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Agreement_General_02/14/2013
ADMINISTRATIVE SERVICES AGREEMENT Between ICMA Retirement Corporation and Village of Tequesta Type: 401 Account #: 106882 BS Plan number 106882 ADMINISTRATIVE SERVICES AGREEMENT This Administrative Services Agreement ( "Agreement "), made as of the 14 day of Rb. , 2013 (herein referred to as the "Inception Date "), between the International City Management Association Retirement Corporation ( "ICMA -RC "), a nonprofit corporation organized and existing under the laws of the State of Delaware, and the Village of Tequesta ( "Employer "), a municipal corporation organized and existing under the laws of the State of Florida with an office at 345 Tequesta Drive, Tequesta, Florida 33469. RECITALS Employer acts as public plan sponsor of a retirement plan ( "Plan"), and in that capacity, has responsibility to obtain administrative services and investment alternatives for the Plan; VantageTrust (the "Trust ") is a group trust established and maintained in accordance with New Hampshire Revised Statutes Annotated section 391:1 and Internal Revenue Service Revenue Ruling 81 -100, 198 1 -1 C.B. 326, which provides for the commingled investment of retirement funds held by various state and local governmental units for their employees; ICMA -RC acts as investment adviser to VantageTrust Company, the Trustee of the Trust; ICMA -RC has designed, and the Trust offers, a series of separate funds (the "Funds ") for the investment of plan assets as referenced in the Trust's principal disclosure document, "Making Sound Investment Decisions: A Retirement Investment Guide." ( "Retirement Investment Guide "). The Funds are available only to public employers and only through the Trust and ICMA -RC. In addition to serving as investment adviser to the Trust, ICMA -RC provides a range of services to public employers for the operation of employee retirement plans including, but not limited to, communications concerning investment alternatives, account maintenance, account recordkeeping, investment and tax reporting, transaction processing, benefit disbursement, and asset management. 2 Plan number 106882 AGREEMENTS 1. Appointment of ICMA -RC Employer hereby appoints ICMA -RC as Administrator of the Plan to perform all nondiscretionary functions necessary for the administration of the Plan. The functions to be performed by ICMA -RC shall be those set forth in Exhibit A to this Agreement. 2. Adoption of Trust Employer has adopted the Declaration of Trust of VantageTrust Company and agrees to the commingled investment of assets of the Plan within the Trust. Employer agrees that operation of the Plan and the investment, management, and distribution of amounts deposited in the Trust shall be subject to the Declaration of Trust, as it may be amended from time to time and shall also be subject to terms and conditions set forth in disclosure documents (such as the Retirement Investment Guide or Employer Bulletins) as those terms and conditions may be adjusted from time to time. 3. Employer Duty to Furnish Information Employer agrees to furnish to ICMA -RC on a timely basis such information as is necessary for ICMA -RC to carry out its responsibilities as Administrator of the Plan, including information needed to allocate individual participant accounts to Funds in the Trust, and information as to the employment status of participants, and participant ages, addresses, and other identifying information (including tax identification numbers). Employer also agrees that it will notify ICMA -RC in a timely manner regarding changes in staff as it relates to various roles. This is to be completed through the online EZLink employer contact options. ICMA -RC shall be entitled to rely upon the accuracy of any information that is furnished to it by a responsible official of the Employer or any information relating to an individual participant or beneficiary that is furnished by such participant or beneficiary, and ICMA -RC shall not be responsible for any error arising from its reliance on such information to the extent that any information furnished by Employer is inaccurate. ICMA -RC will provide reports, statements and account information to the Employer through EZLink, the online plan administrative tool. Employer is required to send in contributions through EZLink, the online plan administration tool provided by ICMA -RC. Alternative electronic methods may be allowed, but must be approved by ICMA -RC for use. Contributions may not be sent through paper submittal documents. Failure to provide timely fund profile update information, including the source of the information, may result in a lack of fund information for participants, as ICMA -RC will remove outdated fund profile information from the systems that provide fund information to Plan participants. 3 Plan number 106882 4. Certain Representations and Warranties ICMA -RC represents and warrants to Employer that: (a) ICMA -RC is a non -profit corporation with full power and authority to enter into this Agreement and to perform its obligations under this Agreement. The ability of ICMA -RC to serve as investment adviser to the Trust is dependent upon the continued willingness of the Trust for ICMA- RC to serve in that capacity. (b) ICMA -RC is an investment adviser registered as such with the U.S. Securities and Exchange Commission under the Investment Advisers Act of 1940, as amended. ICMA -RC Services, LLC (a wholly owned subsidiary of ICMA -RC) is registered as a broker - dealer with the U.S. Securities and Exchange Commission ( "SEC ") and is a member in good standing with Financial Industry Regulatory Authority ( "FINRA ") and the Securities Investor Protection Corporation ( "SIPC "). (c) ICMA -RC shall maintain and administer the Plan in compliance with the requirements for plans which satisfy the qualification requirements of Section 401 of the Internal Revenue Code and other applicable federal law; provided, however, ICMA -RC shall not be responsible for the qualified status of the Plan in the event that the Employer directs ICMA- RC to administer the Plan or disburse assets in a manner inconsistent with the requirements of Section 401 or otherwise causes the Plan not to be carried out in accordance with its terms; provided, further, that if the plan document used by the Employer contains terms that differ from the terms of ICMA -RC's standardized plan document, ICMA -RC shall not be responsible for the qualified status of the Plan to the extent affected by the differing terms in the Employer's plan document. ICMA -RC shall not be responsible for monitoring state or local law or for administering the Plan in compliance with local or state requirements unless Employer notifies ICMA -RC of any such local or state requirements. Employer represents and warrants to ICMA -RC that: (d) Employer is organized in the form and manner recited in the opening paragraph of this Agreement with full power and authority to enter into and perform its obligations under this Agreement and to act for the Plan and participants in the manner contemplated in this Agreement. Execution, delivery, and performance of this Agreement will not conflict with any law, rule, regulation or contract by which the Employer is bound or to which it is a party. (e) Employer understands and agrees that ICMA -RC's sole function under this Agreement is to act as recordkeeper and to provide administrative, 4 Plan number 106882 investment or other services at the direction of Plan participants, the Employer, its agents or designees in accordance with the terms of this Agreement. Under the terms of this Agreement, ICMA -RC does not render investment advice, is not the Plan Administrator or Plan Sponsor as those terms are defined under applicable federal, state, or local law, and does not provide legal, tax or accounting advice with respect to the creation, adoption or operation of the Plan and the Trust. ICMA -RC does not perform any service under this Agreement that might cause ICMA -RC to be treated as a "fiduciary" of the Plan under applicable law. (f) Employer acknowledges and agrees that ICMA -RC does not assume any responsibility with respect to the selection or retention of the Plan's investment options. Employer shall have exclusive responsibility for the Plan's investment options, including the selection of the applicable mutual fund share class. Where applicable, Employer understands that the VantageTrust Retirement Income Advantage Fund is an investment option for the Plan and that the fund invests in a separate account available through a group variable annuity contract. By entering into this Agreement, Employer acknowledges that it has received the Important Considerations document and the Retirement Investment Guide and that it has read the information therein concerning the VantageTrust Retirement Income Advantage Fund. (g) Employer acknowledges that certain such services to be performed by ICMA -RC under this Agreement may be performed by an affiliate or agent of ICMA -RC pursuant to one or more other contractual arrangements or relationships, and that ICMA -RC agrees to obtain written approval from Employer, which approval shall not be unreasonably withheld, for any change in a vendor contracted to provide custom services unique to Employer. (h) Employer acknowledges that it has received ICMA -RC's Fee Disclosure Statement, prepared in substantial conformance with ERISA regulations regarding the disclosure of fees to plan sponsors. 