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HomeMy WebLinkAboutPension General_Documentation_Tab 02_02/04/2008SYNPOSIS OF GENERAL EMPLOYEES' PENSION BOARD SPECIAL MEETING MINUTES OF 12.10.07 LJ Accepted letter of resignation from Board Member Merlene Reid, effective December 10, 2007 ?. A.ppreved proposed. election date of January 16, 2008.. 3. Accepted an amended list of eligible candidates with the names Merlene Reid, Lori McWilliams, and Michael R. Couzzo, Jr. removed. 4. Appointed two non-candidates to be election judges and two alternates: JoAnn Forsythe and Merlene Reid as election judges for the January 16, 2008 election; Monica Rahim and James Trube as alternates. 5. Chair Harding reported that she had spoken with Mayor Humpage regarding the letter the Board had sent to the Village Council regarding paying interest on employee contributions. Mayor Humpage had indicated he would ask to have it placed on .the January 10, 2008 agenda. 6. Consensus of the Board was that the Administrative Rules should be revised to state the employee positions that might have conflicts and therefore would not be eligible to serve on the pension board. • END OF SYNOPSIS • • TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND BOARD OF TRUSTEES MEETING SPECIAL MEETING MINUTES DECEMBER 10, 2007 I. Call to Order and Roll Call The Tequesta General Employees' Pension Trust Fund Board of Trustees held a special meeting in the Council Chambers of the Village Hall, 345 Tequesta Drive, Tequesta, Florida, on December 10, 2007. The meeting was called to order at 9:00 a.m. by Chair Catherine Harding. A roll call was taken by Betty Laur, Recording Secretary. Board members. in attendance at the meeting were:. Chair Catherine Harding, Secretary Archie C. Mangum, Jr., Board Member Merlene Reid, and Board Member Carl Hansen. Board Member Michael D. Rhodes was absent from the meeting. Also in attendance was Pension Coordinator Lori McWilliams. • II. Approval of Agenda MOTION: Board Member Hansen made a motion to approve the agenda as amended by adding acceptance of a letter of resignation from Board Member Merlene Reid; this item to immediately follow the approval of the agenda. Secretary Mangum seconded the motion, which carried by unanimous 4-0 vote. Chair Harding announced that a letter of resignation had been received from Board Member Merlene Reid, Human Resources Director, to be effective today, December 10, 2007. Pension Coordinator McWilliams advised Ms. Reid that she was no longer eligible to vote in this meeting. III. Approve Proposed Election Date of January 16, 2008 Pension Coordinator Lori McWilliams advised that an election would be needed since Ms. Reid had resigned and Chair Harding's position would expire February 16, 2008. Both positions would be opened for nominations. If two people applied for one position there would bean election; however, if only one person applied for a position there would not be an election, and she expected that Ms. Harding would want to come back on the board. Ms. McWilliams commented that the notice of • election would be posted that day and would also go out to every employee; they had to submit a written notice of candidacy no later than 45 days before the term expiration, which would be January 2. Letters needed to be submitted to Ms. • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL QUARTERLY MEETING MINUTES December 10, 2007 PAGE 2 McWilliams by January 2, 2008. If more than one person applied for a position, the election would be held January 16, 2008, in accordance with the by-laws. The election would be from the General Employees only. MOTION: Board Member Hansen made a motion to approve the election date of January 16, 2008. Secretary Mangum seconded the motion, which carried by unanimous 3-0 vote. IV. CERTIFY LIST OF ELIGIBLE CANDIDATES Pension Coordinator McWilliams advised that this item was on the agenda, because according to the rules of the Pension Board, in order to have an election the Board must certify the list of current and eligible employees. That list had been provided to each member, which according to the Human Resources Department was current • as of today. The list consisted of all General Employees. Ms. McWilliams advised that Merlene Reid, Lori McWilliams, and Village Manager Michael R. Couzzo, Jr. should be stricken since they were not eligible because of conflicts. The open positions were only eligible to be filled by General Employees. MOTION Board Member Hansen made a motion to accept the amended fist