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HomeMy WebLinkAbout2007 03 08 Board of Trustees Special Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING THURSDAY, MARCH 8, 2007 CALL TO ORDER The Board of Trustees Special Meeting was called to Order by Chairman A. Mark Sardo on Wednesday, February 21,2007 at 6:35 p.m. in the City Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairman A. Mark Sardo, present Vice Chairman Michael S. Blake, present Board Member Guy DeMaio, absent Board Member Vernon Rozelle, Jr., present The Pledge of Allegiance was held followed by a Moment of Silence. PUBLIC INPUT No one spoke. REGULAR AGENDA REGULAR 300. Office Of The City Manager ADD-ON Requesting The Board Of Trustees To Consider The Merits Of A Proposed Additional Benefit To The City's Pension Plan And To Make Recommendations To The City Commission It Deems Appropriate. Manager McLemore said, "We have been working on your - Your - Pension Attorney, Actuary, Insurance people to try to come up with a benefit that would address a long term employee who is disabled and could not continue to work, but - has not reached normal retirement and has full thirty (30) years of employment - after going through a number of different alternatives, we have suggested to you a recommendation which allows a person, again, who meets a certain criteria, to have an early retirement provision that - doesn't have in the full - age fifty-five (55) yet, but they have in their thirty (30) years. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8,2007 PAGE 2 OF 9 And that would take place and when they meet the long term disability criteria of disabled after thirty (30) years of service and in that situation, that person could have a normal retirement under our Plan." Chairman Sardo inquired, "No reduction?" Manager McLemore noted, "No reduction." Manager McLemore continued, "Other than those already in place for full-time normal retirement - though which can only be in an election of a spouse or survivor type benefit. So, 1 need to point out to you and 1 want fully understood, this is not getting a retirement system into the terminations of disabilities. This is not that. This is purely a situation in where someone meets a certain criteria, then they are allowed to take an early retirement or a normal retirement at an early age, earlier than fifty-five (55)." Discussion Vice Chairman Michael S. Blake said, "1 just wanted to point out something here. According to this language, the definition of 'disability' will not placed in the Plan document. It would be referred to whatever language is in the - contract for long-term disability." Vice Chairman Blake continued, "Which means the definition could change as each new long-term disability contract would be put in place." Manager McLemore said, "Yes." Vice Chairman Blake commented, "So, 1 think that there needs to be, to remove any confusion, that the discussion that states that once somebody crosses the bridge, they're over the bridge. The determination is based on the definition in the policy at that time. Manager McLemore said, "Long-term disability." Vice Chairman Blake continued, "Secondly, there has to be, I think, some language in here that contemplates there being no long-term disability contract in place." With further discussion, Vice Chairman Blake said, "What we might be able to do is simply add language that if no Policy currently exists at time of disability, or at any disability, then the definition of the most recent long-term disability policy would be utilized to make that determination. So, two (2) pieces there." Discussion. Board Member Vernon Rozelle, Jr. commented, "Kudos to the City's Staff for putting this analysis together." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8, 2007 PAGE 3 OF 9 "I WOULD LIKE TO MAKE A MOTION THAT THE BOARD OF TRUSTEES RECOMMEND TO THE CITY COMMISSION OF WINTER SPRINGS, THE DOCUMENT JUST PRESENTED WITH THE ADDITIONAL LANGUAGE THAT WILL DETERMINE THAT THERE WILL BE A SINGLE TIME DETERMINATION OF DISABILITY AND THAT THE DEFINITION THAT WILL BE UTILIZED IS OUR CURRENT DISABILITY POLICY IN FORCE. IF NOT, THEN THE MOST RECENT DISABILTY POLICY THAT WAS IN FORCE, MOST RECENT - AND THAT THIS BOARD RECOMMENDS TO THE CITY COMMISSION OF THE CITY PAY FOR ONE HUNDRED PERCENT (100%) OF THE INCREMENTAL COST OF THIS." MOTION BY VICE CHAIRMAN BLAKE. SECONDED BY BOARD MEMBER ROZELLE. DISCUSSION. VOTE: VICE CHAIRMAN BLAKE: AYE BOARD MEMBER ROZELLE: AYE CHAIRMAN SARDO: AYE MOTION CARRIED. REGULAR 301. General Services Department Interviews Of Prospective International Equity Investment Managers. Mr. Nicholas Mavro, Vice President, State Street Global Advisors, One Lincoln Street, Boston, Massachusetts: pointed out, "We manage