5. Participation in Certain Proceedings The Employer hereby authorizes ICMA -RC to act as agent, to appear on its behalf, and to join the Employer as a necessary party in all legal proceedings involving the garnishment of benefits or the transfer of benefits pursuant to the divorce or separation of participants in the Plan. Unless Employer notifies ICMA -RC otherwise, Employer consents to the disbursement by ICMA -RC of benefits that have been garnished or transferred to a former spouse, current spouse, or child pursuant to a domestic relations order or child support order. 5 Plan number 106882 6. Compensation and Payment (a) Plan Administration Fee. The amount to be paid for plan administration services under this Agreement shall be 0.55% per annum of the amount of Plan assets invested in the Trust. Such fee shall be computed based on average daily net Plan assets in the Trust. (b) Mutual Fund Services Fee. There is an annual charge of 0.15% assessed against average daily net Plan assets invested in the Trust's non- proprietary Trust Series funds. (c) Compensation for Management Services to the Trust, Compensation for Advisory and other Services to The Vantagepoint Funds and Payments from Third -Party Mutual Funds. Employer acknowledges that in addition to amounts payable under this Agreement, ICMA -RC receives fees from the Trust for investment management services furnished to the Trust. Employer further acknowledges that certain wholly owned subsidiaries of ICMA -RC receive compensation for advisory and other services furnished to The Vantagepoint Funds, which serve as the underlying portfolios of a number of Funds offered through the Trust. For a Trust fund that invests substantially all of its assets in a third -parry mutual fund not affiliated with ICMA -RC, ICMA -RC or its wholly owned subsidiary receives payments from the third -party mutual fund families or their service providers in the form of 12b -1 fees, service fees, compensation for sub - accounting and other services provided based on assets in the underlying third -parry mutual fund. These fees are described in the Retirement Investment Guide. In addition, to the extent that third parry mutual funds are included in the investment line -up for the Plan, ICMA -RC receives administrative fees from its third party mutual fund settlement and clearing agent for providing administrative and other services based on assets invested in third parry mutual funds; such administrative fees come from payments made by third party mutual funds to the settlement and clearing agent. (d) Redemption Fees. Redemption fees imposed by outside mutual funds in which Plan assets are invested are collected and paid to the mutual fund by ICMA -RC. ICMA -RC remits 100% of redemption fees back to the specific mutual fund to which redemption fees apply. These redemption fees and the individual mutual fund's policy with respect to redemption fees are specified in the prospectus for the individual mutual fund and referenced in the Retirement Investment Guide. (e) Payment Procedures. All payments to ICMA -RC pursuant to this Section 6 shall be made from Plan assets held by the Trust or received from third party mutual funds or their service providers in connection with Plan assets invested in such third party mutual funds, to the extent not paid 6 Plan number 106882 by the Employer. The amount of Plan assets held through the Trust shall be adjusted by the Trust as required to reflect any such payments as are made from Plan assets invested in the Trust. In the event that the Employer agrees to pay amounts owed pursuant to this section 6 directly, any amounts unpaid and outstanding after 30 days of invoice to the Employer shall be withdrawn from Plan assets held by the Trust. The compensation and payment set forth in this section 6 is contingent upon the Employer's use of ICMA -RC's EZLink system for contribution processing and submitting contribution funds by ACH or wire transfer on a consistent basis over the term of this Agreement. 7. Contribution Remittance Employer understands that amounts invested through the Trust are to be remitted directly to the Trust in accordance with instructions provided to Employer by ICMA -RC and are not to be remitted to ICMA -RC. In the event that any check or wire transfer is incorrectly labeled or transferred to ICMA -RC, ICMA -RC shall return it to Employer with proper instructions. 8. Indemnification ICMA -RC shall not be responsible for any acts or omissions of any person with respect to the Plan or related Trust, other than ICMA -RC in connection with the administration or operation of the Plan. Employer shall indemnify ICMA -RC against, and hold ICMA- RC harmless from, any and all loss, damage, penalty, liability, cost, and expense, including without limitation, reasonable attorney's fees, that may be incurred by, imposed upon, or asserted against ICMA -RC by reason of any claim, regulatory proceeding, or litigation arising from any act done or omitted to be done by any individual or person with respect to the Plan or related Trust, excepting only any and all loss, damage, penalty, liability, cost or expense resulting from ICMA -RC's negligence, bad faith, or willful misconduct. Nothing contained in this Agreement or any exhibits, attachments or supporting documents thereto shall be deemed or construed to be a waiver of Employer's sovereign immunity beyond the limits set forth in Sec. 768.28 Florida Statutes, or to required Employer's indemnification and holding harmless of ICMA -RC beyond such limits of liability, which are $200,000.00 for any one person or $300,000.00 for any one incident or occurrence, and which limit attorney's fees to a maximum of 25% of any judgment or settlement. 9. Term This Agreement shall be in effect and commence on the date all parties have signed and executed this Agreement ( "Inception Date "). This Agreement may be terminated without penalty by either party on sixty days advance notice in writing to the other; provided however, that the Employer understands and agrees that, in the event the Employer terminates this Agreement (or replaces the VantageTrust PLUS Fund as an investment option in its investment line -up), ICMA -RC retains full discretion to release Plan assets 7 Plan number 106882 invested in the VantageTrust PLUS Fund in an orderly manner over a period of up to 12 months from the date ICMA -RC receives written notification from the Employer that it has made a final and binding selection of a replacement for ICMA -RC as administrator of the Plan (or a replacement investment option for the VantageTrust PLUS Fund). 10. Amendments and Adjustments (a) This Agreement may be amended by written instrument signed by the parties. (b) ICMA -RC may amend this agreement by providing 60 days' advance written notice to the Employer prior to the effective date of such proposed amendment. Such amendment shall become effective unless, within the 60 -day notice period, the Employer notifies ICMA -RC in writing that it objects to such amendment. (c) The parties agree that enhancements may be made to administrative and operations services under this Agreement. The Employer will be notified of enhancements through the Employer Bulletin, quarterly statements, electronic messages or special mailings. Likewise, if there are any reductions in fees, these will be announced through the Employer Bulletin, quarterly statement, electronic or special mailing. 11. Notices All notices required to be delivered under this Agreement shall be in writing and shall be delivered, mailed, e- mailed or faxed to the location of the relevant party set forth below or to such other address or to the attention of such other persons as such party may hereafter specify by notice to the other party. ICMA -RC: Legal Department, ICMA Retirement Corporation, 777 North Capitol Street, N.E., Suite 600, Washington, D.C., 20002 -4240 Facsimile; (202) 962 -4601 Employer: at the office set forth in the first paragraph hereof, or to any other address, facsimile number or e-mail address designated by the Employer to receive the same by written notice similarly given. Each such notice, request or other communication shall be effective: (i) if given by facsimile, when transmitted to the applicable facsimile number and there is appropriate confirmation of receipt; (ii) if given by mail or e-mail, upon transmission to the designated address with no indication that such address is invalid or incorrect; or (iii) if given by any other means, when actually delivered at the aforesaid address. 