiary Changes Plan (February 2002) 1) None C) Request for ~dithdrawal of Contributions (employees terminating employment with Village of 'I'equesta Plan (February 2000: 1) Steven Alan Lemons Termination date 1/28/02 $1,OF2.~2 MOTION: Secretary Couzzo made a motion to approve payout of contributions to Steven Alan Lemons in the amount of 51,082.32. Boardmember 1Vlintus seconded the motion, which carried by unanimous 3-0 vote. Il) Request for Ratification of Withdrawals of Contributions made since the last meeting on 2 signature basis: 1) i~one I3t) tDF 'I'RUS~°EES TEQUE~'I'A PUBLIC ~AFET~' ®FFI~ERS' FEN~I®1mT TRUST FUl~T~ MEETIIR+TT~ MIl'+TUTES F~~a`il~ 21j ~®O~ PAGE ~ E~ ~:aslr Flow SclBedule ~°he cash flow schedule for the current period was included in the packets. ~'Is FINAI~TCIAL REPORTS Aj Prudential Securities, Inc., Custodial broker, Income and Distributions F°YE 9130101 and Account Statements October 200I -January 2002 Project Accountant Dan Gallagher noted that a copy of the statements had been provided in the packets. I3) Northstar Capital Management Investment Manager's Report (as of January 31, 2002) Peter V. Van Beuren, representative ofNorthstar Capital Management, reviewed the report, beginning with section 3. Mr. Van Beuren noted there had been no changes in the objectives, that this report was through the end of January, 2002, and that an allocation of 60/40 was permitted. Northstar had been eliminating investments in certain areas of the economy, such as energy, materials, telecommunications, and utilities, and he hoped that these decisions would allow them to out-perform the S&P 500. Mr. Van Beuren reported the bond portion of the account had had better performance than Merrill Lynch. A breakdown of the characteristics of common stocks in the account as of January 31 was provided and showed significantly better than the index. Page 3-5 showed performance for 12 months, and as the year progressed would show prior 12 months, year-to-date, and since inception. Mr. Van Beuren reported in the early years of the fund there had been strong growth, Mr. Van Beuren reported their firm compared favorably within the index which showed their performance against their peers. Mr. Van Beuren reported he did not know l~~ir. Gallagher was preparing a cash flow report for 2001 and he had also done so, and that Mr. Gallagher could compare the two. IVIr. Van Beuren reported that section 4 showed that interest rates had stayed close to even in January. Mr, Van Beuren commented there had been shocks to the economy and Federal JZeserve had dropped rates 11 times before Septemer 11 and 4 times after that, and now the Enron and Arthur Anderson accounting situations would have far-reaching implications. Mr. Van Beuren reported the market had made a good recovery during October and now ~~j"fAi1~ ~~i TlI~J TY~Fit~ T`EQLJ~ST~i Pi~IJIC SAF~TI' IJFFI+CER.~' F~l~~I~l'roi TRH;T FI~~~ l~iEETINI~ 1l~Il~ I.T`I'E~ F~~~~~~ ~~~ ~~~~ ~~C~~ these were very positive signs of recovery of the economy, driven by tl~e consumer, however, the stock market was not responding. Ivlr. Van Beuren repoY-ted this January had not been a g~JOd month and where were areas of the ecor~orny that woralaJ set the stage for both an improved ecornonic market ar~d an improved stock market. Companies were beginning to see signs of better order rates in the future and the seeds ~ver~e there for an improved equity market, but were tied veA-y much to how cornpar~ies were seeing their order rates. ~~-. Van Beuren reported that for now the econ~,my yvas improving, but the stock market needed to catc9-Y up to it. 11~s. Farsythe inq?