HomeMy WebLinkAbout1996 09 09 Regular Item F
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COMMISSION AGENDA
ITEM F
REGULAR X
CONSENT
INFORMATIONAL
September 9. 1996
Meeting
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MGR.
Aut' orization
REQUEST: The General Services Department requests that the City Commission adopt the
Eighth Amendment to the City of Winter Springs amended and restated Money
Purchase Pension Plan and Trust for the employees of the City of Winter Springs,
Florida, effective October 01, 1996.
PURPOSE:
The purpose of this agenda item is to allow the City Commission to adopt the
Eighth Amendment to the amended and restated Money Purchase Pension Plan
and Trust for the employees of the City of Winter Springs, Florida.
CONSIDERA TIONS:
1. On April 30, 1996, the City Commission adopted an amended Employee's
Pension Plan.
2. The amended plan does the following:
*
Increases the employer's contribution from six percent (6%) to
seven percent (7%) of gross pay for the Fiscal Year 1997.
*
Requires that each participant contribute one percent (] %) of gross
pay for Fiscal Year 1997.
*
Effective date is October 01, ] 996
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September 9, 1996
AGENDA ITEM 1....
Page 2
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3. The effects of the "Pick-Up" provisions as defined in City Attorney Tom
Lang's letter ofJuly 29, 1996 are as follows:
a. Employee contributions are pre-tax for Federal Income Tax
purposes. This means that the employee contribution is reduced by
the employee's marginal tax rate.
b. Social Security Tax must still be paid by the employer and
employee on the gross amount of the employee contribution.
c. The employee contribution is discounted by the employee's
marginal tax rate as authorized by Section 414(h)(2) of the Federal
Income Tax Code.
d. The effect is that the employee's contribution of one percent (1 %)
for Fiscal Year 1997 and two percent (2%) for Fiscal Year 1998,
is going to decrease by an amount equivalent to the employee's
marginal tax rate. For example, an employee whose marginal tax
rate is twenty percent (20%), will have his/her pay decreased by
one percent less .20 or .80%.
e. The effect of this ruling is that all employee contributions will be
taxable upon departure from the City and both employer and
employee contributions will be taxable after the vesting schedules
engage after four (4) years or upon retirement from the City.
f Employee contributions will be eligible for tax-free rollover into an
IRA if the employee so chooses.
4. The potential disadvantages of the plan are:
a. Additional complication of subjecting employee contribution to
Social Security but not to Income Tax.
b. If the City sponsors a "Section 457" Plan, which it does in
PEBSCO, the employee's contribution does not count as part of
their "includible compensation", Currently, the City limits
contributions to twenty-five percent (25%) up to $7,500 maximum.
The employee contribution will compound this amount. Combined
employer pension and 457 plan contributions cannot exceed thirty-
three and a third (33%%) of gross pay. The pension attorney is
currently checking to determine if the City or the employee has
responsibility to control this amount.
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September 9, 1996
AGENDA ITEM l
Page 3
c. Since employee's contributions are not considered compensation
for Federal Income Tax reporting purposes (IRS Form W-2), the
employees level of benefit under Group Disability, Workers
Compensation, and Life Insurance will decrease if those benefits
are paid according to the employee's gross pay.
The City of Winter Springs has no City sponsored Group Disability
and Life Insurance benefits, and Life Insurance is $10,000 across
the board. The only benefit that will be affected is Worker's
Compensation which is one hundred percent (100%) of pay.
ISSUES:
1. Does the City Commission desire to adopt the "Pick-Up" provision
recommended by the Pension Board of Trustees and Pension Board
attorney?
2. If not, then what type of plans does the City Commission desire? There are
no other options offered by the Board of Pension Trustees.
FUNDING:
Funding requirements are approximately:
80% General Fund
20% Enterprise Funds
City 7%
Contribution
Employee 1 %
Contribution
City 7%
Contribution
Employee 1 %
Contribution
FY97
$243,120
$ 34,720
$60,780
$ 8,680
IMPLEMENTA TION SCHEDULE:
October 01, 1996
September 9, 1996
AGENDA ITEM..L
Page 4
RECOMMENDA TIONS:
That the City Commission adopt the Eighth Amendment to the amended and
restated Money Purchase Pension Plan and Trust for the employees of the City of Winter
Springs, Florida effective October 01, 1996.