12. Complete Agreement This Agreement shall constitute the complete and full understanding and sole agreement between ICMA -RC and Employer relating to the object of this Agreement and correctly sets forth the complete rights, duties and obligations of each party to the other as of its 8 Plan number 106882 date. This Agreement supersedes all written and oral agreements, communications or negotiations among the parties. Any prior agreements, promises, negotiations or representations, verbal or otherwise, not expressly set forth in this Agreement are of no force and effect. 13. Titles The headings of Sections of this Agreement and the headings for each of the attached schedules are for convenience only and do not define or limit the contents thereof. 14. Incorporation of Schedules All Schedules (and any subsequent amendments thereto), attached hereto, and referenced herein, are hereby incorporated within this Agreement as if set forth fully herein. 15. Governing Law:Venue This Agreement shall be governed by and construed in accordance with the laws of the State of Florida, applicable to contracts made in that jurisdiction without reference to its conflicts of laws provisions. The venue for any dispute under this Agreement shall be Palm Beach County. 9 Plan number 106882 In Witness Whereof, the parties hereto certify that they have read and understand this Agreement and all Schedules attached hereto and have caused this Agreement to be executed by their duly authorized officers as of the Inception Date first above written. VILLAGE OF TEQUESTA Signa r2t> `' •" �C B� Nathe and Title (Please Print) INTERNATIONAL CITY MANAGEMENT ASSOCIATION RETIREMENT CORPORATION By Aniela C. Montez Assistant Corporate Secretary Please return fully executed contract to: New Business Unit ICMA -RC 777 North Capitol Street NE Suite 600 Washington DC 20002 -4240 10 Plan number 106882 Exhibit A Administrative Services The administrative services to be performed by ICMA -RC under this Agreement shall be as follows: (a) Participant enrollment services, including providing a welcome package and enrollment kit containing instructions and notices necessary to implement the Plan's administration. Employees will enroll online or through form. ICMA -RC will provide an enrollment link through the general ICMA -RC web site. Plan sponsor will also make available the online enrollment link in their Intranet site or via email to new employees. Employer can also enroll employees through EZLink. (b) Establishment of participant accounts for each employee participating in the Plan for whom ICMA -RC receives appropriate enrollment instructions. ICMA -RC is not responsible for determining if such Plan participants are eligible under the terms of the Plan. (c) Allocation in accordance with participant directions received in good order of individual participant accounts to investment funds offered under the Trust. Participants can complete allocations through Investor Services, Voice Response System or through Account Access, the secure participant online system provided by ICMA -RC. (d) Maintenance of individual accounts for participants reflecting amounts deferred, income, gain or loss credited, and amounts distributed as benefits. (e) Maintenance of records for all participants for whom participant accounts have been established. These files shall include enrollment instructions (provided to ICMA -RC through Account Access, EZLink or form), beneficiary designation instructions and all other and documents concerning each participant's account, and if applicable, records of any transaction conducted through the Voice Response Unit C VRU" ), Account Access or other electronic means. (f) Provision of periodic reports to the Employer through EZLink Participants will have access to account information through Investor Services, Voice Response System, Account Access and through quarterly statements that can be delivered electronically through Account Access or by postal service. (g) Communication to participants of information regarding their rights and elections under the Plan. (h) Making available Investor Services Representatives through a toll -free telephone number from 8:30 a.m. to 9:00 p.m. Eastern Time, Monday through Friday (excluding holidays and days on which the securities 11 Plan number 106882 markets or ICMA -RC are closed for business (including emergency closings), to assist participants. (i) Making available a toll -free number and access to VantageLine, ICMA- RC's interactive VRU, and ICMA -RC's web site, to allow participants to access certain account information and initiate plan transactions at any time. Account access and VantageLine are normally available 24 hours a day, seven days a week except during scheduled maintenance periods designed to ensure high - quality performance. The scheduled maintenance window is outlined at https: //harperl.icmarc.org/login.isp (j) Distribution of benefits as agent for the Employer in accordance with terms of the Plan. Participants who have separated from service can request distributions through Account Access or via form. (k) Upon approval by the Employer that a domestic relations order is an acceptable qualified domestic relations order under the terms of the Plan, ICMA -RC will establish a separate account record for the alternate payee and provide for the investment and distribution of assets held there under. (1) Loans may be made available on the terms specified in the Loan Guidelines, if loans are adopted by the Employer. Participants can request loans through Investor Services or Account Access. (m) Guided Pathways — Participant Advice and Guidance may be made available through a third party vendor on the terms specified on ICMA- RC's website. (n) ICMA -RC will determine appropriate delivery method (electronic and/or print) for plan sponsor /participant communications and education based on a number of factors (audience, effectiveness, etc.) 12 401 GOVERNMEM MONEY PURCmSt-PtAN RETURN 0- lCmARC Building Retirement Security _ __ AFFIRMATIVE STATEMENT FOR ADOPTING A SECTION 401 MONEY PURCHASE PLAN Name of Employer: V ILLAGE OF TEOUESTA State: FLORIDA Plan Number: 106882 WHEREAS, the Employer has employees rendering valuable services; and WHEREAS, the establishment of a money purchase retirement plan serves the interest of the Employer by enabling it to provide reasonable retirement security for its employees, by providing increased flexibility in its personnel management system, and by assisting in the attraction and retention of competent personnel; and WHEREAS, the Employer has previously executed the Declaration of Trust of VantageTrust, intending this execution to be operative with respect to any retirement or deferred compensation plan subsequently established, if the assets of the plan are to be invested in the VantageTrust; NOW THEREFORE, as a duly authorized agent of the Employer, I hereby: ESTABLISH the Employer's 401 money purchase plan (the "Plan") in the form of The ICMA Retirement Corporation Governmental Money Purchase Plan and Trust; and SPECIFY that the assets of the Plan shall be held in trust, with the Employer serving as trustee ( "Trustee "), for the exclusive benefit of the Plan participants and their beneficiaries. The assets shall be invested in the VantageTrust, and shall not be diverted to any other purpose. The Employer's beneficial ownership of Plan assets held in the VantageTrust shall be held for the further exclusive benefit of the Plan participants and their beneficiaries; SPECIFY that the VILLAGE MANAGER (title) shall be the coordinator for the Plan; shall receive reports, notices, etc., from the ICMA Retirement Corporation or the VantageTrust; shall cast, on behalf of the Employer, any required votes under the VantageTrust; may delegate any administrative duties relating to the Plan to appropriate departments; and is authorized to execute all necessary agreements with the ICMA Retirement Corporation incidental to the administration of the Plan; and AFFIRM that the Employer hereby agrees to serve as Trustee under the Plan. Date: 2/14/2013 VILLAGE MANAGER (Title of Designated Agent) MICHAEL COUZZO, JR. (Signature) (Print) ICMA RETIREMENT CORPORATION GOVERNMENTAL MONEY PURCHASE PLAN & TRUST ADOPTION AGREEMENT PLAN NUMBER 10- 6882 The Employer hereby establishes a Money Purchase Plan and Trust to be known as The Vi llage of T equesta __ - - -_- ------ ___(the "Plan ") in the form of the ICMA Retirement Corporation Governmental Money Purchase Plan and Trust (MPP 01/01/06). This Plan is an amendment and restatement of an existing defined contribution money purchase plan. 0 Yes 0 No If yes, please specify the name of the defined contribution money purchase plan which this Plan hereby amends and restates: I. Employer: VILLAGE OF TEQ UESTA II. The Effective Date of the Plan shall be the first day of the Plan Year during which the Employer adopts the Plan, unless an alternate Effective Date is hereby specified: March 1 , 2013 -- _— _--------- (e.g., January 1, 2006 for the MPP 01/01/06 Plan) III. Plan Year will mean: The twelve (12) consecutive month period which coincides with the limitation year. (See Section 5.03(f) of the Plan.) 0 The twelve (12) consecutive month period commencing on October 1, 2013 __ and each anniversary thereof. IV. Normal Retirement Age shall be age 6 5 - ( not to exceed age 65). [2881 V. ELIGIBILITY REQUIREMENTS: 1. The following group or groups of Employees are eligible to participate in the Plan: All Employees All Full Time Employees Salaried Employees Non union Employees Management Employees Public Safety Employees General Employees X Other Employees (specify describe the group(s) of eligible employees below) Certified Police Department Employ The group specified must correspond to a group of the same designation that is defined in the statutes, ordinances, rules, regulations, personnel manuals or other material in effect in the state or locality of the Employer. Also, the eligibility requirements for participation in the Plan cannot be such that Employees become Participants only in the Plan Year in which the Employees terminate employment (i.e., stand -alone final pay plans). 