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HomeMy WebLinkAboutPension General_Documentation_Tab 08_11/06/2006HANSON, PERRY SL JENSEN, P.A. 4OO EXECUTIVE CENTEF DRIVE, SUITE 2O7 -WEST PALM BEACH, FLORIDA 33401-2922 JILL HANSON* mJhanson~hpJlaw.com ANN H. PERRY aperry®hpJlaw.com BONNISPATARAJENSEN bsjensen ®hpJlaw.com •µ3~ AorarrEn a N.Y. M E M O R A N D U M TO: Board of Trustees Tequesta General Employees' Pension Fund FROM: Bonni S. Jensen Legal Counsel DATE: November 6, 2006 TELEPHONE (561) 686-6550 FACSIMILE (561) 686-2802 RE: Administrative Rules Revised As per your request, the Administrative Rules of the Tequesta General Employees' Pension Fund have been revised. For your convenience, I have attached Part 4 of your current Administrative Rules to show the changes that were made. Text that has been deleted contains s#~i~eatrts and text that has been added is bold and double underlined. A complete, revised Administrative Rules booklet is also attached without the strikeouts and underlining. BSJ/ka Enclosure E-Copy: Gwen Carlisle Betty Laur Jody Forsythe 613 PART 4 -MEETINGS 4.1 Meetings. a) The Pension Board shall hold quarterly meetings in April, July, October and January of each year. These meetings will be held on the #ett~l~ first Monday of the designated month. In the event that the regular meetings cannot proceed on the #attt~f3 first Monday of the designated month, the meeting will be re-scheduled at the earliest possible date convenient to all of the Pension Board Trustees. b) The Pension Board may agree to meet more than four times a year. The Pension Board may agree to meet either monthly or bi-monthly if, in the Pension Board's determination, such meetings are necessaryforthe prudent and efficient administration of the affairs and activities of the Pension Fund. 4.2 Emergency Meetings. a) The Chairperson of the Village of Tequesta General Employees Retirement Plan may calf special meetings in emergency or unforseen situations, upon reasonable notice to all of the Pension Board's trustees. The reasons for such emergency meetings shall include but not be limited to: 1) discussion of pending or threatened litigation; 2) discussion of investment activity; 3) discussion of pension fund applications; 4) discussion of retirement pension requests. b) Any Pension Board trustee may request an emergency meeting by serving written notice upon all othertrustees at least seven (7) days priorto the date of the emergency meeting. 4.3 Location of Meetings. a) Unless otherwise specified, all meetings of the Village of Tequesta General Employees Retirement Plan will beheld at the Public Safety Department. Changes in the location of the meeting will be posted at.least 7 days priorto Revised: August the meeting. 4.4 Time of Meetinas. .The meeting time will be 4.5 Notice of Meetinas. a) Notice of all regularly scheduled meetings shall be posted at least 7 days prior to the meeting. b) Notice of any emergency meetings will be posted as far in advance of the meeting as is reasonably practicable under the circumstances. 4.6 Open Meetings; Exceptions. All Pension Board meetings are open to the public except for discussion of those matters which are the subject of statutory exceptions to §286.011(8), Florida Statutes, the "Florida Sunshine Law". 4.7 Order of Business. a) All meetings of the Village of Tequesta General Employees Retirement Plan shall be conducted under an agenda. b) The rules of procedure to be followed at such meetings will be Robert's Rules of Order, unless Robert's Rules of Order conflict with the Pension Code or the Rules of the Village of Tequesta General Employees Retirement Plan. 4.8 Minutes. Minutes of all Retirement Plan Board meetings shall be kept in accordance with the record keeping provisions. set forth in Part 4 of these Rules. 4.9 Quorum. a) A quorum of the Village of Tequesta General Employees Retirement Plan shall consist of at least three trustees. The approval of any and all Pension VILLAGE OF TEQUESTA GENERAL EMPLOYEES' PENSION FUND STATEMENT OF POLICY FOR TRUSTEE EXPENSES WHEREAS, the Trustees of the Village of Tequesta General Employees' Pension Fund ("Trustees") attend conferences, seminars, and meetings ("conferences") and otherwise engage in services necessary to perform their duties for the Village of Tequesta General Employees' Pension Fund ("Fund"); and WHEREAS, the Trustees desire to adopt a Statement of Policy regarding Trustee conference expenses consistent with their fiduciary duties, the provisions of Section 112.061, Florida Statutes, Village of Personnel Policy and all other applicable laws; NOW, THEREFORE, it is hereby resolved that the following Statement of Policy Regarding Trustee Expenses is hereby adopted. I. GENERAL CONSIDERATIONS A. A Trustee shall be reimbursed only for expenses properly and actually incurred in the performance of his or her duties with the Fund. B. A Trustee shall not be reimbursed for any expenses for which he or she had been paid or is due payment from any other source. A Trustee shall not be reimbursed for any expenses which would result in double payment. C. Trustee expenses shall be reasonable in amount and necessarily incurred, taking into account the area of the country where the expense is incurred and the standards for business expenses allowable by Florida Statutes and the Internal Revenue Service. D. The Board of Trustees shall approve all reimbursements for expenses in accordance with this Statement of Policy. HANSON, PERRY & JENSEN, P.A. West Palm Beach, Florida Page 1 of 5 II. TRAVEL EXPENSES Trustees are entitled to payment for the actual costs incurred for: A. Air: Tourist Class (most economical) airfare. B. Car: Miles traveled times