a lot of Pension assets; we have a very good, strong relationship with a number of Florida public clients." Continuing, Mr. Mavro stated, "As far with other things we bring to the table, obviously our size and our scope do bring a lot to the table. With the 1.7 trillion dollars that we manage, I think the fact that we are a little more comfortable with - international side - there's a lot that we can do and there's a lot that we can bring to bear in our own strategies, but for you, as a client. " Discussion. Chairman Sardo commented, "You say determining points are - that differentiate you from the pack: number one (1), the amount of experience you have in public plans; number two (2), your R & D. And your third point?" Mr. Mavro replied, "The third point would be the consistency of returns." With further discussion, Mr. Mavro explained, "For this mandate it would be eight (8) basis points - that would be on the co-mingled side." Tape II Side B CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8, 2007 PAGE 4 OF 9 Discussion. Mr. John F. "Jack" Farland, CPPT, Managing Director, Voyageur Asset Management Inc., 2429 NE 12th Street, Ft. Lauderdale, Florida: explained, "We are now under the banner of Voyageur Asset Management [LLC], but they kept all of the Freedom employees. They kept the relationship with Bernie Horn (Polaris Capital Management, President). As a matter of fact, re-signed a new five (5) year contract with Bernie Horn (Polaris Capital Management, President) so that the same sub-advisory relationship exists now. So for all practical purposes, it's a name change only. Everything else is exactly the same. They kept my office in Fort Lauderdale, they kept an office that we had western Massachusetts. As a matter fact, they kept the Freedom offices in Boston and the Voyageur [Asset Management, LLC] people have moved into the Freedom [Capital Management, LLC] offices now." Mr. Farland continued, "This was not a takeover of any kind. This was a strategic merger, if you will." Furthermore, Mr. Farland explained, "My job, and I'm not an analyst, I'm a marketing guy, and my job is to make sure that all of our clients are comfortable with us, like what we're doing, know what we're doing. I'm available to come to meetings whenever I'm summoned to come to meetings, etc." Discussion. Regarding Voyageur Asset Management, LLC clients, Board Member Rozelle asked, "Tell me what other groups in Florida?" Mr. Farland responded by saying, "All of the clients that Freedom Capital [Management, LLC] had in Florida have now become Voyageur [Capital Asset Management, LLC] clients. So we have St. Pete Beach Police, Fire, General Employees. We have Ft. Myers Fire, General Employees. We have Pompano Beach Police, Fire. We have Dania Beach Police, Fire." Discussion. Chairman Sardo asked, "What are the main key points that set you aside and differentiate you from the group, from the crowd?" Mr. Farland replied, "I think our success is one (1) of the obvious points, but a couple of things that come to mind immediately, we have a product that has been proven for twenty-four (24) years." Mr. Farland continued, "But we have a product that's been proven for that long a period of time and 1 don't know of anybody else in the business that goes back that far with a product that has been successful ever since then. That to me sets us aside from everybody else. We also have a vested interest right here in this State and we have an office here. We don't have to have someone fly down from Boston or Chicago or wherever they may be coming from. You've got somebody who is within three (3) hours drive time." CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8, 200? PAGE50F9 Mr. Farland said, "We have a commitment to Florida and as I've mentioned to you to the FPPT A (Florida Public Pension Trust Association) which we believe is a pretty good organization. And I think those two (2) things probably set us apart from most of the other people." Regarding Fees, Mr. Farland said, "It's a commingled fund. It's ninety-five (95) basis points and we pick up all expenses." Mr. West said, "So, we take the share of managing of those two (2) boxes that have been placed before us through this process. So, it would be a twenty-five percent (25%) maximum." Mr. Farland said, "That would maximum, but we don't even come close to twenty-five percent (25%). But that is the maximum." A brieIRecess was held at 7:48 p.m. The Special Meeting came back to Order at 7:50 p.m. Mr. Robert S. So raparu, Vice President, Nuveen Investments, Institutional Services group LLC, 333 West Wacker Drive, Chicago, Illinois: introduced himself saying, "I work in an institutional distribution capacity with Nuveen Investments. In that capacity we represent