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HomeMy WebLinkAboutDocumentation_Regular_Tab 12_06/09/2005 TEQUESTA GENERAL EMPLOYEES' PENSIQN , ; TRUST FUND � SPECIAL BOARD QF TRUSTEES MEETING ° MAR�H 14, 2045 I. CALL TO ORDER AND ROLL CALL The Tequesta General Ernployees' Pension Trust Fund Board af Trustees held a Special meeting in the Emergency Operations Center (EOC) of the Tequesta Public Safety Facility, 357 Tequesta Drive, Tequesta, F�flrida, on March 14, 2U05. The meeting was called to ardar at 10:34 a.m. A roll eall was taken by Betty Laur, Recording 5ecretary. Boardmernbers in attendance at the meeting were: Chair Jeff Newell, Secretary Tom Paterno, and Boardmember Bob Garlo. Boardmember Cazl Hansen was absent from the meeting. Also in attendance were Pension Coordinator Gwen Carlisle, Finance I7sp,artment Repres�ntative Patrice Maqueda, Attorney Bonni Jsnsen, and Monitaring Representative Joe Bogdahn. II. APPROVAL OF AGENDA MOTION: Boardmember Garlo made a motion to approve the agenda as submitted. Boardmember Paterno seconded the motion, which carried by unan�mous 3-0 vote. II�. UNFIIVISHED BUSINESS a) Conference Ca[I Discussion with Investment Manager Rockwood Capital Advisors (Tbis item had been on the previous agenda but Rockwood representatives had not been avaiIable ta speak with the Board.) Joe Bogdahn regorted he had received a copy of statements from Rockwood with Tequesta's name on it and asked if those statements met the needs of the Finance Department, indicating that if the statements were satisfactory it might not be necessary to place a conference ca11 to Rockwood. Pension Coardinator Cazlisle asked if a motion were taken on this item how item V(b) could be handled since that BOARD OF TRUSTEES TEQtJESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETIlVG MINUTES March 14, 2005 PAGE 2 was alternatives. Mr. Bogdahn responded if the statements were satisfactory then V(b) would be moot, and he felt instead of that discussion under V(b} it shoutd be handled under item III(c), which was potential alternatives to the commingl�d fiind, and based on that discussion three firms would be selected for presentations, sa that one fum would not have an advantage over another. Mr. Bogdahn indicated he would discuss item III(b} first �eview of Rockwood commingled fund— since that needed review before a possible conference ca1L Mr. Bogdahn explained that the Finance Department had been concerned because there was no statement from A. G. Edwards. Rockwood's suggestion was to set up a separate a�ccount at A. G. Edwards that would have a statement, however the main commin,gled account statement would stili come from Rockwood. Boazdmember Patercto commented that still did not alleviate the accounting problem because units were not listed, so a separate custodiaa was the issue. Mr. Bogdahn agreed that was a question to ask Rockwood if A. G. Edwards co�uld list unit values on their statement as well. Mr. Paterno commented realistically if possible it would be best to have a separate account with Salem and just work that into the numbers. Mr. Bogdahn explained.Rockwood would not do that beeause this fund's assets were below their threshold for doing that. Ms. Maqueda explained the Finance Department's position, stating that she had not been able to reconcile the investrnent statements with the Villa�ge accounting since November 30 an.d laoking at these statements she was not seeing the lsi-monthly contributions, which Mr. Bogdahn indicated should be on the A. G. Edwards staiement. She needed to see where the money was coming in before it was sent for investment. In addition, she would like to see some kind of breakout of dividends and interest. Mr. Bogdahn advised that would be reinvested and calculated back into the uait value each month. Discussion ensued. Mr. Paterno commented the only pl� interest would be shown would be on the statement from A. G. Edwazds for any maney the boazd decided to keep in a separate fund, and they would have to change their statement to show changes in interest and in unit shares. Mr. Bogdahn noted in this case there had been no activity. Ms. Maqueda stated the statements were not adequate as presented--�hat she neaded to see what it would rea11y look like, and two contributions made in January had not been added. Mr. Bogdahn noted the Rockwood sta.tement should show beginning units, purchases, sales, and an end.ing uait value. Mr. Paterno commented what Finance would like tv see was tb.e A. G. Edwards statement shaw unit sha�res and what . percentage of the total this fund had and Rockwood's sta:tement would be backup. i Mr. Bogdahn asked if the Board wished to make the conference ca11. BOARD OF TR,USTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETING Nt�NUT'ES March 14, 2005 PAGE 3 i Boardmember Gazlo advised that Finance Director Forsythe had raised the issue of � ; tack of a comfort factor with not having a relationship with A. G. Edwards and the Village--she felt