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HomeMy WebLinkAboutDocumentation_Regular_Tab 08_07/14/2005 TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL BOARD OF TRUSTEES MEETING . MAY 17, 2005 I. CALL TO URDER AND ROLL CALL The Tequesta General Employees' Pension Trust Fund Boazd of Trustees held a special meeting in the Assistant Village Manager's Office in the Administrative Offices of the Village of Tequesta, 250 Tequesta. Drive, Suite 300, Tequesta, Florida, on May 17, 2005. The meeting was called to order at 8:30 a.m. A� roll eall was taken by Betty Laur, Recording Secretary. Boazdmembers in attendance at the meeting were: Chair Jeff Newell, Secretary Tom Paterno, Boardmember Carl Hansen, Boazdmember Bob Gazlo, and Boardmember Carol Lux. Also in attendance were Pension Board Coordinator Gwen Carlisle, and Finance Director Joann Forsythe. II. APPROVAL OF AGENDA MOTION: Boardmember Hansen made a motion to approve the agenda as submitted. Boardmember Paterno seconded the motion, which carried by unanimous 5-0 vote. III. UNFINISHED BUSINESS a) Presentation by Finance Department of their Recommendation for a Custodian Finance Director Forsythe reported A. G. Edwards wanted $1,750 in order to take over as custodian. Salem Trust had agreed to be custodian for $1,500. An e-mail containing a breakdown of the charges was distributed. Ms. Forsythe commented when working with A. G. Edwards, she was not exactly thrilled with A. G. Edwards' responses and how quickly they responded. Salem Trust had sent e-mails during transfer of the Public Safety Officers' Pension Fund's assets telling where the assets were and when trades came through. They had also sent a survival guide, and she was very impressed with them. Ms. Forsythe reported Sa1em Trust was very professional. BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETING MINUTES May i�, 2005 PAGE 2 However, they did not want to pay invoices, but would do it occasionally if asked. They preferred that the pension fund open a bank account and they would wire transfer funds. They didn't want to be a bank. They would charge 1/2 of the annual fee which would be $1,500. {The Public Safeiy O�cers' fund paid $3,000 annually.) This was with the understanding they would have both funds. The $1,500 was a minimum fee as explained in the e-mail. If that was exceeded it would go into extra chazges. Boardmember Paterno noted the boaxd was now paying A. G. Edwazds $300 for doing almost nothing, so it was really $1,200 more and we did not have a custodial relationship with A. G. Edwards. It was noted that Sa1em Trust's statements were very complete. Boardmember Hansen commented this was contingent on having both boards, if they had only one it would have to pay $3,OOQ. Ms. Forsykhe commented the custodian held the assets and actually controlled what was done with assets. Assets could not be liquidated outside the Rockwood account without authorization from this board to the custodian, and right now Rockwood had that ability. The custodian would provide statements—right now Rockwood was creating statements and they were really not set up to do that. Boardmember Hansen asked what the board would receive from the custodian. Ms. Forsythe explained they would provide monthly statements like a bank statement, telling the board what equities they had, what bonds they had, amount of contributions, how much they made in actual sales (capital gains), how much the market had changed (unrealized gains), and the difference in the prior month to that month. Rockwood was not providing that inforxnation, which made it very difficult, and Salem Trust statements were very complete. Ms. Forsythe confirmed there was no conflict between Rockwood and Salem Trust. The Public Safety Officers' fund had already been moved to Salem Trust and there were no problems. Ms. Forsythe commented the agreement stated there would be no invoice payments. They had agreed to do occasional checks if necessary. and would charge between $10-$15 per check. They recommended opening a hank account. Tndependent Bank on the first floor of the building where the Village's administrative offices were located required a$750 minimum balance not to incur checking account charges. The cost for Salem Trust to pay invoices would be about $450, and if the $750 was invested the most it would make would be $112. It would be less expensive to have an Independent Community Bank checking account. b) Consideration of Approval of a Custodian for the General Employees' Pension Fand . Chair Newell commented he liked the idea of being able to have an account at the bank BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETING MINUTES May �7, 2005 PAGE 3 downstairs. Ms. Forsythe explained if a wire transfer order was in to the bank by I 1 a.m. the money would be received the same day. Boazdmember Paterno recommended since there would be charges for wire transfers that the board make a policy to pay bills no more than once a month. Chair Newell asked what about paying quarterly. Boardmember Paterno responded, whatever Ms. Forsythe thought was appropriate. Discussion ensued. Consensus was to pay bills only quarterly and to keep $1,000 in the account to cover the $750 minimum and any incidentals. Boazdmember Hansen asked if the Village had accounts at this bank. Ms. Forsythe indicated the Village's accounts were at Bank of America. Ms. Lux suggested contacting Bank of America to see if they would give a good deal based on the Village's other business. Ms. Forsythe commented in general their fees were very high, and recommended starting with Independent Community Bank so that the money would be somewhere to pay bills, and then checking to see what Bank of America might offer. MOTION Boardmember Paterno made a motion to use Salem Trust Company as custodian and to establish a checking account at Independent Community Bank in the amonnt of $1,000. Boardmember Hansen seconded the motion, which carried by unanimous 5-0 vote. IV. ANY OTHER MATTERS Pension Board Coordinator Carlisle reported Bogdahn Consulting had sent a copy of the investment policy approved at the last meeting, but it was unsigned, so she did not know if he sent a signed or unsigned copy to the State. Ms. Carlisle asked if Chair Newell had signed a copy, to which he responded he may have at the last meeting. Ms. Carlisle advised she would check on this with Attorney Jensen. Boardmember Hansen commented he had asked Joe Bogdahn some time ago to change his presentation—instead of giving a presentation of numbers, from time to time to give the board an overview of Rockwood and tell how this fund was doing compared to other funds he oversees. That had not been done so far. Mr. Hansen stated he would like Mr Bogdahn to speak right out and say, in my viewpoint I see this and this happening out there, and this is the way your account is being handled by Rockwood. He had said he would. do this, but had not done it so far. Boardmember Paterno commented Mr. Bogdahn so far had led the fund in the right direction for investments and had done a good job; however, as far as an administrator Mr. Paterno had little confidence in him. Mr. Paterno BOARD OF TRUSTEES TEQUESTA GENERAi. EMPLQYEES' PENSION TRUST FUND SPECIAL MEETING MINUTES May i�, 2005 PAGE 4 stated that was his opinion, and that Mr. Bogdahn had done a great job as far as investments. Chair Newell commented the board could replace Mr. Bogdahn if they became uncomfortable with him. Mr. Hansen commented he was impressed that Mr. Bogdahn came to the meetings, traveling for hours to get to a 9 a.m. meeting, even though he probably had a lot of irons in the fire. Ms. Carlisle clazified that for the first year of his contract meetings were free, but the contract was now over the one-yeaz mazk so for any extra meetings he would be charging quarterly. Mr. Paterno sta.ted, to give IVIr. Bogdahn credit, he had made no money on this fund to this point, and hopefully when he started making money he might be better about helping with administrative things. XI. COMMUNICATIONS FROM CITIZENS There were no communications from citizens. XiI. AD34URNMENT Boardmember Garlo made a motion to adjourn, seconded by Boardmember Paterno, and unanimously approved. Therefore, the meeting was adjourned at 8:50 a.m. Respectfully submitted, � Betty Laur Recording Secretary