Tradewinds (NWQ Global Investors), which is our Global Equity Specialist out of Los Angeles, California." Referring to the list on page 2 of the Tradewinds NWQ Global Investments handout, Mr. Soraparu explained, "The reason we have listed here NWQ as well. - There's a cross ownership between Tradewinds and NWQ. They're both separate organizations. They do share the same space in Los Angeles, but for all intent and purposes, they will informally will bounce ideas off each other." Discussion. Tape 2/Side A In conclusion, Mr. Soraparu stated, "why Tradewinds (NWQ Global Investors), - why is this a firm that you should invest your money with? - The principals underlying our process, we feel, are repeatable. And that's something that you can see in our performance over time. We have fared extremely well. We have a team that's compromised of very talented people and we feel that we have the incentives in place in order to really retain these people over time." Mr. Farland continued, "We feel that our clients have been well served with the performance that we've been able to generate over time. By virtue of really avoiding - the downside and again, I think that's evidenced in the '2000' thru '2002' time period where we really were able to deliver value and what were somewhat treacherous markets." CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8, 2007 PAGE60F9 Regarding fees, Mr. Soraparu commented, "So, it's ninety-five (95) basis points on the first five million (5,000,000) which would essentially be the only break point that would matter in your case." Chairman Sardo said, "I would say Voyageur, State Street, and Tradewinds." Vice Chairman Blake said, "Voyageur, Tradewinds, State Street." Board Member Rozelle said, "I am Voyageur, Tradewinds, State Street." Vice Chairman Blake said, "Based on that, it would be unanimous then on the Voyageur, and Tradewinds is second with State Street as a close third." "VOYAGEUR FREEDOM POLARIS, PICK YOUR NAME, AS - BEING OUR TOP RECOMMENDA TION, FOLLOWED SECOND BY TRADEWINDS. THAT'S MY MOTION." MOTION BY VICE CHAIRMAN BLAKE. SECONDED BY BOARDMEMBER ROZELLE. DISCUSSION. CHAIRMAN SARDO ASKED, "ALL IN FAVOR?" BOARD MEMBER ROZELLE SAID, "AYE." CHAIRMAN SARDO SAID, "AYE. OPPOSED?" NO OBJECTIONS WERE NOTED. WITH CONSENSUS OF THE BOARD, THE MOTION WAS APPROVED. MOTION CARRIED. REGULAR 302. General Services Department Interviews Of Prospective Custodial Banks. Mr. David West, CFA, Bogdahn Consulting, LLC, 340 West Central Avenue, Suite 300, Winter Haven, Florida: addressed the Board of Trustees. While the computer was being set up, Vice Chairman Blake suggested the City's logo replace the current Dell background. Mr. Richard D. Spurgeon, CF A, Senior Vice President & Chief Operating Officer, Salem Trust Company, 7411 Fullerton Street, Suite 110, Jacksonville, Florida: said, "We have, the last count, about 145 municipal plans of all different sizes." Chairman Sardo asked, "Do you have a representative list?" Mr. Spurgeon replied, "I thought that was included, but possibly not." Mr. Spurgeon continued, "Clients, we have - Oviedo Firefighters, Police; we have all three (3) Mount Dora plans now; Casselberry Police and Fire; Eustis Fire; Port Orange; Holy Hill; all three (3) Ormond Beach plans. And that's just in this area." CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8,2007 PAGE 7 OF 9 Mr. Spurgeon said, "Brian (R. Brian Bizzell, Trust Officer and Relationship Manager) would be the primary Relationship Manager for your relationship. He would be assisted by two (2) ladies out of our Tampa office as well. Deborah Kochus (Trust Associate) and Leta Cheney (Vice President and Regional Manager) is the Regional Manager out of Tampa." Next, Mr. Spurgeon commented, "We have the benefits of a large institution and quite frankly, we have the ability to control our own destiny and make our own decisions much more easily than in a large corporate environment. So, we're able to react to client needs and provide the services that our clients want us to provide." Vice Chairman Blake asked, "Just to clarify, you will honor either your standard fee schedule or the eight thousand (8,000) fixed, whichever we prefer?" Mr. Spurgeon replied, "Whichever you prefer." Mr. Spurgeon said, "Once we take over Pension payments, we don't get complaints. And if we ever do, they're quickly resolved." Mr. Spurgeon said, "This is the standard log-on screen for our internet access; and we can sign up anybody for access as you want in your organization." Mr. Spurgeon continued, "This is only for the Portfolio itself. We don't have available today online inquiry capability for the - pensioners. That's something that's on my wish list, but as yet, we don't have that capability." With further