there was no connecrion between the �illage and the eustodian. Mr. Bogdahn responded the Village would have an account with their name on it at A. G. Edwards but there would be a$300 fee to maintain that separate account. Ms. Maqueda commented the whole custodial relatianship was a concern to the Finance Director because the Village's relationslup was not with A. G. Edwards, and thaz was still valid. Discussion ensued. Ms. Maqueda commented that the �wa.y Wachovia did the statements was fiae, but here the Village was losing control. Mr. Bogdahn advised the Village could still write checks and explained how that could worlc, and the question was whether A, G. Edwards coutd issue a checkbook. Ms. Maqueda clarified th�at if there was a disbursement out she woutd like to write a check to do that. Chair Newell commented the discussion was about the assets being reflected on Rockwood's statement, and asked Mr. Bogdahn to call the Rockwood representative. Chaix Newell stated he wanted a comfort level with Finance and asked Ms. Maqueda if the assets were shown on the A. G. Edwards sta.tement and a checkbook issued if that would be enough. Ms. Maqueda responded she needed to be able to tra�ce money a11 the way through and if there were an actual checkboak for the first fund, and iEshe could see those checks clearin.g on tbe statement, that would be fine. Then there was the issue of in order to pay for those checks funds might need to be moved &om the investment account into a money market account, and she presumed the dual signature control would still be retained. Mr. Bogdahn recapped the questions to be asked during the call to Rockwood: Can we add the share values on the A. G. Edwards cash staiement, can A. G. Edwards issue a check book, and what is the process to transfer money from the cammingled account to the cash account and then back. Boardmember Paterno comm�nted if the answer to all of those questions was yes, then the Rockwood statement would need to show every month the money that came in &om A. G. Edwards, any disbursements out to A. G. Edwazds, and any unit changes based on their costs for that month, noting that wnless something was purchased or sold, the unit prices would not change. Mr. Bogdahn placed a call to Andy Holtgrieve at Rockwood and placed the call on speaker phone. Mr. Bogdahn asked if on the statement that A. G. Edwards could send to the boazd that said Rockwood Capital Advisors and shawed the cash account for Tequesta if A. G. Edwards had the ability to take the auditors' unit value numbers and � z f BOARD OF TRUSTEES ; TEQUESTA GENERAL EMPL4YEES' PEN�ION TRUST FUND SPECIAL MEETING MINUTES March 14, 2005 PAGE 4 place that on the statement as an asset �or example on the portfolio allocation it listed cash and equivalents being I QO'�o and coutd they shaw "X" number of units at share value in the stock fund and in the bond fund. Mr. Holtgrieve responded he did not know but would betieve so, and would find out, and that the unit value work was being done by an outside accounting firm who supplied that information to Rockwaod. Mr. Bogdahn asked him to find out if that information could also be supplied to Tamela Martin at A. G. Edwards and if so, if she cauld put that information on the A. G. Edwards statement. Mr. HoltgMeve agzeed to find out. The aext question Mr. Bogdahn asked if A. G. Edwards Trust could issue a checkbook on the s�count so disbursements could actually be ha�adled by the Village. The final question was what was the process #o transfer funds to and from the cash aecount to the commingled account. Mr. Holtgrieve indieated that would be thmugh direct communication with Tamela Martin, and that he would �et the answer� to the other two questions and catl back. Chair Newell asked Ms. Maqueda if the answers to the questions were a.tl yes, what was the positio�n of the Finance Department. Ms. Maqueda responded the Finance Deparlment wanted to be able to trace every dollaz in and out, and the Finance Director's concern was that Rockwood could be taking the same $500,004 and using it for everyone's statement that was why the number of units and unit vatues n� to be shown. If A. G. Edwards was willing to state the number of units and the percentage owned by the Village, then they would be on the hook. Boazdmember Paterno commented they might not be able to do it. Chair Newell aslced if the answer to these questions was no, wha.t direction did the board want to go. Boardmember Paterno asked the threshold for Rockwood to manage individual accounts, to which Mr. Bogdahn responded it was $1 million on the bond side, and Pablic Safety was going with Rockwood individually managed with a separa.tely hired custodian. I?iscussion ensued. Mr. Bogdahn explained that the problem with this board going with any individually mauaged account was diversification on the bond side because this fund did not meet the minimum. Boazdmember Paterno expressed concern that the extra fee was going to reduce returns. Ms. Maqueda