1 Money Purchase Plan Adoption Agreement 2. The Employer hereby waives or reduces the requirement of a twelve (12) month Period of Service for participation. The required Period of Service shall be (write N/A if an Employee is eligible to participate upon employment) N/A If this waiver or reduction is elected, it shall apply to all Employees within the Covered Employment Classification. 3. A minimum age requirement is hereby specified for eligibility to participate. The minimum age requirement is 99___ (not to exceed age 21. Write N/A if no minimum age is declared.) VI. CONTRIBUTION PROVISIONS 1. The Employer shall contribute as follows: (Choose all that apply, but at least one of Options A, B or C. If Option A is not selected, Employer must pick up Participant Contributions under Option B or Option C.) Fixed Employer Contributions With or Without Mandatory Participant Contributions. (If Option B or C is chosen, please complete section D.) [71 A. Employer Contributions. The Employer shall contribute on behalf of each Participant between as % of Earnings or $ N/A ___ for the Plan Year (subject to the limitations of Article V of the Plan). Mandatory Participant Contributions C3 are required 0 are not required to be eligible for this Employer Contribution. B. Mandatory Participant Contributions for Plan Participation. A Participant is required to contribute (subject to the limitations of Article V of the Plan) (i) ____% of Earnings, (ii) $_ , or (iii) a whole percentage of Earnings between the range of o to 5% _ ____(insert range of percentages between 09 and 20% (e.g., 39% 6 9 or 20 9 5% to 7 9 as designated by the Employee in accordance with guidelines and procedures established by the Employer for the Plan Year as a condition of participation in the Plan. A Participant shall not have the right to discontinue or vary the rate of such contributions after becoming a Plan Participant. The Employer hereby elects to "pick up" the Mandatory Participant Contributions '(pick up is required if neither Option A nor Option C is selected). 10 Yes n No [621 ] (� C. Mandatory Participant Contributions for this Portion of the Plan. Each Employee eligible to participate in the Plan shall be given the opportunity to irrevocably elect to participate in the Mandatory Participant Contribution portion of the Plan by electing to contribute _____ _(insert range ofpercentages between 0 %and20% (e.g., 3 %, 6 9 or 20%; 5% to 7 9 of the Employee's Earnings to the Plan for each Plan Year (subject to the limitations of Article V of the Plan). Neither an IRS advisory letter nor a determination letter issued to an adopting Employer is a ruling by the Internal Revenue Service that Participant contributions that are picked up by the Employer are not includable in the Participant's gross income for federal income tax purposes. Pick -up contributions are not mandated to receive private letter rulings however, if an adopting employer wishes to receive a ruling on pick -up contributions they may request one in accordance with Revenue Procedure 2011 -4 (or subsequent guidance). Money Purchase Plan Adoption Agreement 2 A Participant shall not have the right to discontinue or vary the rate of such contributions after becoming a Participant in this portion of the Plan. The Employer hereby elects to "pick up" the Mandatory Participant Contributions (pick up is required if neither Option A nor Option B is selected).' [6211 0 Yes 0 No D. Election Window (Complete if Option B or Option C is selected): Newly eligible Employees shall be provided an election window of 30___ days (no more than 60 calendar days) from the date of initial eligibility during which they may make the election to participate in the Mandatory Participant Contribution portion of the Plan. Participation in the Mandatory Participant Contribution portion of the Plan shall begin the first of the month following the end of the election window. An Employee's election is irrevocable and shall remain in force until the Employee terminates employment or ceases to be eligible to participate in the Plan. In the event of re- employment to an eligible position, the Employee's original election will resume. In no event does the Employee have the option of receiving the pick -up contribution amount directly. 2. The Employee may also elect to contribute as follows: A. Fixed Employer Match of Voluntary Participant Contributions. The Employer shall contribute on behalf of each Participant _% of Earnings for the Plan Year (subject to the limitations of Article V of the Plan) for each Plan Year that such Participant has contributed ____% of Earnings or $_ ----- ____. Under this option, there is a single, fixed rate of Employer contributions, but a Participant may decline to make the required Participant contributions in any Plan Year, in which case no Employer contribution will be made on the Participant's behalf in that Plan Year. B. Variable Employer Match of Voluntary Participant Contributions. The Employer shall contribute on behalf of each Participant an amount determined as follows (subject to the limitations of Article V of the Plan): �__% of the Voluntary Participant Contributions made by the Participant for the Plan Year (not including Participant contributions exceeding ___% of Earnings or $____); PLUS ---- 2 16 of the contributions made by the Participant for the Plan Year in excess of those included in the above paragraph (but not including Voluntary Participant Contributions exceeding in the aggregate __% of Earnings or $_— ____). Employer Matching Contributions on behalf of a Participant for a Plan Year shall not exceed $_____ or __—% of Earnings, whichever is __ more or __ less. 3. Each Participant may make a voluntary (unmatched), after tax contribution, subject to the limitations of Section 4.05 and Article V of the Plan. C3 Yes 0 No 4. Employer contributions for a Plan Year shall be contributed to the Trust in accordance with the following payment schedule (no later than the 15th day of the tenth calendar month following the end of the calendar year or fiscal year (as applicable depending on the basis on which the Employer keeps its books) with or within which the particular Limitation year ends, or in accordance with applicable law): Bi- weekly 2 See footnote I on the previous page. 3 Money Purchase Plan Adoption Agreement 5. Participant contributions for a Plan Year shall be contributed to the Trust in accordance with the following payment schedule (no later than the 15th day of the tenth calendar month following the end of the calendar year or fiscal year (as applicable depending on the basis on which the Employer keeps its books) with or within which the particular Limitation year ends, or in accordance with applicable law): Bi -weeMy VII. EARNINGS Earnings, as defined under Section 2.09 of the Plan, shall include: (a) Overtime Yes No (b) Bonuses Yes No (c) Other Pay (specifically describe any other types of pay to be included below) VIII. The Employer will permit rollover contributions in accordance with Section 4.11 of the Plan. 0 Yes C3 No IX. LIMITATION ON ALLOCATIONS If the Employer maintains or ever maintained another qualified plan in which any Participant in this Plan is (or was) a participant or could possibly become a participant, the Employer hereby agrees to limit contributions to all such plans as provided herein, if necessary in order to avoid excess contributions (as described in Sections 5.02 of the Plan). 1. If the Participant is covered under another qualified defined contribution plan maintained by the Employer, the provisions of Section 5.02(a) through (f) of the Plan will apply unless another method has been indicated below. Other Method. (Provide the method under which the plans will limit total Annual Additions to the Maximum Permissible Amount, and will properly reduce any excess amounts, in a manner that precludes Employer discretion.) 