ATTACHMENTS:
a. Approved Agenda Item of April 30, 1996.
b. Eighth Amendment
c. Attorney Tom Lang's letter of July 29,1996.
d. Commission Action of April 30, 1996
COMMISSION ACTION:
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COMMISSION AGENDA
ITEM II
REGULAR X
CONSENT
INFORMATIONAL
April 30. 1996
Special Meeting
MGR 'fvjI{ IDEP
Authorization
REQUEST: The City Manager requesting the City Commission consider alternatives for
increasing the defined contribution of the City Pension Plan from 6% per year to
10% per year.
PURPOSE:
The purpose of this Commission Item is for the City ~ommission to elect an
alternative for improving the City Pension System.
CONSIDERA TIONS:
The City Manager was mandated by the Commission to develop recommendations
for improving the City's retirement plan, In response to the Manager's direction,
the General Services Department conducted pension surveys of all fifty-one (51)
cities in Florida with Defined Contribution Plans. Data was also obtained from the
1995 Florida Local Government Retirement System Annual Report prepared by
the Department of Management Services Division of Retirement, and the
International City Management Association.
Based on our survey data, the average contribution of cities in Florida with defined
contribution plans is 9.2% with 7% contributed by cities and 2.2% by employees.
According to International City ManagemeIlt Association representatives, the
national average is approximately 10% for total contributions. I.C.M.A. did not
have comparative information on the mix of employee and employer contributions
in the 10% figure.
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April 30, 1996
Special Meeting
AGENDA ITEM
Page 2
On April 23, 1996, the City Pension Board voted unanimously to recommend the
City Commission increase the defined contribution of the plan from a 6% employer
contribution to a 10% employer contribution as quickly as economically feasible.
The alternative for a split employer/employee contribution was rejected for the
following reasons:
1, The split employee/employer contributions would result in the increased cost
and complexity of two separate accounting systems to account for the City
contribution and employee contribution.
2. Cost of changing the plan: Attorney costs for rewriting the plan for the split
alternative is estimated to be between $5,000 - $7,500 as compared to $500 for
increasing the employer contributions from 6% to 10%. Allocation costs would
be $100 higher in the employer/employee contribution plan. The Investment
Management Fee would remain the same.
3. Low employee morale resulting from a mandatory employee contribution.
4. Overall Simplification and Ease of Administration: The straight City
contribution plan would be less complex to administer because City contributions
would not require two accounting systems, investment systems, new plan
documents, etc.
ISSUES:
The issues that need to be addressed are as follows:
1. Does the Commission desire to adopt the Pension Board's recommendation
to increase the City contribution rate for the Pension Fund from 6% to
10% as rapidly as possible,
2. If the Commission decides to adopt the Pension Board's recommendation,
which of the following schedules does it desire to follow:
a, 1 % increase for four (4) years,
b. 2% increase for two (2) years,
c. 4% increase in year one.
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April 30, 1996
Special Meeting
AGENDA ITEM
Page 3
3. If the Commission decides not to adopt the Pension Board's
recommendation of a City contribution of 10%, what City/employee
contribution combination does it desire? The alternatives are:
Employee City Total
a. 1% 9% 10%
b. 2% 8% 10 %
c. 3% 7% 10%
d. 4% 6% 10%
I am in agreement with the recommendations of the Pension Committee for the
following reasons:
In general, the 10% City contribution rate is the simplest to understand and
administer.
The primary objective of the City in changing the plan is to offer a better benefits
package to help recruit and retain employees. Currently, the City's turnover rate of
19% is unacceptable. While the cost of retraining, leave, and pension benefit
payments upon voluntary termination have not been determined, it is surely costing
the City unacceptable levels of financial and productivity losses.
The City's pension has been so far below that of other cities, I am truly
uncomfortable in asking our employees to help us play catch up.
FUNDING:
Based on current contribution formulas, the funding requirements are as follows:
$43,400 per 1 % of contributions plus expenses, identified in Option A and B.
The funding requirements are option A, increasing the City contribution from 6% to 10%
and Option B, employer/employee contributions,
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April 30, 1996
Special Meeting
AGENDA ITEM
Page 4
Funding will be split between the General Funds, and the Enterprise Funds approximately
as follows:
General
80%
Enterprise Funds
20%
RECOMMENDATION:
The City Manager recommends that the Commission approve increasing the employer
contribution from 6% to 10%.