comments, Mr. Spurgeon remarked, "Transactions available every day." Mr. Spurgeon replied, "It's updated daily. It's not a real time." Mr. R. Brian Bizzell, Trust Officer/Relationship Manager, Salem Trust Company, 7411 Fullerton Street, Suite 110, Jacksonville, Florida: addressed the Board. Tape 2/Side B Board Member Rozelle asked, "The 800 number that's available to the - retirees, what is the time frame that they call, which is the availability? Is it eight - five (8-5) [o'clock]?" Mr. Spurgeon replied, "It's not staffed twenty-four (24) hours. That 800 number rings to our offices so if it is not picked up by a live person during business hours, then it is recorded on a voicemail message and we respond the next day." Discussion. Mr. Fred Johnston, Vice President, Fifth Third Bank, Institutional Trust Sales" Institutional Client Group, 200 East Robinson Street, Suite 900, Orlando, Florida: gave an overview of the company. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8,2007 PAGE80F9 Ms. Kimberly Kutlenios, CRSP, Vice President, Fifth Third Bank, Senior Institutional Relationship Manager, 200 East Robinson Street, Suite 900, Orlando, Florida: addressed the Board of Trustees and said, "You can actually get your online statements instead of waiting for them to come in the mail, you can get them out there on the very first business of the month." Mr. West asked, "Just a fee confirmation question on the stiff funds now, Fifth Third manages their own stiff funds, instead of money market fund options. So, can you just toss on how that fee works here, it's not a revenue share, obviously; in this case, it's a direct product. Can you just communicate what that is?" Mr. Johnston replied, "On page 12 is the schedule of fees and the pricing is pretty simple. It's all-inclusive. We charge five (5) basis points on market value with a minimum fee of four thousand dollars ($4,000.00)." Ms. Kutlenios said, "Whenever there's excess cash every month I can go in there and look at excess cash in the cash account and what we could do is based on the information that Bogdahn (Consulting, LLC), gives me as far as how much money each Money Manager should get, we'll squeeze that into your money manager to let them know that they've got some cash that they can spend. That way you keep your cash at a minimum." Discussion Chairman Sardo said, "In terms of rankings, I have Fifth Third (Bank) as number one (1)." Vice Chairman Blake commented, "I agree." "I WOULD LIKE TO MAKE A MOTION TO RECOMMEND, ONE MORE TIME, FIFTH THIRD (BANK)." MOTION BY CHAIRMAN SARDO. SECONDED BY VICE CHAIRMAN BLAKE. DISCUSSION. WITH CONSENSUS OF THE ADVISORY BOARD, THE MOTION WAS APPROVED. MOTION CARRIED. REGULAR 303. General Services Department Discussion And Selection Of Investment Manager Interviewees For Income Opportunity-Real Estate Component Of Investment Portfolio. Mr. West said, "We had - respectfully requested a deferral of that item. We need sufficient time for the public advertisement of the real estate income product to be out there. We've got a finite response date of the 16th of this month [March]. After which time, in very short order, we'll be in a position to present the finals for consideration for that product. So we respectfully request postponing that until the next Meeting." CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING - MARCH 8, 2007 PAGE 9 OF 9 Discussion. Regarding the next Special Meeting, Mr. West said, "I think we are due a quarterly report just as the program, obviously, continues to be invested. So, we essentially would have two (2) items, are standard quarterly report - we can filter down three (3) finalists for presentation and again, not sure we've answered the question, do we necessarily want to have presenters here for this type of product. It may be a little more problematic to get a true firm representative here to speak to the product. In this case, it maybe more appropriate, more efficient to just look at the quantitative analysis and make a decision based on that. And we'll be trying to bring you, our focus is for core plus real estate, but again, frankly given the size of the mandate, a lot of minimums have been raised given the popularity of the asset class. Chairman Sardo asked, "If you feel comfortable with that you?" Vice Chairman Blake replied, "I do." Board Member Rozelle said, "Sure, I'm agreeable to that." As to the next Special Meeting, Chairman Sardo said, "6:30 [p.m.] on the 29th [March]." ADJOURNMENT Chairman Sardo adjourned the Special Meeting at 9:29 p.m. RESPECTFULLY SUBMITTED: DANIELLE HARKER, ASSIST ANT TO THE CITY CLERK AND /.-...~; ,/' i /' A EA LORENZO-LUACES, CMC ITY CLERK NOTE: These Minutes were approved at the April 24, 2007 Board of Trustees Regular Meeting,