2. The limitation year is the following 12 consecutive month period: Money Purchase Plan Adoption Agreement 4 X. VESTING PROVISIONS The Employer hereby specifies the following vesting schedule, subject to (1) the minimum vesting requirements and (2) the concurrence of the Plan Administrator. (For the blanks below, enter the applicable percent — from 0 to 100 (with no entry after the year in which 100% is entered), in ascending order.) Period of Service Percent Completed Vested Zero One 20 % Two 40 % Three 60 % Four 80 % Five 100 % Six % Seven % Eight % Nine % Ten % XI. Loans are permitted under the Plan, as provided in Article XIII of the Plan: Yes 71 No [151 ] XII. 1. In- service distributions are permitted under the Plan after a participant attains (select one of the below [646:8] options): Normal Retirement Age Age 70V, Not permitted at any age 2. Tax -free distributions of up to $3,000 for the payment of qualifying insurance premiums for eligible retired public safety officers are available under the Plan. 0 Yes C3 No (Default) [646:3] XIII. In- service distributions of the Rollover Account are permitted under the Plan as provided in Section 9.07. 0 Yes No (Default) [646:7] XIV. SPOUSAL PROTECTION The Plan will provide the following level of spousal protection (select one): A. Participant Directed Election. The normal form of payment of benefits under the Plan is a lump sum. [646:6] The Participant can name any person(s) as the Beneficiary of the Plan, with no spousal consent required. B. Beneficiary Spousal Consent Election (Article XII). The normal form of payment of benefits under [646:6] the Plan is a lump sum. Upon death, the surviving spouse is the Beneficiary, unless he or she consents to the Participant's naming another Beneficiary. (This is the default provision under the Plan if no selection is made.) C. QJSA Election (Article XVII). The normal form of payment of benefits under the Plan is a 50% qualified [642:8] joint and survivor annuity with the spouse (or life annuity, if single). In the event of the Participant's death prior to commencing payments, the spouse will receive an annuity for his or her lifetime. [646:6] 5 Money Purchase Plan Adoption Agreement XV. FINAL PAY CONTRIBUTIONS The Plan will provide for Final Pay Contributions if either 1 or 2 below is selected. Final Pay shall be defined as (select one): A. Accrued unpaid vacation B. Accrued unpaid sick leave C. Accrued unpaid vacation and sick leave D. Other (insert definition of final pay): _____— ____ —__ —_ that would otherwise be payable to the Employee in cash upon termination. 1. Employer Final Pay Contribution. The Employer shall contribute on behalf of each Participant % of Final Pay to the Plan (subject to the limitations of Article V of the Plan). 2. Employee Designated Final Pay Contribution. Each Employee eligible to participate in the Plan shall be given the opportunity at enrollment to irrevocably elect to contribute _____10 (insert fixed percentage of final pay to be contributed) or up to __ —___10 (insert maximum percentage of final pay to be contributed) of Final Pay to the Plan (subject to the limitations of Article V of the Plan). Once elected, an Employee's election shall remain in force and may not be revised or revoked. If the employer elects to "pick up" these amounts, in no event does the Employee have the option of receiving the pick-up contribution amount directly. The Employer hereby elects to "pick up" the Employee Designated Final Pay Contribution thereby treating such contributions as Employer -made contributions for federal income tax purposes. C3 Yes 171 No [621 ] XVI. ACCRUED LEAVE CONTRIBUTIONS The Plan will provide for accrued unpaid leave contributions if either 1 or 2 is selected below. Accrued Leave shall be defined as (select one): A. 17 Accrued unpaid vacation B. Accrued unpaid sick leave C. Accrued unpaid vacation and sick leave D. Other (insert definition of final pay: ____ --- that -------- - - - - -- that would otherwise be payable to the Employee in cash. 1. Employer Accrued Leave Contribution. The Employer shall contribute as follows (choose one of the following options): 71 For each Plan Year, the Employer shall contribute on behalf of each Eligible Participant the unused Accrued Leave in excess of (insert number of hours /days /weeks) to the Plan (subject to the limitations of Article V of the Plan). For each Plan Year, the Employer shall contribute on behalf of each Eligible Participant ---- ___ % of unused Accrued Leave to the Plan (subject to the limitations of Article V of the Plan). Money Purchase Plan Adoption Agreement 6 � 2. Employee Designated Accrued Leave Contribution. Each eligible Participant shall be given the opportunity at enrollment to irrevocably elect to contribute ____% (insert fixed percentage of accrued unpaid leave to be contributed)or up to_ % (insert maximum percentage of accrued unpaid leave to be contributed)of Accrued Leave to the Plan(subject to the limitations of Article V of the Plan). Once elected,an Employee's election shall remain in force and may not be revised or revoked. If the employer elects to"pick up"these amounts,in no event does the Employee have the option of receiving the pick-up contribution amount directly. The Employer hereby elects to"pick up" the Employee Designated Final Pay Contribution thereby treating such conttibutions as Employer-made contributions for federal income tax purposes. � Yes � No [62�] In order to allow for Final Pay Contributions and/or Accrued Leave Contributions,as defined in sections XV and XVI above,the Plan must also include additional sources of ongoing contributions,such as Fixed Employer Contributions or Mandatory Participant Contributions. In accordance with IRS Guidance,ICMA-RC will not process Final Pay Contribution or Accrued Leave Contribution Features as part of a"Stand Alone" Final Pay Plan. XVII. The Employer hereby attests that it is a unit of state or local government or an agency or instrumentality of one or more units of state or local government. XVIII. Zhe Plan Administrator hereby agrees to inform the Employer of any amendments to the Plan made pursuant to Section 14.05 of the Plan or of the discontinuance or abandonment of the Plan. XIX. The Employer hereby appoints the ICMA Retirement Corporation as the Plan Administrator pursuant to the terms and conditions of the ICMA RETIREMENT CORPORATION GOVERNMENTAL MONEY PURCHASE PLAN&TRUST. The Employer hereby agrees to the provisions of the Plan and Trust. XX. The Employer hereby acknowledges it understands that failure to properly fill out this Adoption Agreement may result in disqualification of the Plan. XXI. An adopting Employer may rely on an advisory letter issued by the Internal Revenue Service as evidence that the Plan is qualified under section 401 of the Internal Revenue Code to the extent provided in applicable IRS revenue procedures and other official guidance. In Witness Whereof,the Employer hereby causes this Agreement to be executed on this?atn__day of February -----------'20 13---' EMPLOYER ICMA RETIREMENT CORPORATION 777 North Capitol St.,NE Washington, DC 20002-4240 202-9 - 96 _- - -___.._____- _____ C Y� By: �--� -�--�- - -� By: Print Name: MICHAEL COUZZO,�R. Print Name: Title: VILLAGE MANAGER �v��"�`11i,� ,��������b� Tide: ���� �/ .. P. ,,, . _ � ;, ��l��- 1� �� �� �;� o-� o�. , � � - � Attest: �1 1 � ••�i�.�. Attest: ��� ����r��� ���C` � � ��` '1� �1��.rS� _ '�� . '�:^-1� ��r � �-.�;;Y;�:���:��� :y= - --- - - 7 ' �>r, r.; .'� Money Purchase�'i�n Adoption Agreement ,..:yf'-" .• ,�,,. �: {::.'." '�•°�-•'QP��� �� ;,������jF';�1�,OP`��,. -�� l(M A - R ( Si P Adm with I�1�► - � Electr Building Retirement Security Welcome to ICMA - RC. ICMA -RC has many online resources to simplify retirement plan administration for you and ease account management for your employees. Your Suite o f O Description How It"s Adopted - Beneficiary Information Pciticiponts am t /dwp/ *M and cor ` IJeneficiaries Online Withdrawals wh6sieft you a o ffer Electronic Delivery J be M Direct Self- Enrollment - _ (451 Plans Only) _ Deferrals '__ cam' Loans e How It's A dop te d 41i PP Plan Sponsor completes the Mink Access = Descri appr O p tion" Account Activity View p► ad part4ant ackdy Beneficiaries oW Confirmations Contribution Drop -Off /Pick -up Site - - Enrollment Enidplio b it 401 er 457 plon Over ICMA RETIREMENT CORPORATION • 777 NORTH CAPITOL STREET, HE • WASHINGTON, D( 20002 -4240 TOIL FREE 500- 326 -7272 • FAX: 202 -962 -4601 • INTERNET.• WWW.I(MARC.ORG (Continued) How It's Adopted Plan Sponsor completes the EZI.ink Access Form & the appropriate "Access Option" FAQs Find or mm to many . queues hquile q= of ULA Access form Fund Information view civwuk fund profile and e dormation - kWs5W1d3M9hPW Loan Repayments Subw ban remmd detaii Order /Download Forms U*I&WdDM OW sforms of Participant Indicative Changes /- , i t and Plan Contacts f Reports Statements Description How It's Adopted j! 3 Account Activity View acceW transactions Allocation Changes Change how future ! o Confirmations t I fimikmations We ad" to view via Act FAQs Fund Information Fund -to -Fund Transfers - t Guided Pathways f lrowfis ftiot 6vhAf*W%hm Jar inveft i Indicative Data Changes Order /Download Forms Statements byMM Vithdrawals _ eme FIRM lifibuNdwak: schadold - Wilk III dpwt AC 0911 -5094 401 Qualified Plan Implementation Data Form Instructions and Information Please ensure that each section of this form is completed before returning it to ICMA -RC along with the other adoption materials. You may contact ICMA -RC's Plan Sponsor Services Team at 1- 800 - 326 -7272 if you have questions. 