If the Commission approves the 10% employer contribution option, the City Manager
recommends the 4% increase be implemented; 2% in Fiscal Year 1996/97, and 2% in
Fiscal Year 1997/98.
If the Commission approves a split contribution alternative, the alternative be fully
implemented in Fiscal Year 1996/97.
IMPLEMENTA TION SCHEDULE:
Same as presented in the recommendation.
ATTACHMENTS:
1. Option A - City Contributions.
2. Option B - Employer/Employee Contributions.
COMMISSION ACTION:
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OPTION A
~loyer Contribution Plan
Current 6% ($260,400) +
ITIwosed 4% ($173,600)
Total 10% ($434,000)
Attorney Fees $500.00
(One time fee)
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OPTION B
City Contribution (CC)/Employee Contribution (EC)
9%/1 % 8%/2% 7%/3% 6%/4%
CC CC CC CC
$390,700 $347,300 $303,900 $260,500
EC EC EC EC
$ 43,400 $ 86,800 $130,200 $173,600
Total $434,100 $434,100 $434,100 $434,100
Attorney
Fees
$ 7,500
$ 7,500
$ 7,500
$ 7,500
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FAX TRANSMITTAL COVER SHEET
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JUL 3 0 1996
DATE:
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CITY OF WINTER SPRINGS
City Manager
FROM:
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ALLEN, LANG, MO SON & CUROTIO, PA
340 NORTH ORANGE AVENUE PHONE: (407) 422-8250
POST OFFICE BOX 3628 FAX: (407) 422-8262
ORLANDO, FLORIDA 32802
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ATTN:
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DOCUMENT DESCRIPTION:
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.A..T1'OR"i'EYS.A..T LAW
340 NORTH ORANGE: AVENUe:
ORl.ANCO, F1..0RIOA 32801-1611
POST OF'F'ICE 80X 3628
ORLANOO, F'LORICA 32802-3628
TELEPHONE: (407) 422-6250
F'AX (407) 422-8262
July 29, 1996
Mr. Ron McLemore, City Manager
1126 East state Route 434
winter springs, Florida 32708
Re: Pension Plan Amendment
Dear Mr. McLemore:
Enclosed you will find the amendment needed for the winter
Springs plan. It basically increases the employer's contribution
from 6% of pay to 7% of pay, and requires that each participant
contribute 1% of pay. .
The effective date is October 1, 1996, the start of the next
plan year. It is not clear to me that the Commissioners wanted to
wait until October 1, but that is my best reading of the minutes in
the context of the recommendations made by the pension board (which
were to increase the employer contributions by 2% effective October
1,1996).
The amendments basically bring the terminology of the document
into line with the new account for each participant that will be
needed to keep track of the required employee contributions and the
earnings and losses allocated thereto; separate accounting is
needed because the employee contributions (as adjusted for earnings
or losses) are fully vested at all times, rather than being subject
'to the plan's vesting schedule.
We assumed the City would want to try to make the employee
contributions pre-tax for federal income tax purposes rather than
after-tax. The enclosed amendment attempts to achieve this end.
Social security taxes still must be paid by the employer and the
employee on the amount of the employee contributions, however.
This bit of income tax sleight-of-hand is provided by section
414(h) (2) just for governments sponsoring qualified plans. If the
governmental sponsor states it is "picking up" the employees'
contributions and if the employees do not have the option of taking
those dollars home rather than having them contributed to the plan,
then the contributions are free of current income tax tot he
employees because for tax purposes the dollars are employer
contributions. (Employer contributions to a tax-qualified plan,
such as the City's 6% contribution, ordinarily do not cause current
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July 29, 1996
Page 2
taxable income to employees.) But they still are "employee"
contributions for purposes of the rule that employee contributions
are fully vested at all times.
The result is that an employee's take-home pay is going to go
down less than a full one percent starting October 1, 1996 - a
happy bit of news to report to employees. This is because an
employee's pay is lowered by one percent before the employer
applies the withholding tax tables. So the income tax withholding
per paycheck will drop (causing take-home pay to increase),
partially offsetting the one percent reduction. An employee whose
income tax withholding is at a 20% rate, for example, has his pay
decreased by one percent but the tax withholding drops by 20% of
one percent, so the net is that the employee's take-home pay goes
down by only eight-tenths of one percent.