~ired whether changes in Sl/C reporting requirements would a#Feet the stock market, to which Mr. Van Beuren responded it would have a positive effect. Ms. Farsythe expressed concern that if accountants had to show losses on balance sheets whether the average investor would get out of the market because they felt losses had been hidden in the past. Mr. Van Beuren gave an example using IB~rS, commented that the current situation with Arthur Anderson had raised questions about what other accounting firms had done, and that it would take awhile for corporate America to show better earnings. VII. PA~'MF111TS T~ BE I~~TE''~3~'ED A~NI) ~1P~lt!l~~'~I) MflTI®N> Baardmember Mintus Heads a motion to approve the f9iiozvireg payments; Jones, Foster, Johnston & Stubbs 52,45.00, Nortirstar ~'apitai Iaerageereent 53,538.00, Business Services Connection $112.88 for January seed 51$8.1.3 for l~laverreber 2001 recording services. Motion zvas seconded by Secretary +C;ou~~o and unareimousiy approved by 3-0 vote. Chair Weinand requested more breakdown of the attorney's invoices in the mature. VIII. 1`~E~I BIJSIl'TESS ~~ +Consideration of establishing a consistent date and tiaras fair meetings of this Board of the third Thursday of the neonth for each quarter hegierning May i6, flugust 1~, ared 1~Iavemher 21, 21302 and th~r°eafter. consensus ofthe Board was to table this item unril the ne~yt m,yetinn wh:,n all netnbers of the Board were present to provide their schLdules. The date of I30ARD OF 'TRUSTEES TEQUESTA PUBLIC SAFE'TY' OFFICERS' PENSION TRUST FUND MEETINIs MINUTES F~b~u~~ ~~, 2®~2 P~+OE 9 May 16 was tentatively set for the next meeting depending on everyone's schedule. B) Discussion of hiring Joan 6Vall as Pensi~an Plan Administrator 1-Iuman Resources Coordinator Kim Bodinizzo reported that at previous meetings there had been discussion concerning who was the plan administrator, and it had beery determined it was either Mr. Gallagher or Ms Forsythe. Vice Chair Genca had commented there should be an outside administrator and Mr. Palmquist ha.d recommended Joan Wall, whose resume was provided in the packets. Ms. Bodini~zo noted Ms. Wall had a lot of experience working with pension plans and could provide all aspects of accounting and clerical functions. Ms. Wall had indicated she would be willing to do the work for this pension plan if hired. Consensus was to defer this item to the next meeting. C~ C®nsideration of Resumes for Legal Caunsel Chair Weinand reported that two resumes had been provided in the packets and that the third firm of Sugarman had not been interested. Consensus afthe Board was to defer this item to the next meeting I~~ A'~'-Y (JTII~R MATT~I2S Chair Weinand commented he had asked for a cagy of the annual report to be given to all boardmembers. Mr. Gallagher indicated he would provide the copies. Chair Weinand indicated that Vice Chair Genco had asked for ideas to utilize the additional supplemental funds. No further ideas were presented. Chair ~1/einand reported he had been contacted by John dint, who was interested in becoming a member of the board, but suggested waiting to make an appointment when all members of the Board were present. ~a CGMMIJPTICATIG1v1S FR~Ol~i CITIZEi+1S There Mere na communications from citizens. BOARD OF TRUSTEES TE~UESTA PUBLIC SAEEPI OPPICEILS' PEI~TSI01~ TRUST' FU~TI~ 1VIEETIl\TIi 1VIIl°eTUTES E~~~'t~~r~r 219 2®~~ PAOP~ 1t~ ~~, !~BJ~~1ME?~T M®'TION: Secretary Cou~~o made a motion to adjourn the meeting. Boardmember Mintus seconded the motion which carried by unaraimous34~-0 vote. ~'he motion was the~-e~'ore passed and adopted, a~~d the meeting was adjourned at 1~:3~d a.nfl, Respectfully sulba~i#ted, z'i -~ , l~'-y~..~..-C`.:i.~ _ ~. Vii... ~ ~,.:'1... r' Betty Laur Recording Secretary I~I~T~, ~I'~R~~~~T~: