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HomeMy WebLinkAboutPension General_Documentation_Tab 02_05/05/2008Synopsis of General Employees Quarterly Meeting February 4, 2008 1. 2. 3. 4. 5. 6. Chair Catherine Harding announced her resignation as a member of the board to become effective immediately following this meeting. Election of a Chair and Secretary were postponed to the next meeting. Approved minutes of November 7 and December 10, 2007. voted to instruct Human Resource Director Reid to ask the union to waive their right regarding paying interest on contributions and to do so with all expediency. Ms. Reid agreed to delay sending to the union the issue of raising the multiplier. Approved the following on the Consent agenda: Ratification Of Invoices Paid Since Last Quarterly Meeting: Business Services Connection, Inc. $ 332.20; Hanson, Perry & Jensen, P.A. $ 1,041.24 Payments To Be Reviewed And Approved: Business Services Connection, Inc. $101.94; Hanson, Perry & Jensen, P.A. $102.80; Bogdahn Consulting, LLC $1,125.00; Dana Investment Advisors $1,506.27 Approval of new applicants for participation in Pension Plan: Brad Gomberg, IT Specialist Tatiana Racanati, Accountant Kyle Lanham, Water Plant Trainee Marsha Ragozzino, Accounting Clerk II Natasha Kendrick, Human Resources Technician/ Receptionist Approval of withdrawal of contributions: Emily Gervis 11/8/07 Roberta Russo 1/17/08 7. Statement of Activities 10/29/07 11/13/07 11/13/07 1/22/08 1/24/08 Gross $3,720.01; Net $2,976.01 Gross $8,673.93; Net $6,939.40 Requested the Budget Report be listed separately and not under Consent agenda. 8. Voted to approve the budget as amended with $15,000 for investment services and $10,000 for • actuarial services. 9. Voted to create an ordinance to present to Village Council which would make possible if an employee Board position were open and no employee would fill it, that a member of the community be able to serve out the one term; at the end of that term it would again be open to employees and employees would vigorously be sought to fill the seat; in the meantime there would be competent people from outside to serve. 10. Received and filed Dana Investment Advisors quarterly report. 11. Adopted Village of Tequesta's Resolution 24-07/08 as the Board's policy regarding social security numbers. 12. Declined to access online Salem Trust Company statements. 13. Secretary Mangum indicated he would talk with a Sun American Bank representative regarding allowing the Finance Department to access the General Employees Pension Trust checking account, and would report back at the next meeting. 14. Dave West of Bogdahn Consulting LLC provided their quarterly report. Mr. West indicated he would be happy to have a discussion with Dana Investment Advisors and report back to the Board next quarter regarding the possibility of using an index fund. • END OF SYNOPSIS r~ L J • TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND MINUTES OF REGULAR QUARTERLY BOARD OF TRUSTEES MEETING FEBRUARY 4, 2008 I. Call to Order and Roll Call The Tequesta General Employees' Pension Trust Fund Board of Trustees held a regular quarterly meeting in the Council Chambers of the Village Hall, 345 Tequesta Drive, Tequesta, Florida, on February 4, 2008. The meeting was called to order at 8:00 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, SecretaryArchie C. Mangum, Jr., and Board Member Carl Hansen. Board Member Michael D. Rhodes was absent. Also in attendance were Monitoring Consultant Dave West from Bogdahn Consulting, LLC, Attorney Bonni Jensen, Pension Coordinator Lori McWilliams, and Senior Accountant Monica Rahim. . II. Approval of Agenda Recording Secretary Laur requested the following changes to the agenda: Under New Business the numbers on the agenda items did not match the tabs in the agenda books-- the numbers on the agenda should have been 11, 12, 13 and 14 instead of 12,13,14 and 15. Item 3, Presentation by Monitor, needed to be moved to follow New Business, so that all items that needed motions could be considered before Secretary Mangum needed to leave, by 9:30 a.m. Addition of an item under New Business was requested: Approval to give Finance Department online access to the Sun American Bank checking account. MOTION: Secretary Mangum made a motion to approve the agenda as amended. Board Member Hansen seconded the motion, which carried by unanimous 3-0 vote. III. Reappointment of Catherine Harding Chair Harding advised she would be resigning from the Board immediately following this meeting, and would submit a letter of resignation. IV. Election of Chair and Secretary i Board Member Hansen commented he had a feeling that the new member, Mr. Rhodes, would be a great addition to the board, and he would like to see Mr. Rhodes appointed as Chair, although not in his absence. • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 2 MOTION: Secretary Mangum made a motion to postpone election of the Chair and Secretary to the next meeting. Board Member Hansen seconded the motion, which carried by unanimous 3-0 vote. V. Approval of Minutes Tequesta General Employees' Pension Trust Fund Board Of Trustees Quarterly Meeting Minutes -November 7, 2007 Tequesta General Employees' Pension Trust Fund Board Of Trustees Special Meeting Minutes -December 10, 2007 MOTION Secretary Mangum made a motion to approve the minutes of the November 7, 2007 quarterly meeting as submitted. Board Member Hansen seconded the • motion, which carried by unanimous 3-0 vote. Secretary Mangum amended his motion to include approval of the minutes of the December 10, 2007 Special meeting as submitted. Board Member Hansen seconded the amended motion, which carried by unanimous 3-0 vote. VI. PRESENTATIONS -delayed until later in the meeting VII. UNFINISHED BUSINESS 4. Status Report on Village Council discussion on 1/10/08 regarding paying interest on employee contributions Pension Coordinator Lori McWilliams distributed a status report on paying interest on employee contributions. She reported the Village Council had re-addressed the item due to the letter the Board had sent to the Council. They had felt the Board strongly wanted them to reconsider the item; however, it was again tabled until the labor attorney could make a determination whether the Council could even reconsider it or if it had to go to negotiations. The letter she had just distributed confirmed from the labor attorney that it did have to go before the unions. Now it was in the hands of the Human Resources Department; since negotiations were confidential, Ms. McWilliams did not know when it would be considered. Attorney Jensen advised the items they discussed were public; if the Village Council was • giving direction to the municipality, that could be in a confidential session; however, all the requirements for a confidential session must be met. Once the collective bargaining was going on, that was a public proceeding. Pension Coordinator • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 3 McWilliams commented she was going to guess that HR Director Reid was going to put this forth to the unions; she did not know the current status of the negotiations. Attorney Jensen advised retirement was a mandatory subject of bargaining, which meant either party could bring it to the table. So that if the municipality was making a change, if they were interested in changing the ordinance based upon the Board's recommendation, then they must give the union an opportunity to discuss it. The union did not have to discuss it, they could say they agreed-go ahead with the change. Secretary Mangum expressed his opinion it was stretching it to say this was something the union had to be involved in, to which Attorney Jensen responded there was actually a State court case that said any time you made changes to pensions it was a mandatory subject of bargaining. Secretary Mangum commented he believed it was incumbent upon whoever was in power with the Village Council to get on with it-he felt very strongly about this; a young lady had just left after five years and got nothing on her money, and the longer the Village delayed it the more they were taking from people, because (as he • had pointed out at the Village Council meeting) if you took something from somebody at today's dollar and kept it five or six years, with inflation going up 3% a year, in five years they were not getting back a dollar for a dollar; they were only getting back between 80¢ and 85¢. To him, this was unconscionable, so whoever was in power must get on the ball-whether it was Village Council or this Board. Pension Coordinator McWilliams commented this was also going on the February agenda for the Village Council, so they would know what the labor attorney said, and could further direct the Human Resources Manager, and she believed the Village Manager as head of negotiations could put it on the table, which she felt would be done. Board Member Hansen commented he did not understand why this had to be considered by a labor attorney-it seemed that the people who represented labor would like to have it; it would be the Village who would want to have this as a carrot in negotiations, so he could understand why the Village Council would want to hold back on this because they could use it as a carrot in future negotiations. Board Member Hansen commented, why wouldn't the labor people want to give their people everything that they possibly could, so they shouldn't object-it should be the Village Council who objected, so that they in their closed door session would have a carrot to pass on. • Chair Harding noted that the Village had probably spent as much money in attorney fees trying to get this looked at and approved than any money that would have been given out in fairness to the employees. She did not understand the logic-this • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 4 should have been acted on immediately and brought right to the unions and got them either to waive it or tell the Board why they were not waiving it. Sothis whole thing was just a farce, and she would like to see in waiting what kind of results there would be; she had brought this up in her very first meeting two years ago, and it was still not accomplished; she agreed with the other members of the Board that it was poor, unfair, and seriously doubted if anything good would come of this. Secretary Mangum asked Attorney Jensen if there was any way she could assist the Board in moving this along. Attorney Jensen responded a letter could be sent; Secretary Mangum noted they had already written a letter. Pension Coordinator McWilliams advised that Human Resources Director Reid would address the Board momentarily, but they could move on to the next agenda item at this time. The following took place after the Board had acted upon the Consent Agenda: Human Resources Director Merlene Reid reported at the January Village Council • meeting, the issue of paying interest on contributions had been brought up by the Mayor. The Village Manager had asked her to contact the labor attorney, regarding whether the Village could go ahead and pay the 3%, and his response had been emailed to the members of the Board. The labor attorney had advised that retirement was a required subject of bargaining; however, the unions could waive their right to negotiate. Mrs. Reid confirmed for Chair Harding that she had no response as yet from the union whether they would waive their right. Attorney Jensen commented that the conversation before Ms. Reid joined the meeting had been that the Trustees were very interested in moving this along to provide that benefit to the members, because, for example, there were two people who had terminated employment. Ms. Reid responded she had been advised the unions could waive their right, but she did not have a response on that. Secretary Mangum asked the prospects of getting a response, to which Ms. Reid advised they had just been advised of this situation; not told they needed to give a response, and if the Board was asking them to waive their right she needed to communicate that to them. MOTION: Secretary Mangum moved that Human Resource Director Reid be instructed to ask the union to waive their right regarding paying interest on contributions and to do so with all expediency. Board Member Hansen seconded the motion, and expressed his opinion this should not be a negotiation carrot, it • should bean entitlement, and he did not understand why the Village Council wanted to hold back. Ms. Reid advised the union may not have responded because they were in the process of negotiations now. Chair Harding asked • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 5 that the motion be restated so it was clear what the board was asking. The maker of the motion, Secretary Mangum, stated he was asking Human Resource Director Reid to go to the union and tell them the Board wanted an answer yes or no to the question will they waive that right and do so with all expediency. The Board's request was that the union waive that right. Board Member Hansen seconded the motion, which carried by unanimous 3-0 vote. Human Resource Director Reid commented there had also been a question regarding raising the multiplier, and she was going to send that out to the union as well, requesting their feedback on this matter, moving from 2% to 2.2%, which this board had previously discussed and asked that she discuss this with the members; however, she had held off discussing it with the members to see if they wanted to raise it until the union considered it. Perhaps at this time she could send both items to the union, telling them they had two matters-waiving their right, and requesting feedback on raising the pension multiplier. Board Member Hansen expressed his • opinion this would be a negotiation matter. Chair Harding agreed, stating the issues should not be mixed; the one issue should be totally clear and when it was resolved the other could be raised. Chair Harding asked if the multiplier issue could be discussed with staff to get their feedback and then take it to the union; she did not want to go to the union with a second subject right now, because she thought the matter of paying interest on contributions should be kept very clear. Ms. Reid stated she would only take that item to the union at this time; because the union represented some of the staff she did not recommend going to staff with the second issue at this time. VIII. CONSENT AGENDA Board Member Hansen made a motion to approve the consent agenda with Item 10 pulled for discussion. Secretary Mangum seconded the motion, which carried by unanimous 3-0 vote. Therefore, the following items were approved on the consent agenda: 5. Ratification Of Invoices Paid Since Last Quarterly Meeting: • Business Services Connection, Inc. Recording and Minutes of 11.5.07 meeting $ 332.20 • • Hanson, Perry ~ Jensen, P.A. $ 1,041.24 • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 6 --------------------------------------------------------------------------------- 6. Payments To Be Reviewed And Approved: • Business Services Connection, Inc. Recording and Minutes of 12.10.07 meeting $ 101.94 • Hanson, Perry & Jensen, P.A. $ 102.80 • Bogdahn Consulting, LLC $ 1,125.00 • Dana Investment Advisors $ 1,506.27 7. Approval of new applicants for participation in Pension Plan: Brad Gomberg, IT Specialist 10/29/07 Tatiana Racanati, Accountant 11/13/07 • Kyle Lanham, Water Plant Trainee 11/13/07 Marsha Ragozzino, Accounting Clerk II 1/22!08 Natasha Kendrick, Human Resources Technician/ Receptionist 1/24/08 Chair Harding asked if any of the new members were union, noting that when raises were given out non-union members got their raise while union members did not get their raises for at least six months; it was clarified that Kyle Lanham and Marsha Ragozzino were in the union. Chair Harding asked why those pension members not in the union could not take advantage of the 3%--Attorney Jensen advised everyone in the pension plan must be treated the same. The only way to do it would be to set up two classes within the pension plan. Board Member Hansen asked if the payments to Bogdahn Consulting and Dana Investment Advisors were monthly-it was clarified they were quarterly payments, paid according to their contracts. Mr. West of Bogdahn Consulting explained that the Dana Investment fee was based on a percentage of assets; the Bogdahn Consulting fee was a fixed dollar amount billed quarterly in arrears. 