This "pick-up" treatment also means the employees will not be
receiving complicated distributions at retirement or other
termination of employment consisting of mostly taxable funds and
some non-taxable return of after-tax dollars. (This was a factor
in favor of having the overall contribution increase consist solely
of City contributions, when the proposal was presented to the
Commissioners.) Because the required employee contributions are
treated as employer contributions for tax purposes, all of the
amounts distributed will be taxable income to the employees (but as
usual will be capable of a tax-free rollover into an IRA if the
participant chooses to do so).
The only disadvantages to the pick-up treatment, as compared
to having the contributions come from after-tax dollars by
subtracting one percent of salary from each paycheck just like
other salary deductions, seem to be:
. The complication of having funds that are subject to
Social Security tax but not to income tax withholding
. If the city sponsors a "section 457" plan for one or more
of its employees, the contributions do not count as part
of their "includible compensation" for purposes of the
rule that no more than one-third of an employee's
includible compensation can be contributed to such a plan
during a particular year
. Because the contributions would not be part of the
employees' compensation for purposes of federal
income tax reporting (IRS Form W-2), it is possible
that the level of coverage enjoyed by the employee
under a group disability, life insurance or
?~OM !-407-422-8262
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Mr. Ron McLemore, city Manager
July 29, 1996
Page 3
workers' compensation program would go down a bit
(to the extent those benefits are paid according to
the employees' compensation level, if the
definition of compensation in such a program is
keyed off of the definition for income tax
purposes) .
On balance, we recommend the use of the "pick up" provision
that has been inc1uded in the enclosed amendment.
Very
s,
Thomas F. Lang
TFL/jka
Enclosures
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EIGHTH &~NDMENT TO
THE AMENDED AND RESTATED MONEY PURCHASE
PENSION PLAN AND TRUST FOR EMPLOYEES OF THE
CITY OF WINTER SPRINGS, FLORIDA
THE CITY OF WINTER SPRINGS, FLORIDA, a municipality incorpo-
rated under the laws of the State of Florida, and the BOARD OF
TRUSTEES of the Amended and Restated Money Purchase Pension Plan
and Trust for Employees of City of Winter Springs (the "Plan")
hereby agree this
day of
, 1996 to
amend the Plan as follows, effective October 1, 1996:
1. The references to "Employer Contribution Account" are
changed to "account" in the following places:
a. Section 4.03
b. Section 6.01
c. Section 6.02(a)
d. Section 6.02 (e) (ii)
e. Section 6.02(g)
f. Section 6.02 (h)
g. Section 6.03(a)
h. Section 6.03 (b)
i. Section 6.05(b)
j. Section 6.05{d)
k. Section 6.05(h)
2. Section 1.02 is amended to read:
1.02 "Annual Addition" means the sum of the follow-
ing amounts credited to a participant's account for a
Limitation Year: '
(a) Employee contributions;
(b) Employer contributions; and
(c) Amounts allocated to an individual medical ac-
count (as defined in Code Section 415 (l) (2)) that is
part of any defined benefit plan maintained by the
Employer.
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3. The last sentence of Section 1.05 is deleted.
4. Section 1.07 is amended to read:
1.07 "Compensation" means total compensation paid
or accrued by the Employer to an Employee during his pe-
riod of participation in a Plan Year, including regular
salary and wages, overtime pay, bonuses, commissions and
compensation used to pay employee contributions required
by Section 3.03 (even though such contributions are
picked up by the Employer for federal income tax pur-
poses pursuant to that Section).
5. Section 1.13A is added immediately following Section 1.13,
to read:
1.13A "Employee Contribution Account" means the ac-
count established and maintained by the Trustee for each
Participant with respect to his total interest in the
Plan and Trust attributable to the partic{pant's contri-
butions made under Section 3.03.
6. Section 1.17 is amended to read:
1.17 "Forfeiture" means that portion of a
Participant's Employer Contribution Account that is not
vested, and occurs on the earlier of:
(a) the distribution of the entire Employee
Contribution Account and the entire vested portion of
the Employer Contribution Account, or
(b) the last day of the Plan Year in which the
participant incurs five (5) consecutive one-year Breaks
in Service (as defined in Section 1.04).
7. Section 1.37 is amended to read:
1.37 "Vested Interest" means that portion of a
participant's Employer Contribution Account that is non-
forfeitable and the participant's entire Employee
Contribution Account.