of eligible candidates, with the names Merlene Reid, Lori McWilliams, and Michael R. Couzzo, Jr. removed. Secretary Mangum seconded the motion, which carried by unanimous 3-0 vote. V. APPOINT TWO NON-CANDIDATES TO BE ELECTION JUDGES Pension Coordinator McWilliams advised that the election judges would sit with her to count the ballots; the Board needed to select two judges and two alternates who were not candidates. Ms. McWilliams provided a list of employees who were not in the General Employees Pension Fund. Discussion ensued. It was clarified that General Employees could be chosen if they were not intending to run, such as Merlene Reid or Ms. McWilliams. Since Ms. McWilliams would be supervising the election process, she would not be eligible. The following were nominated: JoAnn Forsythe and Merlene Reid for judges; • Monica Rahim and James Trube as the alternates. • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL QUARTERLY MEETING MINUTES December 10, 2007 PAGE 3 MOTION Secretary Mangum moved to appoint two non-candidates to be election judges and two alternates: JoAnn Forsythe and Merlene Reid as election judges for the January 16, 2008 election, and Monica Rahim and James Trube as the alternates. Board Member Hansen seconded the motion, which carried by unanimous 3-0 vote. VI. ITEM ADDED BY CHAIR HARDING: LETTER TO VILLAGE COUNCIL Chair Harding advised she had spoken to Mayor Humpage regarding the letter the Board had sent to the Village Council with every Board Member's signature regarding paying interest on employee contributions, and he was going to try to get this item back on the Council agenda for Village Council consideration. Mayor Humpage planned to bring this up under Any Other Matters at the upcoming meeting to ask to have it placed on the January 10, 2008 agenda; but there were no • guarantees it would happen. Board Member Hansen expressed his opinion that this was a no-brainer, the amount was only $100-$200, and although he did not understand how it could be that low, that was the amount provided by the actuary. Chair Harding commented it was not necessarily the amount; the concept was to use this as a bargaining chip during union negotiations. That was why she had written in the letter that the Board was not affiliated with the union or politics-they just wanted to do the best for the employees. Board Member Hansen commented at least the Board had shown their good intentions for the employees by doing this, and thanked Chair Harding for writing the letter on behalf of the Board. Pension Coordinator McWilliams reviewed the handouts: Ms. Reid's letter of resignation, a list of employees, a list showing expiration terms, a copy of the public notice that would be posted that day and sent to all employees, a copy of a draft ballot with no names filled in. A secured ballot box had been purchased for elections. Chair Harding was advised if no one ran against her there would be no election, but she should provide Ms. McWilliams with a letter stating her desire to serve. Consensus of the Board was that the Administrative Rules should be revised to state the positions that might have conflicts and therefore would not be not eligible to serve on the Pension Board. Ms. Reid commented she had learned at the • trustee school that in her position as Human Resources Director, situations could arise where she could have a conflict of interest, which was why she had resigned. • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND SPECIAL QUARTERLY MEETING MINUTES Decee~ber '!0, 2007 PAGE 4 Secretary Mangum thanked Ms. Reid for her service on the Board. Ms. McWilliams reviewed expiration dates of the members. Mr. Rhodes was appointed August 6, 2007, so the expiration of his term would be August 6, 2009. Ms. Harding's term would run from the expiration date in February, 2008 to February, 2010. Discussion ensued regarding terms. Each member served atwo- year term. The newly elected person would serve a full two-year term from the election. Ms. McWilliams advised she sent each new member a letter stating their term dates and requirements to be on the board, and members would receive a phone call. prior to their term. expiration asking them to submit a letter stating they would like to stay or resign. Mr. Hansen was provided with a list of the expiration dates. VII. COMMUNICATIONS FROM CITIZENS • There was no communication from citizens. VIII. ADJOURNMENT The meeting was adjourned at 9:33 a.m. Respectfully submitted, fj e ~k. Betty Laur Recording Secretary •