4. Primary Contact This person is responsible for the day -to -day administration and processing of plan transactions. This is the person we call if general questions arise concerning your ICMA -RC account. 13. Online Services When joining ICMA -RC, there are many services we make available online to simplify retirement plan administration for you and ease account management for your participants. a. Standard Online Services These standard services will be applied to your plan: • Online Beneficiary information Beneficiary information will be displayed online so that it can be viewed and updated: With this option, the participants (through Account Access) and your plan contacts (through EZLink) can view and update beneficiary information online. Both primary and contingent beneficiary information will be dis- played online and participants' statements. Please note: We are unable to make this option available within EZLink without also making it available within Account Access. • Online withdrawals With this feature participants can request withdrawals online after they separate from service. Please note: Termination dates should be submitted via EZLink in a timely manner, and further employer ap- proval is not required for individual disbursement requests. Online Withdrawals are for installments, partial and lump sum payments made directly to the participant. The Online Withdrawal system does not establish outgoing rollovers to other plan providers. b. Optional Online Services These are optional services you elect or decline: Please complete this section. If an option is not selected, the default options will be utilized. Electronic Delivery for Statements and Confirmations With our electronic delivery process, plan participants will be able to quickly and easily view their statements and transaction confirmations in Account Access instead of waiting to receive them by mail. When you elect electronic delivery for your plan to paperless, we will let participants know by sending them a welcome email. They will also receive a message on their next statement that they will begin receiving their statements and confirmations online rather than in the mail. If participants prefer to receive their documents in the mail they can switch back to paper easily just by going to Account Access or calling Investor Services. Participants without an e-mail address, or with an invalid e-mail address, will continue to receive documents in the mail. If you select this option, you will be contacted by our Plan Sponsor Services Team and we will work with you to set up your plan to go paperless. By selecting this option, you are agreeing that your participants with an e-mail address can receive statements and transaction confirmations electronically. 401 Qualified Plan Implementation Data Form Instructions and Information (continued) 14. Disbursement /Loan This person(s) will be responsible for signing disbursement and loan withdrawal forms, authorizing any disbursement or loan transactions, and answering questions pertaining to disbursements and loans. This should be a person(s) of authority. Also, the person's signature should be placed in the appropriate section of this form for our reference purposes. 18. Contribution /EZ Link Contact This person is responsible for sending contributions to RC. If there are discrepancies in the wire amount and the correspond- ing backup, this is the person we will contact to resolve the issue. This person should have access to all payroll /contribu- tion information to ensure efficient processing of contributions. Confirmations for each contribution received are sent to this individual. 19. Quarterly Statement This person will receive all quarterly statements. 20. Plan Coordinator The title of this person is designated in the resolution. If a different person obtains the same title, you may use this form to update the name change. You must have your legislative body pass a new resolution to update the title of the person desig- nated as plan coordinator. 21. Billing (Fees) If RC charges any employer paid fees to your account, this person will receive the invoices. 401 Qualified Plan Implementation Data Form I Page 1 of 4 Instructions to Employer: Provide necessary information to establish your plan properly. ICMAC Please contact your New Business Unit Analyst at 1 -800- 326 -7272 if you have any questions. Ba "a R-mmmrnt SwvrUy ICMA -RC Use Only: Employer # 10 6882 General 1. (902) Employer's Full Name: Village of Tequesta Information 345 Tequesta Drive 2. (924) Street Address: e q (925) 3. (918) City: Tequesta (919) State: Florida (920) Zip Code: 33469 4. (633) Primary contact: Merlene Reid 5. (634) Primary Contact Tide: H.R. Director 6. (631) Primary Contact Telephone #: ( 5 _ - -) 768 -0415 7. (632) Fax #: ( 561____ 768 -0697 8. (882) Employer's Federal Tax Identification Number: 596044081 Plan 9. (611) Contribution information (See "Important Contribution Information" later in this book) Implementation Information a. Frequency: ((heck one) Ld (0) Bi- weekly ❑ (4) Monthly ❑ (8) Semi - quarterly Instructions — Use the ❑ (1) Weekly ❑ (5) Semi - monthly ❑ (9) Bi- annually yantagepoint Funds ❑ ( 2) Semi - weekly ❑ (6) Bi- quarterly ❑ (10) Annually Brochure or sheet to ❑ ( 3) Bi- monthly ❑ (7) Quarterly ❑ (11) Semi - annually complete this section. b. Deposit Medium: (624) ❑ Wire ✓❑ ACH 10. First Contribution Date following Implementation: April 11, 2013 11. Number of Eligible Employee: 4 Expected Number of Participants: unknown at this time Default Default Fund for Investment Allocations: Investment The default fund will be used if a participant does not provide valid allocation instructions (i.e., no allocation is provided, the allocation percentages Option do not total 100 %, or one or more funds that are not available to the plan are selected). If you do not make an election in this section, the Milestone Fund with the target date closest to a participant's 60 birthday will be used as your plan's default option. You may select the "Custom Default" option if you would like to use a fund (or funds) other than the Milestone Funds as your plan's default option. Please see ICMA -RC's Standard Plan Fund Lineup at www.i(marc.org to complete this section. Note: Prior to selecting the "Custom Default' option, employers should carefully review the Department of Labor's final regulations on quaNfied default investment alternatives (QDIAs). More information is available online at www.dol.gov or www.icmarc.org /ppa. 12. Default Fund for Investment Allocations (Select one option): © The Milestone Funds (Default) with a target retirement age of: ❑ Age 60 (Default) ❑ Age (input the Target Retirement Age to be used for your plan) )continued on the following page) 401 Qualified Plan Implementation Data Form I Page 2 of 4 Instructions to Employer: Provide necessary information to establish your plan properly. IC � V A AC Please contact your New Business Unit Analyst at 1- 800 - 326 -7272 if you have any questions. e B a Raimmm_ �-" ICMA -RC Use Only: Employer # 10 6882 Default ❑ Custom Default (List the fund names) and percentages that will be used as the plan's default investment option): Investment Fund Name Percentage Option continued Online Services 13. Below are ICMA -RC's online services offered for your retirement plan administration and account management for participants. Please see instructions for further information about these standard and optional services. a. Standard Online Services These standard services will be applied to your plan. • Online Beneficiary information (Note: Beneficiary information will be displayed on participant statements.) • Online withdrawals b. Optional Online Services These are optional services you elect or decline. Note: If an option is not selected, the default options will be utilized. Electronic Delivery for statements and confirmations Electronic delivery for all participant statements and transaction confirmations. 