8. Approval of withdrawal of contributions: Emily Gervis 11/8/07 Gross $3,720.01; Net $2,976.01 • Roberta Russo 1/17/08 Gross $8,673.93; Net $6,939.4 9. Statement of Activities • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 7 Secretary Mangum confirmed with Ms. Rahim that she had prepared this report and it was reviewed by the Finance Director. Discussion of Item 10 -Budget Report 10. Budget Report Board Member Hansen requested the budget report be listed separately in the future and not be included in the consent agenda. Ms. Rahim clarified that the amended amounts had been approved by the Board. Attorney Jensen recommended amending the line item for investment services to $15,000.00. The report was discussed. Actuarial services were recommended to be amended to $10,000.00. . Pension Coordinator McWilliams requested that Ms. Rahim provide an updated copy of the report with the amended figures to the Recording Secretary after the meeting so that she could distribute it to the Board members. Secretary Mangum requested the columns be labeled with the dates, for example "Original Budget for year ended 9/30/ "; "Amended Budget for year ended 9/30/ ." MOTION: Board Member Hansen made a motion to approve the budget as amended- amending the line item for investment services to $15,000 and actuarial services to $10,000. Secretary Mangum seconded; the vote on the motion was unanimous 3-0. IX. NEW BUSINESS 11. Board Discussion with Attorney Jensen regarding the possibility of changing the current requirement to have two employee board members, to be able to open a vacant employee board position to a member of the community if no employee submits an application. Chair Harding indicated she would like to add to that-only for vacant terms; then if an employee became available to fill a seat, the seat would go to the • employee. Attorney Jensen explained that the Village's ordinance actually addressed who was on the Board, so any change to that would require an amendment to the ordinance. Attorney Jensen advised that she did not • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 8 recommend taking the position away from an employee representative, and she recognized that there was difficulty in getting someone to sit on #his Board. She recommended having a designated person within the municipality who would sit on the board, for example, the Finance Director or their designee. This would be a fallback position to having an employee on the board, rather than submitting it to the community, because if they submitted it to the community they were taking away the employee representation on the Board . Chair Harding responded the Board was not looking to do that, only in the event there was no employee to serve, to be able to go outside for a substitute wherever one could be found for the one term that the employee term was open; then as soon as an employee showed up ready, willing, and able, they would start when that term was up. Pension Board Coordinator McWilliams provided background information-that in December the Board attended a special meeting to approve an election for two employee positions, those of Catherine Harding and Merlene Reid. Ms. • Harding was the only employee who came forward and requested to sit on the Board. No one came forward to run for election or to assume Ms. Reid's seat. So at this point no employees were interested, and after this meeting there would be no employee on the board. Ms. McWilliams expressed her opinion the employees did not understand pension matters and therefore did not want to serve, which was why Attorney Jensen had been contacted for alternatives. Chair Harding requested establishing some sort of avenue that could be used smoothly when there was no employee available. Attorney Jensen responded it could be done, but she did not recommend it; and it would be necessary to change the ordinance to have a provision stating that position would be open to the community in the event an employee did not fill the position. Chair Harding clarified it would only be for one term; Board Member Hansen commented it would only apply if and when an employee was not available. Secretary Mangum clarified that an amendment to the ordinance would be required either way, and Attorney Jensen's recommendation was to have the Finance Director or their designee. Attorney Jensen explained that would keep an employee position and a member of the plan on the Board, and the plan had been designed so that the members of the plan had a representative on the Board who represented their interests. The way the Board was set up was that the Municipality appointed two members, two were employees, and the fifth • member was chosen by the other four. Chair Harding commented she did not like the idea of drafting an employee because they did not receive any money to do it and it was no advantage to anybody to do it, there was no power on the • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 9 Board, there was nothing to gain. Chair Harding asked how the Board represented the employees-they suggested something and two years later were still unable to accomplish it. Attorney Jensen advised the Board represented the employees by making sure there was a pension plan to pay the benefits to the members. That was the Board's responsibility-the Board's responsibility was to invest the dollars, to spend the dollars wisely, to make sure they were acting in the best interest of the participants and beneficiaries. The creation of the Board was the Village Council's responsibility. Managing and administering the pension fund was the responsibility of the Board. Chair Harding stated she was in favor of having someone from the outside fill a term for the employees; to have someone fill the term who had knowledge, and at the end of that time when an employee stepped forward they could be placed in the position; meanwhile, at least the Board would be getting somebody with expertise. A person who managed pension funds was interested in serving on the Board but could not because only employee positions were open-the Board could not have this person who had expertise, but could have a clerk, and asked what the advantage was in that. Board Member Hansen commented he was on the Village Council for some years and having seen the situation here and how much more money was in the Public Safety Pension Fund, he felt the general employees were receiving relatively low wages. He was sitting on this Board and had the very best interests of the employees in his heart, and he felt having a citizen was the only avenue open to the Board. Pension Coordinator McWilliams commented the gentleman interested was President of South Florida Pension Group, and asked if that would be a conflict of interest. Attorney Jensen advised that the issue of whether or not a person had a conflict of interest was not something you could say, it was a personal, fact- by-fact, case-by-case determination of whether an individual had a conflict. She did not know his story and whether he would be in a situation to have a conflict. She did not think so, knowing what this Board did and that they did not have a relationship with South Florida Pension Group, but she did not know any specifics-it would be his determination. Board Member Hansen was in favor of drafting an amendment to the ordinance to present to the Village Council, and noted it would ac#ually take another regular • quarterly meeting of this Board to say they were looking for someone from the outside. BOARD OF TRUSTEES • TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 10 Chair Harding commented there had been a point when Council Member Tom Paterno was on this Board, and asked if there was a conflict for a Council Member to serve on the Board. Attorney Jensen advised there was State law and State cases which provided there was no dual office holding; however, there was an Orlando case interpreted by the Attorney General to say that there was no violation of the dual office holding provision for a Council person or an elected official to be a member of the pension board provided the rules of the Village included that part of the responsibilities of a member of the Council was they could sit on the pension board. Pension Coordinator McWilliams advised that had been done by the Village in the form of a resolution. Secretary Mangum asked for clarification if the Attorney was saying that any member of the Council had to be available to sit on the Board. Attorney Jensen responded, yes but they would have to be appointed to an open position, and the way the ordinance was currently set up, they could not fill an employee position they would have to fill a resident position or the fifth trustee position. • Chair Harding commented at the last Village Council meeting, Tom Paterno had said he would be reluctantly willing to come back on the Board. It was noted his reason for leaving the Board was that his wife did not want him to serve. Board Member Hansen recalled when the Village established their own pension fund it had only been one board, and it had been set up with a Village Council representative member, and he had filled that position. Ms. McWilliams clarified the resolution was still in effect, but both positions for which a Council Member could serve were now filled. Attorney Jensen clarified they could fill the resident positions or the fifth member position; a Council Member could be designated to serve under the ordinance. Board Member Hansen expressed his opinion he would rather have another Tequesta citizen on the Board, and made that recommendation. Chair Harding commented an ordinance would be needed to state when no employee was available to fill one of the two employee positions that someone from the municipality could be appointed. Attorney Jensen asked what time period the Board wanted the employee position to be vacant before appointing a member of the community. Chair Harding recommended immediately trying to seat someone on the Board as soon as there was a vacancy. Secretary Mangum agreed, commenting that Ms. Harding was resigning after this meeting, and if no employee wanted to fill that vacancy by the next meeting, then at that • next meeting the rest of the Board would be empowered to seek someone to fill the rest of her term. Secretary Mangum noted that there could have been a problem with having enough members at today's meeting-he had to leave early BOARD OF TRUSTEES • TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 11 for a medical appointment, and he would not be available to attend the August meeting, so there had to be something to alleviate that and it must be done expeditiously. Pension Coordinator McWilliams suggested an alternative-to have one person within the municipality designated and to go to the community for the other employee seat. Chair Harding did not agree. Secretary Mangum stated he was adverse to drafting someone, which reminded him of being in the service. Board Member Hansen asked how employees were notified of a vacancy. Ms. McWilliams advised a notice had been placed with each paycheck, posted on every bulletin board in the Village as well as an email to every eligible employee. Pension Coordinator McWilliams commented she had made the suggestion because the attorney was recommending against having a member of the community. Chair Harding suggested the following motion: • To create an ordinance to resent to the Villa a Council which would m p g ake possible if an employee position were open on the General Employees Pension Board and no employee would fill it that a member of the community would be able to serve in that position to serve the one term; at the end of that term it would again be open to the employees and employees would vigorously be sought to fill the seat, but in the meantime there would be competent people from outside to serve. MOTION: Board Member Hansen made a motion to create an ordinance to present to the Village Council which would make possible if an employee position were open on the General Employees Pension Board and no employee would fill it that a member of the community would be able to serve in that position to serve the one term; at the end of that term it would again be open to the employees and employees would vigorously be sought to fill the seat, but in the meantime there would be competent people from outside to serve. Secretary Mangum seconded the motion, which carried by unanimous 3-0 vote. Consensus of the Board was that Pension Coordinator McWilliams actively pursue an employee to fill each employee position; to re-advertise. Attorney • Jensen advised that a community person could not fill a seat until the ordinance had been approved. Ms. McWilliams advised the ordinance would go before the Village Council in March for first reading, second reading in April, so would be BOARD OF TRUSTEES • TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 12 ready for the May meeting of the Pension Board if the Village Council approved it. Attorney Jensen was requested to draft the ordinance. 13. Accept Investment Advisor's Quarterly Report Dana Investment Advisors quarterly report was received and filed. 14. Discussion of SSN Memo Attorney Bonni Jensen commented that her memo in the agenda packets regarding governmental agency use of social security numbers referred to an amendment in Florida Statute §119.071(5), which included municipalities and pension boards. In passing the law, the legislature had acknowledged that social security numbers had never been meant to be used for business purposes; they had only been designed to be used for Social Security administration, but they • recognized that lots of businesses and municipalities used social security numbers for purposes of processing their business and there was concern these numbers could be used in perpetuating fraud against individuals. The legislature wanted to create a balanced policy so they could monitor use of the social security numbers by governmental agencies to use them for purposes of processing their business. The new legislation said that an agency may not collect an individual's social security number unless the agency has stated in writing the purpose for its collection, and the purpose is either authorized by law or imperative for the performance of that agency's duties and responsibilities as prescribed by law; the numbers could only be used for the stated purpose; the individual must be provided with a copy of the written statement; and each agency must review their policy for compliance with the Florida statutes. Social security numbers must be redacted on any documents distributed to the public. Attorney Jensen recommended adoption of the policy outlined in her report, and that it be included in the Summary Plan description given out to the members. Pension Coordinator McWilliams advised that the Village Council had adopted Resolution 24-07/08 in January, which required her to report annually to the State if any entity had requested social security numbers, and distributed copies to the Board. Attorney Jensen advised that the Board could adopt the resolution as their policy. MOTION: Board Member Hansen made a motion to adopt the Village of Tequesta's • Resolution 24-07/08 as the General Employees Pension Board's policy regarding social security numbers. Secretary Mangum seconded the motion, which carried by unanimous 3-0 vote. • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 13 14. Salem Trust Online Statements Recording Secretary Laur advised that Salem Trust had been corresponding with Senior Accountant Monica Rahim regarding placing their statements online for the Board to access. Present procedure was a hard copy was mailed to the Village and Ms. Laur was then e-mailing the statements to the Board members. Ms. Rahim advised this would allow her to start work on the statements sooner; that it was sometimes two weeks before receipt of the hard copy. Discussion ensued. Chair Harding commented she did not want to encumber her home computer with any business activities since it had been learned if that were done the municipality had a right to track back to your computer if they felt you had done something, and she did not want to open that door to anyone. Consensus of the Board was not to change the present procedure. 