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8. The caption to Article III is amended to read:
ARTICLE III
CONTRIBUTIONS
9. Section 3.01(i} is amended by deleting "six perc~nt (6%)"
and replacing it with "seven percent (7%)".
10. Section 3.03 is added to Article III, to read:
3.03 bmount of Employee Contributions.
(a) Each Participant is required to contribute one
percent (1%) of his or her Compensation to this Plan.
No Participant shall have the right to discontinue or
vary the rate of such contributions. ,No Rarticipant
shall have the option of receiving the contributed
amounts directly rather than having the contributed
amounts paid into the Plan.
(b) The Employer hereby elects to "pick up" (within
the meaning of section 414(h) (2) of the Code) on behalf
of each Participant the contributions required by the
foregoing paragraph.
11. Section 4.01(a) is amended to read:
(a) The Trustee shall establish and maintain an
Employee Contribution AGcount and an Employer
Contribution Account in the name of each Participant, to
which shall be credited as of each Anniversary Date all
amounts allocated to the Participant as hereinafter set
forth.
12. Section 4.02(a) is amended to read:
(a) Notwithstanding anything to the contrary con-
tained in this Plan, the Annual Addition (as defined in
Section 1.02) to a Participant's account for a Plan Year
shall not exceed the lesser of $30,000 (or such greater
amount as may be determined by the Secretary of the
Treasu~y) or twenty-five percent (25%) of the'
Participant's Adjusted Compensation for that Plan Year.
For purposes of this limitation, all defined contribu-
tion plans maintained by the Employer shall be consid-
ered one plan, and "Adjusted Compensation" shall mean
the participant's Compensation less the amount of the
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0'7-29-96
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Participant's contributions made pursuant to Section
3.03.
13. The last sentence of 6.02(c) is amended to read:
In the event a Participant separates from service with
the Employer prior to the beginning of the above elec-
tion period, the election period as to that Participant
shall begin on the date ~f such separation from service.
14. Section 6.04(a) is amended to read:
(a) The benefits payable under this Plan to a
Terminated Participant (as defined in Section 1.32)
shall consist of the vested portion of his Employer
Contribution Account (as defined in Section 1.14 and de-
termined as of the next Valuation Date) and his entire
Employee Contribution Account (as defined -in Section
1.13A and determined as of the next Valuation Date).
15. All of that part of Section 6.04(b) that precedes the
schedule set forth therein is amended to read:
(b) The nonforfeitable portion of a Participant's
Employer Contribution Account shall be a percentage of
the total amount credited to his Employer Contribution
Account, determined on the basis of the nurrber of the
Participant's Years of Service with the Employer
(excluding service prior to age eighteen (18)), accord-
ing to the following schedule:
16. The first sentence of Section 6.04(c) is amended to read:
(c) The Terminated Participant's Employee
Contribution Account and the vested portion of his
Employer Contribution Account shall be distributed in
accordance with Section 6.05, except that a Cash Out (as
defined in Section 1.05) may be made to a Terminated
Participant from his Vested Interest after such
Participant terminates employment with the Employer,
notwithstanding the fact that the Participant may not
have incurred a Break in Service.
17. Section 6.04(f) (ii) is amended to read:
(ii) In the case of a Participant who did not have
any vested interest in his Employer Contribution
Account, Years of Service before his Break in Service
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shall not be taken into account if the number of his
consecutive Breaks in Service equals or exceeds the
greater of (A) five (5), or (B) the aggregate number of
his pre-break Years of Service;
16. Section 6.04(g) is amended to read:
(g) Separate Employer Contribution Accounts shall
be maintained for prebreak contributions (if not dis-
tributed pursuant to Section 6.04(c)) and post-break
contributions made by the Employer on behalf of Former
participants who are rehired before incurring five (5)
consecutive Breaks in Service, and both accounts will
share in the earnings and losses of the Plan.
Except as herein amended, the Plan shall remain unchanged and
continue in full force and effect.
Signed, sealed and delivered
in the presence of:
AS TO ~HE EMPLOYER:
(SEAL )
CITY OF WINTER SPRINGS
By:
Title:
Date:
AS TO THE TRUSTEE:
BOARD OF TRUSTEES
By:
Title:
Date:
(S EAL)
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