61 Yes (Default) ❑ No Primary PLAN CONTACTS Contact 14. PT00 Information (200) Primary Contact Name: Merlene Reid (210) Title: H.R. Director (420) Telephone: ( 561 ) 768 - 0415 (421) Fax:( 561 ) 768 - 0697 (422) Email Address: g Disbursement 15. PTOI Contact Sig nature: Merlene Reid Loan Contact (200) Contact Name: Merlene Reid Information H.R. Director (210) Title: Please indicate 768 -0415 768 -0415 ahemate addresses (420) Telephone: ( 561 ) (421) Fax:( 561 ) in Comments Section (422) Email Address: mreid @tequesta.org on Page 3 16. PT08 Contact Signature: (200) Contact Name: (210) Title: (420) Telephone:( ) (421) Fax:( ) (422) Email Address: 17. PT09 Contact Signature: (200) Contact Name: (210) Title: (420) Telephone:( ) (421) Fax:( ) (422) Email Address: 401 Qualified Plan Implementation Data Form I Page 3 of 4 ICAAC Bui&6 Arli %wrier ICMA -RC Use Only: Employer # 10 6882 Contribution/ 18. PT02 (200) Contad Name: Merlene Reid EZLink Contact (210) Title: H. R. Director Information (420) Telephone: ( 561 ) 768 - 0415 (421) Fax :( 561 ) 768 - 0697 (422) Email Address: mreid @tequesta.org Does the EZlink Contact initiate ACH/wire for payroll? ❑ Yes ❑ No If No, please provide ACH /wire contact information: Name/Title: Michelle Gload Telephone:( 561 ) 768 -0425 EZLidc is ICIMA -NC's standard contributioa detud summary former. Please complete and return the EZlk k Access Fwm. You most also complete a soccessfid EZLbdr test before your first aruhtution am be submitted Quarterly 19. P104 (200) Contad Name: Michelle Gload Statement (210) Title: Senior Accountant Contact 561 768 - 0425 56� 768 - 0697 Information (420) Telephone: ( 1 (421) fox:( ) (422) Email Address: mgload @tequesta.org If this sediar is nut mmp<ete4 the Primary Co~ wNl receive maNtngs. Plan 20. Pf05 (200) Contad Name: Michael Couzzo, Jr. Coordinator (210) Title: Village Manager Contact 561 768 -0463 56i 768 -0697 Information (420) Telephone: ( ) (421) Fax:( ) (422) Email Address: mcouzzo @tequesta.org Note: Caegmg obis th* requires an ameadmew to your resolution. Billing (Fees) 21. PT06 (200) Contad Name: Michelle Gload Contact (210) Title: Senior Accountant Information 561 768 -0425 561 768 - 0697 (420) Telephone: ( ) (421) Fax:( ) (422) Email Address: Comments: 22. Alternative Addresses for #14-20 401 Qualified Plan Implementation Data Form I Page 4 of 4 ICAAC BYi Rfi,..t �riry l(MA -R( Use Only: Employer # 10 6882 Co- Provider 23. Does your plan have a co- provider relationship *? Information ❑ Yes 0 No If yes, please provide the co- provider information: Name of (o- Provider(s): Co- Provider 1: Street Address: (iiy: State: Zip (ode: Phone Number: Co- Provider 2: Street Address: City: State: Zip (ode: Internal Use Only 621 = 7/N 641 912 STREAMLINING PLAN ADMINISTRATION RC • Buildinv Securitv THROUGH TECHNOLOGY EZLink gives you electronic access to a wide range of plan specific information, transaction processing capabilities and keeps you up- to-date on the latest in plan changes. As a user, you can access the information you need, when you need it. Who should use the EZLink Access form? Participant Changes This capability provides the user the ability to update participant Use this form to request a new user, and to update or information such as name, ad- remove an existing user. dress, marital status, title. Contribution &loan Instructions Repayments: This capability provides the user the ability to submit contributions 1. Primary Contact Information — Please provide the and loan repayments online us- name of the person who is designated as the primary ing a prior payroll or ICMA -RC contact. This person will need to sign this form to pre - formatted file. authorize access. If you want to verify your primary contact, please call Plan Sponsor Services Team at 800- Participant Data 326 -7272 between 8:30 a.m. and 7:30 p.m. Eastern Transfer: This capability provides the user Time. the ability to submit an ICMA -RC pre - formatted participant in- Primary contact User ID and password will be created dicative data demographic with full access. file including enrollments and participant updates and to view 2. EZLink User Information — a customized data verification report. To request a new User ID : check the Add New User ID box and enter the user information. The email 3. Primary Contact Approval — Please have the Primary address and access options are required. Contact sign and date this EZLink Access Form. To update an existing User ID check the Update User ID box, enter the User ID and select all the Minimum System Recommendations access the user should have. ✓ Firefox Version 3.x and higher, or MICROSOFT To remove an existing User ID : check the Remove Internet Explorer 5.0 and higher User ID box to remove all access. ✓ 128 Bit Encryption ✓ High speed Internet access or minimum 56K Access Options: modem ✓ Pentium class PC Balances /Reports This capability provides the user ✓ Windows NT, 1995 or later the ability to view plan and participant information including balances, investment allocations and reports. OTHER SYSTEMS ARE NOT RECOMMENDED Online Enrollments: This capability provides the user the ability to enroll participants. Please fax your completed EZLink Access Form to the EZLink Administrator at 202 - 962 -4601. F RMOOO-019- 200907 -180 4L EZLINK ACCESS FORM - PAGE l OF 2 Plan Name VILLAGE OF TEQUESTA Plan Number(s) 106882 (All plan numbers must be listed to avoid processing delays.) Primary Contact Name: SAME AS 457 Primary Primary Contact Title: Contact Information Email Address: Daytime Phone Number: 2 Select One: 0 Add New User ID Update User ID Remove User ID EZLink Name: MICHAEL COUZZO, JR User Information Title: VILLAGE MANAGER Email Address: mcouzzo @tequesta.org Daytime Phone Number: (�_ _) 768 _ _ _ 0463 Access Options (You must select either yes or no for each access option): Balances & Reports O Y _N Contributions & Loan Repays ✓ Y _N Online Enrollments _Y ✓ N Participant Data Transfer ✓ Y _N Participant Changes _Y N .................................................................................................................................. ............................... Select One: 0 Add New User ID 0 Update User ID Remove User ID Name: LAURA ROSENKRANZ Title: H.R. Generalist Email Address: Irosenkranz @tequesta.org Daytime Phone Number: (mil _ _) 768 _ _ _ 0416 Access Options (You must select either yes or no for each access option): Balances & Reports ✓ Y _N Contributions & Loan Repays ✓ Y _N Online Enrollments ✓ Y _N Participant Data Transfer ✓ Y _N ✓ Participant Changes Y _N .................................................................................................................................. ............................... Select One: I Add New User ID Update User ID Remove User ID Name: Title: Email Address: Daytime Phone Number: Access Options (You must select either yes or no for each access option): Balances & Reports _Y _N Contributions & Loan Repays _Y _N Online Enrollments _Y _N Participant Data Transfer _Y _N Participant Changes _Y _N Please fox your completed EZLink Access Form to the EZLink Administrator at 202 - 962 -4601 FRM000. 019- 200907 -180 Icy 4L L " ink EZLINK ACCESS FORM -PAGE 2 OF 2 2 Select One: I Add New User ID Update User ID Remove User ID EZLink Name: User Title: Information Email Address: (continued) Daytime Phone Number: - Access Options (You must select either yes or no for each access option): Balances & Reports _Y _N Contributions & Loan Repays _Y _N Online Enrollments _Y _N Participant Data Transfer _Y _N Participant Changes _Y _N ................................................................................................................................. ............................... Select One: 0 Add New User ID Update User ID Remove User ID Name: Title: Email Address: Daytime Phone Number: Access Options (You must select either yes or no for each access option): Balances & Reports _Y _N Contributions & Loan Repays _Y _N Online Enrollments _Y _N Participant Data Transfer _Y _N Participant Changes _Y _N 3 ICMA -RC considers participant information to be highly confidential, and we go to great lengths to avoid Primary breaching that confidentiality. For this reason, ICMA -RC cannot be responsible for (i) negligent or intentional Contact misuse of the password by the municipality's officers, employees, agents or contractors, (ii) a breach of confi- Approval dentiality that may occur as a result of such negligent or intentional misuse of the password, or (iii) a breach of confidentiality that may occur as a proximate result of the municipality's access to the participant database. If the municipality uses EZLink online transaction processing, please remember to review all financial information you have entered for your participants, as ICMA -RC is not responsible for incorrect data transmitted by the municipality. ICMA -RC recommends that you encourage all participants to review confirmations for accuracy. ICMA -RC's web site is normally available 24 hours a day, seven days a week. However, service availability is not guaranteed. Neither ICMA -RC or its affiliates, the VantageTrust Company, nor The Vantagepoint Funds will be responsible for any loss (or forgone gain) you may incur as a result of service being unavailable. Please signify your agreement to these terms by signing in the space indicated below. You may fax this signed form to the EZLink Administrator at 202- 962 -4601. We will provide you with User ID(s) and Password(s) to begin using EZLink. Should you have questions, please call our EZLink Team at 800 -326- 7272. Agreed: Medene Reid Date: 2/14/2013 Primary Contact Print Your Name MERLENE REID For ICMA -RC Internal Use Only: EZLink Primary NBU EZLink QA Data Security Please fax your completed EZLink Access Form to the EZLink Administrator at 202 - 962 -4601. FRM000 -019- 200907 -180 IMPORTANT! PROCESSING POLICIES FOR CONTRIBUTIONS AND LOAN REPAYMENTS In order to provide the most