commented she wanted her name on her bank statement—the problem here was nothing was clear cut that said what A. G. Edwards had. During discussion, it was clarified that A. G. Edwazds had a minimum fee for a custodial - relationship of $1,750.00. Attorney Zensen advised that if this did not work the board � might enter into a custodial relationship with A. G. Edwards—there would be a cost of $1,700.00, but the accounting problem might be resolved. Ms. Maqueda Bo.A.x� oF •rR.us�Es TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETIl�TG MIl�TUT'ES March 14, 2005 PAGE 5 � � � � commented the charge for a sub-account was only $300.00, but there was no direct � relationship. Boardmember Garlo asked if this fund could be put with the Public Safety fund so there coutd be an individually rnanaged account, to whiah Mr. Bogdahn responded that could not be done. Boardmember Paterno discussed negotiating with Rockwood to get the basis points for bonds reduced, forcing ° Ruckwood back to the original agr�ment to say if they wanted the work then this was what must be done, and would this be m�re advantageous as far as returns. Boardmember Paterno pointed out that the sub-account cost $300, and for �1,400 more there couid be a custodial relationsbip with A. G. Edwards which would provide what the Finance Department wanted. Attomey Jensen commented A. G. Edwards would get mon�y for work they were already doing but the Finatice Department would be provided with information they needed, plus possibly a checking account. Ms. Maqueda expressed her opinion that an actual checkbook shouid not be a deal breaker as long as there was an understanding she was not responsible for transaGtions she was not aware of and there were controls in place, but a checkbook would be easier. Mr. Bogdahn confirmed that $1,750.00 was an annual fee that did not include trades, just information. Chair Newell requested going on to agenda item III(d) while waiting for the phone call to be returned. (d) Review of Monitor's Quarterly Report dated December 2004 Mr. Bogdahn reviewed the report, which was based on Northstar. �ver the past year the fund ha.d earned 7.56% after fees, and the indexes had earned 7.62%. For the most recent quarter the fund was up 5.54%; th� indexes were up 5.74%. Mr. Bogdahn presented comparisons with prior quarters and with peers, and explained at breakout point the fund was up 2.56% on the bond side. On the equity piece Northstar beat the index by 2.94%. Other information was reviewed. The Board had no questions. MOTION: Boardmember Paterno made a motion to accept the Monitor's quarterty report dated December 2004 as presente+d. Boardmember Garlo seconded the motion, which carried by unanimous 3-0 vote. V. NEW BUSINESS � BOARD OF TRUSTEES TEQUESTA GENEI�AL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETING MII�TUTES March 14, 2005 PAGE 6 a) Accept Resignation of Board Member Greg Corbitt o lV TION= Boardmember Paterno made a motion to accept the resignation of Greg Corbitt as a member of the Board. Boardmember Garlo secoaded the wotion, which carried by unanimous 3A vote. Attorney Jensen advised that the process to elect a new member needed to be instituted.. MQ� Boardmember P�terna made a motion to begin the balloting process to elect a new member to t6e General Employees' Pension Trust Fund to replace Greg Corbitt. Boardmember Garlo seconded the motion, which carried by unanimous 3-0 vote. b) Discussion of Information Received from Nationwide Boazdmember Patemo asked if this item should be tabled until the answers to the questians were received from Rockwood. Mr. �ogdahn advised that he had prepared altematives including Nationwide, which was agenda item III (c). Mr. Bogdahn was requested to make his presenta:tion. TII. c) Review of potential Alternatives to Commingled Fund Mx. Bogdahn provided a handout, and comment�d that this discussion pertained only ta the equity piece of the portfolio. Mr. Bogdahn explained the only real viable options were Riverplace I, Nationwide, and Rockwood. The three were compared as to correlation, alpha, beta, R-squared, traynor, batting average, and informarion ratio. Mr. Bogdahn reviewed each and commented that so faz Riverplace showed more risk, Nationwide a little Iess risk, and Rockwood the least risk. Mr. Bogdahn reviewed violitility, risk of total market,.reYu�rns, standard deviation, Sharpe ratio, negative quarters, worst quartex, and worst four quarters. Over the past one quarter as well as year-to-date, all outp�brmed the index, and over three years Nationwide and Riverplace were simil� when fees �+�re included. Peter Lucia cammented this information had �ieen providect for illustrative purposes and actual allocation could be different as faz as s�tall cap, lazge cap, etc. Mr. Lucia clarified that Nationwide did not determine on an active � � Bo.