forty and one-half cents ($0.485) per mile, or the IRS standard mileage rate, whichever is greater, subject to the maximum payable if the Trustee could have traveled by air. If more than one Trustee travels in the same car, reimbursement shall be made to the Trustee who incurs the expense. C. Other Means of Travel: Actual cost incurred on a common carrier, subject to the maximum payable if the Trustee could have traveled by air. No travel expenses shall be allowed if the Trustee is transported without charge. III. LODGING EXPENSES Trustees are entitled to reimbursement for actual costs incurred for lodging based on a single occupancy rate. IV. FOOD EXPENSE Trustees are entitled to reimbursement for actual costs incurred subject to the maximum allowable of $42.00 per day. V. OTHER EXPENSES Trustees are entitled to reimbursement for actual costs incurred for taxi, ferry fares, bridge, road and tunnel tolls, storage or parking fees and communication expense. HANSON, PERRY 8~ JENSEN, P.A. West Palm Beach, Florida Page 2 of 5 VI. PER DIEM In lieu of all other payment for subsistence (including Lodging, Food and Other Expenses), a Trustee traveling overnight shall be entitled to receive $50.00 per diem, plus Travel and Conference Expenses. If travel is ovemight but less than 24 hours, then $12.50 shall be paid for each six (6) hours, or fraction thereof, of the day, measured from midnight to midnight. VII. CONFERENCE EXPENSES Convention registration fees and other actual and necessary fees for attending events which are not included in a basic registration fee, such as banquets are reimbursable. If meals or lodging are included in the registration fee, the Trustee will not be entitled to be reimbursed for such expenses separately, and the per diem shall be reduced. Vlll. DAYS FOR WHICH REIMBURSEMENT IS PAYABLE A. A Trustee shall be entitled to reimbursement while attending any conference and for direct travel to and from the point of origin and the point of destination, not to exceed one day of travel each way before and after the conference, unless it is not practical to complete the travel in one day. B. A Trustee shall not be entitled to any expense incurred as a result of any trips or personal expenditures outside the scope of his or her direct travel route on behalf of the Plan. HANSON, PERRY & JENSEN, P.A. West Palm Beach, Florida Page 3 of 5 IX. ACCOUNTING FOR EXPENSES A. A Trustee must submit an expense voucher for all expenses incurred, including per diem, within thirty (30) days after incurring the expense, on a form approved by the Board of Trustees. The approved Trustee Expense Voucher form is attached hereto. A copy of the Program or Agenda of the conference must be attached to the completed Trustee Expenses Voucher. B. Except for reimbursement for per diem, a Trustee must attach invoices, receipts or other written documentation to the completed Trustee Expense Voucher. Receipts are required for each expense in excess of $25.00. If any receipt includes amounts not subject to reimbursement (e.g., for a Trustee's spouse), the receipt should so indicate and be reduced accordingly. C. For any conference where a certificate of attendance is issued, a Trustee must earn such a certificate in order to be reimbursed for expenses, unless the Trustee's absence is the result of illness or other good cause. D. The Certified Public Accountant for the Plan shall audit all Trustees expenses on an annual basis. The Certified Public Accountant shat! notify the Board of Trustees if any expenses for Trustees do not comply with this Statement of Policy regarding Trustee Expenses. HANSON, PERRY & JENSEN, P.A. West Palm Beach, Florida Page 4 of 5 X. ADVANCES A. A Trustee may receive an advance to cover the expenses to be properly and actually incurred in the immediate future. However, a copy of the Program or Agenda for the conference must be provided before the advance is paid, itemizing the registration fee and any meals or lodging included in the registration fee. B. A Trustee shall promptly return to the Plan any amount advanced which exceeds the expenses incurred. C. A Trustee shall be entitled to reimbursement for expenses incurred in excess of the advance, but consistent with this Statement of Policy, and subject to approval by the Trustees. THIS STATEMENT OF POLICY REGARDING TRUSTEE EXPENSES is adopted by the Board of Trustees of the VILLAGE OF TEQUESTA GENERAL EMPLOYEES' PENSION FUND this day of , 2006 to be effective on the day of , 20_ TRUSTEES By: By: As Chairman As Secretary Witnessed by: BSJ/ka -October 26, 2006 H:1Tequesta GE 1012~POLICIES & Forms12006 Revised ExpPol GE.wpd HANSON, PERRY & JENSEN, P.A. West Palm Beach, Florida Page 5 of 5 TEQUESTA GENERAL EMPLOYEES PENSION TRUST FUND Travel Expense Reimbursement Form Department Name: Travel Dates: mss: y~ Employee Name: Mileage Rate: 0 485 Detailed. Expenses: Transportation Sun Mon Tue Wed Thu Fri Sat Totals Odometer Readings ~ Miles Driven ~ Reimbursement $ - Parking and Tolls $ - uto Rental $ - Taxi/Limo $ - Fuel $ - irfare $ - Other $ - Totals ~ Lodging Sun Mon Tue Wed Thu Fri Sat Totals Lodging $ - Other $ - Totals $ - Food Sun Mon Tue Wed Thu Fri Sat Totals Breakfast $ - Lunch $ - Dinner $ - Other $ - Totals $ - Miscellaneous Sun Mon Tue Wed Thu Fri Sat Totals Supplies /Equipment $ - Phone,Fax $ - ther $ - Totals $ - ConferencelSeminar/Meeting Date Place Name 8 Location Business Purpose Registration AnlOUnt Totals Summary of Exnenses Total Expenses $ less Cash Advance $ Less Company Charges $ Amount Due to Employee $ Amount Due to Village $ Account # Account # Prepared By: Date: Signature Approved By: Date: Signature Updated October 25, 2006 by: HANSON PERRYJENSEN,PA