efficient and dependable service possible to all of our valued customers, ICMA -RC has estab- lished the following policies related to contribution and loan repayment processing. UNBALANCED CONTRIBUTIONS /LOAN REPAYMENTS In situations where the contribution /loan repayment amount remitted differs from the sum of the detail records provided, in- vestment of the contributions and loan repayments will be delayed until the difference is resolved. If the difference cannot be resolved within 3 business days, ICMA -RC will return the money to the employer, unless alternative instructions are received. NON - CONFORMING FORMATS Non - conforming submittals of contribution /loan repayment detail records are typically paper documents printed from an em- ployer's payroll system or other electronic files not formatted according to ICMA -RC specifications. Processing time for non- conforming submittals can be significantly longer than for conforming formats. Consequently, while ICMA -RC will strive to process non -conforming submittals as timely as possible, we may take up to 5 business days to reconcile. The contributions and loan repayments will not be invested during this time. The following table provides the processing turnaround standards for non - conforming submittals. Number of Contributing Number of Business Pa 50 or fewer 2 100 -299 4 300 or more 5 UNREADABLE OR ERRONEOUS FILES If a contribution / loan repayment detail file is not readable (e.g., formatting problem, in- transit damage) or does not contain current data, investment of the contributions and loan repayments will be delayed until the employer provides a readable replacement file with current data. In such cases, ICMA -RC will initiate contact with the employer the day the file is received. PARTICIPANTS NOT ENROLLED Contributions received for participants who have not been enrolled in the plan cannot be invested. In such cases, ICMA -RC will initiate contact with the employer the next business day to request the required enrollment information. If ICMA -RC does not receive the required enrollment information by the close of the third business day following receipt of the contribution, the contribution amount will be refunded to the employer. INCORRECT LOAN NUMBERS If a loan repayment is received with incorrect loan number referencing, ICMA -RC may take up to two business days to invest the loan repayment. CONFORMING FORMATS FOR CONTRIBUTIONS AND LOAN REPAYMENTS TO ICMA -RC • EZLink On -line Contribution File Creation • EZLink Data Transfer in ICMA -RC Record Format #3 Please call a New Business Unit Analyst at 1- 800 - 326 -7272 to receive additional information about these options. You must include your six -digit RC plan number in the "OBI" field for each wire to ensure timely processing. Plan number format: Wires • 30#9## for 457 plans • 10#### for 401 plans • 70#### for IRA plans • 80#### for RHS plans 457 Wire Instructions 401 Wire Instructions RHS Wire Instructions M &T Bank M &T Bank M &T Bank ABA #: 022000046 ABA #: 022000046 ABA #: 022000046 Vantagepoint Transfer Agents— 457 Vantagepoint Transfer Agents — 401 Vantagepoint Transfer Agents Account #: 42538001 Account #: 42537981 Account #: 89559029 OBI: 30# # ## OBI: 10#### OBI: # # # # ## You must include your six -digit RC plan number in the "Ppt ID" field to ensure timely and accurate ACH processing. Plan number format: • 30# # ## for 457 plans • 109# ## for 401 plans • 70#### for IRA plans • 809### for RHS plans 457 ACH Instructions 401 ACH Instructions RHS ACH Instructions M &T Bank— 457 M &T Bank— 401 M &T Bank ABA #: 022000046 ABA #: 022000046 ABA #: 022000046 Account #: 42538001 Account #: 42537981 Account #: 89559029 Ppt ID: 30 # # ## Ppt ID: 10 # # ## Ppt ID: ## # ### You must always include your six -digit RC plan number on the payee line to identify proper funding of your account and to ensure timely and accurate processing. Check Sending a check directly to ICMA -RC's Washington, D.C. address, rather than our bank lockbox address, will delay the posting of your employee contributions. 457 Check Instructions 401 Check Instructions Vantagepoint Transfer Agents- 30#### Vantagepoint Transfer Agents - # # # # ## c/o M &T Bank c/o M &T Bank P.O. Box 64553 P.O. Box 64636 P.O. Box 64668 Baltimore MD 21264 -4553 Baltimore MD 21264 -4668 * Remember, mailing your contribution to any other address will delay the investment of your payroll contributions and/or loan repayments. IMPORTANT! PLEASE READ THIS DOCUMENT PRIOR TO SUBMITTING YOUR FIRST PAYROLL TO ICMA -RC Frequently Asked Questions about submitting Payrolls to ICMA -RC What is EZLink? EZLink is ICMA -RC's secure internet -based software that allows you to submit payroll and enrollment information to ICMA -RC. Additionally, you can access reports about your plan's activity using EZLink. How do 1 get started using EZLink? Enclosed are several items that you will need to begin submitting contributions to the ICMA Retirement Corporation (RC) including: ■ EZLink Information and Access Form - Complete this form to assign a payroll, wire /ACH contact and issue passwords for inquiry only mode. ■ Processing Policies for Contribution and Loan Repayments — Describes processing cutoff and ICMA -RC's "good order' policy ■ ACH and wire instructions for 401, 457, IRA, and RHS plans Follow this checklist of steps to submit your payroll via EZLink • Complete the EZLink Form and return to the New Business Unit Analyst in the envelope provided. • Be sure to provide the first date you anticipate sending a payroll contribution to ICMA -RC. (Plan Data Implementation Form in "Return Booklet ") • Complete a test file with ICMA -RC prior to submitting your first payroll. Your payroll contact will be called upon receipt of the EZLink Application to coordinate a test as well as discuss the features of EZLink. ✓ Review the Wire /ACH instructions with the appropriate contact. Your payroll contact may not be the person who transmits wires to ICMA -RC. ✓ Make sure you use the correct plan number and plan sources in EZLink based on your plan. Each plan has a distinct plan number. If you have a question regarding a specific plan number, please contact ICMA -RC for confirmation. ✓ Make sure you are using the correct format for each plan. Note that 401, IRA and RHS plans have slightly different formats than 457 plans. ✓ Enroll participants in the plan prior to submitting your first payroll. You are now ready to submit payroll contribution and loan repayments to ICMA -RC! What if I cannot use EZLink? In order to reduce cost and processing errors, ICMA -RC's policy is that clients use EZLink. Additional fees are assessed to individual 401 & 457 participant accounts for Employers who do not utilize EZLink. (See Appendix 1 for a description of fees). It is required that employers use EZLink for all IRA and RHS accounts. Please note the "Processing Policies for Contributions and Loan Repayments" included in this packet. It is very important that your contribution detail is received in good order to ensure accurate, efficient processing of your data. Tips to prevent delays in payroll processing ■ Ensure that all participants are enrolled at ICMA -RC prior to submitting a payroll contribution. ■ Ensure you complete a test file successfully prior to submitting your first payroll. ■ For loan repayments, please ensure that loan numbers are properly entered. ■ Ensure that your plan number is correct. If you have multiple plans at ICMA -RC, this is particularly important. ■ Ensure that you use the correct payroll format within EZLink. The 4011457 formats cannot be used for IRA and RHS payrolls. ■ Ensure that you use the proper wire or ACH instructions. It is important to note that 401, 457, RHS and IRA plans all have different instructions. ■ Please do not change formats without contacting ICMA -RC. ■ If you encounter a problem with EZLink, please contact an EZLink Specialist at ICMA -RC at 1- 800 - 326 -7272 for guidance to correct any issues. APPENDIX 1 Account Maintenance Fee. The annual Account Maintenance Fee for Plan participants will be waived for Employers who use EZLink for contribution processing and submit deposits by wire transfer or ACH. In the event that Employer does not use EZLink for contribution processing and ACH /wire transfer, the annual Account Maintenance Fee shall be $36.00 per Plan participant. If applicable, this fee is payable on the first day of the calendar quarter following establishment and is prorated by reference to the number of calendar quarters remaining on the day of payment. The Account Maintenance fee is debited from each Plan participant's account. Please return the following documents to: ICMA -RC Attn: New Business Unit Analyst 777 North Capitol Street, N.E. Washington, DC 20002 -4240 0 Completed Resolution 0 Completed Adoption Agreement 0 Signed Administrative Services Agreement 0 Implementation Data Form 0 Loan Guidelines (if applicable) 0 Completed EZ Link Access Form If you have not received all of these documents, please notify your New Business Unit Analyst at 1 -800 326 -7272 immediately. - - i _� AL ME _- _ -