15. Sun American Bank Account Access by the Finance Department • Re rdin S re a Laur x lain d the Finance De artment wo I lik h v co g ec try e p e p u d a to a e access to the General Employees Pension Board checking account in case they needed to know, for example, if a check had cleared. Since they did not sign on the account, the bank representative had suggested one board member work with her to set up online banking, and that member could then pass along the password and ID to a member of the Finance Department, which would allow Finance to access the account on their computers. Ms. Laur reported she had asked if the Board could send a letter of authorization to allow the Finance Department access, and the bank representative had said they would not honor that, but it could be done this way. Discussion ensued. Chair Harding pointed out if the ID and password were passed on, the Board would lose control of the pension funds which were their responsibility. Secretary Mangum suggested that the Finance Director, once given the user ID and password, should be able to go back in and change it. Ms. Rahim explained that presently she had to wait for the bank statement to arrive in the mail to determine the account activity and balance. Pension Coordinator McWilliams suggested providing the bank with an official letter on letterhead asking them to give the Finance Department authorization to access the account. Chair Harding responded she was not anxious to give anyone authorization for the Pension Board's duties and responsibilities for which the board was responsible, and Finance had been able to do their duties in the past with the current procedure. Secretary Mangum did • not object to giving access to the Finance Department for them to carry out their duties. Attorney Jensen advised she was more comfortable with Finance being an authorized signer on the account than having the user ID and password • BOARD OF TRUSTEES TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 14 changed, and the Board needed someone to work on the account. Secretary Mangum took the name of the bank representative who had spoken with Ms. Laur, Kelley Hunston, and advised he would speak with her and bring this item back to the next meeting. Secretary Mangum left the meeting at this point, at 9:30 a.m. IV. PRESENTATIONS (MOVED FROM EARLIER IN THE AGENDA) Quarterly Report by Monitoring Consultant Dave West, Bogdahn Consulting LLC, distributed the attribution report and reviewed their monitoring report for the quarter ended December 31, 2007. Markets had not been good for the quarter; Dana had made the change to transfer approximately 40% to growth products, which had been a very timely • move. Their stock selections had been very good in avoiding financial and other stocks that had gone down, and bonds had provided an offset, although not enough. At a recent conference, he had learned that a lot of bond managers were beginning to buy corporate bonds, which had become cheap; Federal Reserve had been actively reducing rates, resulting in confidence. The LIBOR rate had spiked to 5.5% but was now down to 3.3% which meant confidence was beginning to return to the market. Board Member Hansen asked what should be done in the event of a recession. Mr. West responded they had along-term approach, and they would not suggest a change; they had implemented a program to allow Dana to make changes for them by moving between stocks and bonds. Attorney Jensen questioned the lack of universe comparison in the report, to which Mr. West responded they had not shown that because they were in the process of changing to another universe for comparison. Attorney Jensen noted bonds had never beat their index and were not doing well and asked Mr. West for recommendations. Mr. West advised the difficulty was the size of the assets, so that increased fees from Dana could be a problem; however, an index could be an option, and they would look at that and report back to the Board next quarter. Discussion ensued. Mr. West assured the Board that Dana was providing maximum service, and equities were doing very well; Attorney Jensen advised Dana had recently reduced their fee. Mr. West advised Dana was performing asset allocation by having the full portfolio; stocks had been strong and bonds weak, but the total number was what should be considered. Mr. West confirmed using an index fund would not constitute an additional fee. Attorney • Jensen asked if the Trustees could make changes in the investment policy guidelines to give Dana more flexibility; Mr. West advised no policy restructuring was necessary the main problem was the small size of the portfolio did not BOARD OF TRUSTEES • TEQUESTA GENERAL EMPLOYEES' PENSION TRUST FUND REGULAR QUARTERLY MEETING MINUTES February 4, 2008 PAGE 15 allow for a lot of diversification. They had not pushed to change to an index because one asset allocation would be lost, but he would be happy to have a conversation with Dana and report back. Attorney Jensen noted with only two members of the Board present, no direction could be given, so this should be placed on the next agenda. X. ANY OTHER MATTERS The date of the next meeting was announced as May 5, 2008 at 10:30 a.m. XI. COMMUNICATIONS FROM CITIZENS There was no communication from citizens. • XII. ADJOURNMENT The meeting was adjourned at 9:57 a.m. Respectfully submitted, ,, Betty Laur Recording Secretary •