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HomeMy WebLinkAbout2007 08 22 Board of Trustees Regular Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING AUGUST 22, 2007 (POSTPONED FROM JULY 31, 2007) CALL TO ORDER The Board of Trustees Regular Meeting was called to Order by Chairman A. Mark Sardo on Wednesday, August 22, 2007 (postponed from July 31, 2007) at 7:30 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, present Board Member David W. McLeod, present Board Member Vernon Rozelle, Jr., present Chairman Sardo led the Pledge of Allegiance, followed by a moment of silence. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Approval Of The April 24, 2007 Regular Meeting Minutes. "MOVE FOR APPROVAL." MOTION BY VICE CHAIRMAN BLAKE. SECONDED BY BOARD MEMBER DeMAIO. DISCUSSION. WITH CONSENSUS OF THE ADVISORY BOARD, THE MOTION WAS APPROVED. MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING - AUGUST 22, 2007 (POSTPONED FROM JULY 3 I, 2007) PAGE20F6 AWARDS AND PRESENTATIONS AWARDS AND PRESENT A nONS 300. Not Used. 400. REPORTS No Reports. PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PlJBLlC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. General Services Department Bogdahn Consulting to Present Investment Review Report For The Quarter Ended June 30, 2007. Mr. David West, CF A, Bogdahn Consulting, LLC, 340 West Central Avenue, Suite 300, Winter Haven, Florida: distributed copies of the 'Defined Benefit Plan & Trust For Employees Of The City Of Winter Springs June 2007' booklet. Discussion ensued on the previous Quarter. Chairman Sardo welcomed new Board Member David W. McLeod. Mr. Kevin Smith, Director, General Services Department said, "Consistent with the Board's previous direction, I'm assuming you want me to transmit pages '2' and '5' to the Commission for their review." Vice Chairman Blake replied, "Please." Further discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING - AUGUST 22, 2007 (POSTPONED FROM JULY 31, 2007) PAGE30F6 REGULAR 601. General Services Department Bogdahn Consulting To Present Status Update On Investment Manager And Custodial Bank Transition. Mr. West remarked, "All the Contracts and everything are still up with Jim Linn's (Attorney, Lewis, Longman, & Walker, P.A) pending approval. So, we can move forward. We can't do anything until those Contracts are released." Discussion contin]led. Mr. West reiterated, "We can't move Assets until obviously the Contracts are approved and signed." Further discussion. Vice Chairman Blake asked Mr. West, "Do you have any way of quantifying what this quarter loss has cost us?" Mr. West replied, "I - certainly can come back to you with a quantification. What I can give you is - two (2) quarter numbers for the primary influencing Managers." Discussion. Mr. Smith remarked, "It'll be mine on a daily basis which is to have conversations with Mr. Linn's office." Continuing, Mr. Smith added, "Those Contracts for the Investment Managers and the Custodial Banks were transmitted by myself to Mr. Linn's office on April the 18th [2007]. As of today, August the 22nd [2007], I have the Galliard [Capital Management, Inc.] Contract executed on their behalf, ready for the City Manager's signature. I have the Lateef [Investment Management, LP] Contract, executed on their behalf and ready for the City Manager's signature. And on the American Realty [Group, LLC] side, there is a Contract and a side letter that was prepared to the Contract. I have the side letter executed; I do not have the Contract. Those are the only executed documents I have. Now I did as of today, receive confirmation from Mr. Linn's office, from Glen Thomas actually, that all the Contracts have been reviewed and approved by the Investment Managers. However, my specific instructions to Mr. Linn's office were to provide me hard copy of the finalized documents executed by the Investment Managers, so that I know when I receive those and the City Manager affixes his signature we are - 'done'. Now, also on the Fifth Third [Bank] Contract, that was transmitted and executed to Kimberly (Kutlenios, CRSP, Vice President, Senior Institutional Relationship Manager, Fifth Third Bank) back on, actually it was prepared to go in April [2007] and then I was told I needed to have Mr. Garganese (City Attorney) also approve it. He did so and on May the 4th [2007] that was transmitted to Fifth Third [Bank]. So, to the best of my knowledge we are prepared to go, but however as Dave (West) spoke, we need to have the Investment Manager Contracts in place." CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING - AUGUST 22, 2007 (POSTPONED FROM JULY 3 I, 2007) PAGE 40F 6 Further discussion. Mr. Smith commented, "I'll come into work tomorrow. As of mid-afternoon, if! have