�xv oF �xus�Es TEQUESTA GENER�L EMPLOYEES' PENSI4N TRUST FUND SPECLAL MEE'TING MYNrtJTES March 14, 2005 PAGE ? basis whether to underweight or overweight the small cap area and it was a matter of imptementing a plan in the beginning when the 6Q/40 allocation was set and sticking to it. Wilshire had nothing to do with the asset allocation--Nationwide would come to the boazd and make the recommendation whether to underweight or overweight �n area and the board would have to make a decision. Mr. Lucia explained that once the original asset allocation was established according to the investment policy statement, that would pretty much sta.y status quo. It was clarified that the board would establish the shategic asset allocationy the 60/40, and then the amount in large, mid, or small, growth and value would follow the model that Nationwide had, and Nationwide did not make other decisions other than to rebaiance to their initial allocation. Ivir. Lucia explained tha� in each asset class the board would have a choice of 3 or 4 different money managers, so there was flelc�ibitity in each asset class. Wilshire did investment manager due diligence, and if they felt that it was time for a change the board would be notified. Boazdmember Paterno commented that put more choices on the boat�d. Discussion ensued. Mr. Bogdahn commented that Ri�eiplace would manage like Rockwood. Mr. Lucia gointed out that the board had a fiduciary responsibility no matter what method was chosen, and that the idea was not to have the boazd making constant decisions but to set up the allocation in the beginning and stick to it. Boardmember Paterno commented if the 8% return goal was not met, the boazd would have to decide to reallocate, to which Mr. Lucia responded that in that case Nationwide would present a recammendation for chauge in asset allocation. Mr. Bogdahn concluded that Nationwide was the cleanest opportunity but there would be more responsibility on the board to make the allocation investment decisions, and he had pr�sented allocation (b) beeause when he asked Rick at Nationwide to recommend (a), (b) or (c) he had responded that Nationwide wanted the board to pick but based on the 60/40 allocation and where rates were they would go with (b). Mr. Paterno commented returns under (b) were under the 8% return goal, which Mr. Bogdahn discussed. Mr. Bogdahn reported that at this point he had not received a ca11 back from Mr. Holtgrieve at Rockwood with answers to the three questions. Tamela Martin was at a funeral this morning, and a call had been placed to the President of Rockwood who was in a meeting and he woutd call when the meeting ended. Mr. Bogdahn commented. a catl might not be received before the end of today's meeting. Discussion took place whether to hear the Narionwide presenta.tion today or when other firms made their presentations. Attorney Jensen acivised there was presently BOARD OF TRUSTEE5 TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETIlVG MINUTES March 14, 2005 PAGE S no RFP process in place so it would not be out of order to hear it toda.y. Mr. Lucia expressed his preference to do it at the same time that Riverplace presented. Consensus was to wait until they wer� in a RFP proeess because the answers_ to the board's questions might not be receiaed. from Rockwood today, and the board would notify Mr. Lucia if a presentation was desired for the next meeting. vx. � oT�R Ma,�Rs Attorney Jensen presented a resolution and tivstee language proposed by Geraldine Genco for the Public Safety Officers' plan. Attorney Iez�sen advised that she had added this language to their pension plan document. Some of the language was already included and some of it was in a different place. That board's recommendation had beea to add the langua.ge to their pension plan document. The first two pages basically were requiring iwo signatures—there was presently nothing in the ordinance that required two signatures. The last page contained some language that Ms: Genco had suggested be added to the plan document. Some of it was already in this glan's plan document. Boazdmember Paterno asked that the changes be painted out, to which Attorney 3ensen responded nothing had been changed, all of the language was already in the plan in other ptaces. She reviewed the handout section 3.2, stating item (a) was new, and Mr. Bagdahn pointed out that if item (c} was added that would make Rockwood okay. Consensus was to review tlus material and to make this an agenda item for the next meeting. Item (a) was explained by Attorney Jensen, that it gave the board the opportunity to aecept or reject any action or nonaction of any corporation, or of the directors, officers, or stockholders of any corporation. Tb�at meant, bottom line, the board could say they did not want to invest in a certain company because they did not like what that company was doing. Mr. Bogdabn recommended the boaard not include item (a) beca.use the last thing the board wanted to do was to take responsibility on itself as being the investment manager, and making themselves liable. Attomey Jensen agreed there was some potential opportunity but she did not think it went that faz. Mr. Bogdahn commented he did not see that it was advantageaus to have this in the plaa because if it was something the board did not want they could just change their iave�tment palicy. Chair Newell commented he wanted time to think about the potential liability. Pension Coordina:tor Cazlisle commented the retirement disbursement for former employee Janet Lampier, a Police Dispatcher, had mistakenly been approved by the Public Safety O�cers' board. She had actually been in the General Empioyees' fund and this had been discovered after the payout had been made, so this fund owed the Public Safety Officers' fund. This would be brought back on the next agenda for this BO.A►RD QF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL MEETII�TG MINUTES March 14, 2005 ; PAGE 9 ' i -----�-� ---------- --�--�-�-_____ ; ; board's approval. Her contributions had been made into the General Employees' pension ; fund. Discussion ensued. Mr. Garlo inclicated he had a list of the employees in each pension fund. Ms. Mac}ueda explained how the payroll process wQrked in regazd to contributions. Boazdmember Paterno commented in reference to the contract with Cont.xadvisory, in reference to the enfarcement, it already stated it was enforcea.ble under the State of Florida and asked if the Securiries and Exchange Commission should be added as the Public Safety O�cers' board had done. Mr, Bogdahn responded it should be enforceable under the State of Florida, and it was realiy NASD and not FEC who monitored it. State of Florida. did not monitor. Attorney Jensen advised that what the Public Safety Board had done by adding in the FEC was added more laws that could be argued once in Court, and she recommended Iea.ving it as laws of the State of Florida. Boardmember Paterno asked if the restriction the Public Safety Board talketi about for the investment guidelines applied to this board. Mr. Bogdahn recommended this board also eliminate value line from the inves#ment guidelines. Boazdmember Paterno asked what had to be done to bring the off-duty disa:bility clause before Village Council. Pension Coordinatar Cartisle advised if the information was provided by Mr. Palmquist in time, it could be placed on the April Viilage Council agenda. Boazdmember Paterno commented at that time Mr. Bagdahn needed to send a cover letter to the Village Maaager, the State, and the actuary. Attorney Jensen advised that was to be done when the investment policy guidelines were changed. If the board made the change on the value line ranking, then the new investment palicy guidelines needed to be sent to a11 three. Attorney Jensen advised that she would pmvide Ms. Carlisle with the whoie plan to use as backup for the Vitlage Council agenda item, and she believed it was the Village's practice to restate the pian each time there was a change. The plan was not in the code—it was an attachment to an ordinance. Attorney Jensen advised she would include a cover memo and would provide an underline and strike-out copy so the changes could be easily noted. In reference to agenda item III (c} far wluch the phone call had not been re:ceived to answer the board's three questions, Attorney Jensen recommended if for each item the A. G. Edwards and Rockwoad process was acceptable to the Finance Department that the board do nothing until their next meeting, at which time the Finance Department would report to the board that the items were acceptable, and ask if the board wanted to continue in this manner or change. If there was a problem with what A. G. Edwazds and Bo�xn oF Txvs�ES � : TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND �, SPECIAL MEETING MINUTES March 14, 2005 PAGE 10 Rockwood was proposing from the Finance Deparfinent's perspective, the board needed to have a special meeting to deal with the problem. Consensus was to defer to the Finance Department whether to have a special meeting. Mr. Bogdahn confirmed with the board that for the next meetin� tl�e investment guidelines change would be an agenda item, and he would forward to Ms. Carlisle the value li.ne informarion he had put together along with a revised copy of the investment guidelines so she could e-mail it out to everybody. The date and time of the next regular quarterly meeting was discussed. Boardmember Paterno indicated he would go along with having the meeting on the same day and following Public Safety Officers' board temporarily because he would be stepping aside at some point. Consensus was to hold the next quarterly meeting on Tuesday, May 10, 2005 at 10:30, and if a special meeting was required before that everybody would be notified. VII. COMMUNICATIONS FROM CITIZENS There were no comments from the public. VIII. A.DJOL�tNMENT Boardmember Garlo made a motion to adjourn, seconded by Boardmember Paterno, and nanimously approved. Therefore, the meeting was adjoumed at 12:29 p.m. Respeetfully submitted, 5 � k �� �� Bec� ��r Recording Secretary