not received the final Contracts, I'll make my daily telephone call. Ask - Mr. Thomas actually to get on the phone with the Investment Managers, again, ask when I'm going to receive them. And I'll do that every day, as I have for the past few days." Discussion continued. Vice Chairman Blake remarked, "This is a real problem. And it's unfortunate because I can't really do the math with the information that we have, but I would venture to guess that we have a differential in our portfolio value that would be in the six (6) figure range over this last Quarter. And of course I can't back that up, but I think the math could be done - I'm not going to ask that we spend the money to do the real math. But I think it could be clearly pointed out that there's a differential in the account value here; there is some damage involved. And I'm concerned about that, very much so. And I'm really disappointed that we're not getting these Agreements pushed through any faster than we are." I think it goes without saying that we're not showing up as a very good customer as of yet. But needless to say, whatever needs to be done, needs to be done. I would sincerely hope that by the end of this week and I'm aware that today is Wednesday evening, that by the end of this week that we will have an overnight package from Mr. Linn's office that has all of the documentation that we require in order to close this out. And I don't know what it takes to get that done tomorrow, but I would seem to think that not only the City Manager, but our Attorney's office should be on the horn and request some professional return on this requirement." Discussion. Chairman Sardo said to Mr. Smith, "I understand this is not certainly pleasant for you to come here and have to deliver news when you expected something else to be different today as you were told. And that's a tough one to do. So, we certainly understand that and thank you for taking your time to do that." Regarding calling Mr. Linn's office every day, Vice Chairman Blake commented, "You shouldn't have to." CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING - AUGUST 22, 2007 (POSTPONED FROM JULY 31, 2007) PAGE50F6 "I WOULD LIKE TO MAKE A MOTION THAT THIS BOARD OF TRUSTEES REQUEST SPECIFICALLY THAT ANTHONY GARGANESE, CITY ATTORNEY, MAKE A PHONE CALL TOMORROW TO MR. LINN'S OFFICE AND IN THE STRONGEST LANGUAGE POSSIBLE REQUEST THAT THE DOCUMENTS BE SENT TO US ON AN OVERNIGHT BASIS SO THAT WE WILL HAVE THEM IN A - MANNER THAT THEY THEN CAN BE TRANSACTED UPON BY FRIDAY, AUGUST 24TH [2007]." MOTION BY VICE CHAIRMAN BLAKE. SECONDED BY BOARD MEMBER ROZELLE. DISCUSSION. WITH CONSENSUS OF THE ADVISORY BOARD, THE MOTION WAS APPROVED. MOTION CARRIED. Board Member Guy DeMaio suggested, "I think in the future anything that is expected to be done and - given a - promise date within a reasonable time, if it goes over that time, I think they - ought to be penalized in their compensation." REGULAR 602. General Services Department General Services Director To Present Summary Of FY (Fiscal Year) 2007 (1'0- Date) Pension-Related Expenditures And Summary Of Pension Consultants' Responsibilities. Mr. Smith commented, "What I've attempted to do is to summarize the - detail - of the payments that we've made this Fiscal Year to our Consultants." Mr. Smith continued, "Now, this does not include any Investment Managers or Custodial Bank payments, but attempted to keep the Board up to speed on what we've paid. And going forward, my thought would be on a Quarterly basis, to provide you with this information." Discussion. Chairman Sardo remarked, "I think this is something I'd like to see." Vice Chairman B lake commented, "I think it's wonderful." Chairman Sardo added, "Yes, outstanding." Further discussion. Board Member McLeod suggested if the Contract with Mr. Linn has a clause regarding negligence that City Attorney Anthony A. Garganese express the issue with Mr. Linn's office; and that the City Commission should take a strong look at the Contract with Mr. Linn's office if the pending Contracts have not been received by Friday, August 24, 2007. Discussion ensued on changing the Meeting time. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING - AUGUST 22, 2007 (POSTPONED FROM JULY 3 I, 2007) PAGE60F6 Regarding changing the Meeting time, Chairman Sardo asked, "Can I entertain 6:30 [P.M.]?" Vice Chairman Blake commented, "6:30 [P.M.], I think, is a most appropriate time." No objections were noted. Regarding the next Regular Meeting, Chairman Sardo reiterated, "So, 6:30 [P.M.] it is and it will be on 10/30 [2007]." ADJOURNMENT Chairman Sardo adjourned the Regular Meeting at 8:10. RESPECTFULLY SUBMITTED: NOTE: These Minutes were approved at the October 30, 2007 Board of Trustees Regular Meeting.