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HomeMy WebLinkAbout2009 06 16 Board Of Trustees Official Special MinutesCITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES BOARD OF TRUSTEES SPECIAL MEETING JUNE 16, 2009 CALL TO ORDER The Board of Trustees Special Meeting of Tuesday, June 16, 2009, was called to Order at 6:30 p.m. by Chairperson Maria Fair in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Maria Fair, present Vice Chairman Vernon Rozelle, Jr., arrived at 6:53 p.m. Board Member Ben McMahan, absent Board Member Max Swaim, present Board Member Barbara Watkins, present The Invocation and Pledge of Allegiance was led by Chairperson Fair. REGULAR AGENDA REGULAR 600. General Services Department Discussion Of Proposed Revisions To The Investment Policy Statement. Discussion began with Mr. Kevin L. Smith, City Manager. Mr. David E. West, CFA, Chief Investment Officer, 340 West Central Avenue, Suite 300, Winter Haven, Florida: addressed the Board Members on this Agenda Item and referred to the Draft, City of Winter Springs General Employees' Retirement System, Investment Policy Statement and stated, "Chairperson Fair's observation or comment on the interpretation that the way the language was written in one of the sections was perhaps - too restrictive. We took that back under advisement and restructured the language .and what we came up with is -the changes are represented in blue -Page 3, under Section IV. INVESTMENT GUIDELINES Authorized Investments -basically, we changed this to read, `Pursuant to the Investment powers of the Board of Trustees, set forth in the Plan and Trust documents and subject to governing Florida Statutes and the governing local ordinances, the City of Winter Springs, the Board of Trustees sets forth the following investment guidelines and limitations on investments'. CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES BOARD OF TRUSTEES SPECIAL MEETING -JUNE 16, 2009 PAGE 2 OF 5 The purpose of that is to make us -this document read a little bit more in perpetuity - if the Ordinance changes, it still rolls up as required to the Ordinance because -the Statutes and your local Ordinance are the governing bodies that this Policy must be in compliance with." Continuing, Mr. West then added, "The second item is on Page 4, we added specifically at the risk of the interpretation being too limiting; we added specifically an allowance in item number 4. Real Estate: with the general description of the nature of that investment and we added item number 5., `Alternatives' which as you read section a., that is actually a fairly open language by design -again the intent to provide a little more openness in - exercising the powers of the Trustees through the Ordinance. Also in response to that - we just wanted to -identify that item number 7. [Commingled Funds/Mutual Funds & Exchange Traded Funds:J which we did discuss, we did not change, is an allowance for commingled funds, mutual funds and exchange-traded funds - and our interpretation of this language -participate in any type of commingled vehicle; this again makes the document open for different types of investments that may be approved and in all cases, the document rolls back to specific allocations and ranges that we already talked about set forth in the front portion of the document." Mr. West added, "Those were the main points of consideration by my notes, we wanted to make sure that we had addressed." Discussion. Chairperson Fair asked, "For the Addendum policies, there are no proposed changes for those?" Mr. West replied, "No changes." Chairperson Fair then asked, "Just the things for the General Policy Statement." Mr. West said, "Right." Continuing, Mr. West stated, "In the event, there is a Manager change in the future, we are not amending the master Policy. We are merely changing, in this case, we change the Value Manager - or assigning a new sub policy for that Value Manager and in all -the Policy does not change. But, there is a different signature on that Policy." "I WOULD LIKE TO MAKE A MOTION THAT WE ACCEPT THE PROPOSED CHANGES AS RECOMMENDED BY THE BOGDAHN GROUP." MOTION BY CHAIRPERSON FAIR SECONDED BY BOARD MEMBER SWAIM. DISCUSSION. VOTE: BOARD MEMBER WATKINS: AYE CHAIRPERSON FAIR: AYE BOARD MEMBER SWAIM: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES BOARD OF TRUSTEES SPECIAL MEETING -JUNE 16, 2009 PAGE 3 OF 5 Mr. West stated, "Procedurally, what we will do with the Policy document approved, we will bring the unmarked copy for Approval. Since the structure of Winter Springs is different from most other cities, it will be approved by Council, so we will not have a signature associated with it - it will be Meeting Minutes from Council associated with the action. We will want to keep that document together, so we have the files properly covered. And also -the Policy takes affect thirty-one (31) days after -official filing with the City and we will then assist in the distribution of the Policy. It has to go to your Actuary; it has to go to the State, and it has to go to each of your Money Managers for their signature." REGULAR 601. General Services Department Discussion Of Bogdahn Group Contract. Mr. Smith introduced this Agenda Item and stated, "I believe you have a copy of their Contract dated July 1, [20]06; that was a three (3) year Contract which would be up this June 30th [2009]. There is an option to renew the Agreement - for an additional three (3) year term." Continuing, Mr. Smith commented that "We may need to humbly request aday -quarter by quarter extension - in order for us to afford the opportunity to put the RFP [Request For Proposal] on the street." Chairperson Fair asked, "What are the possibilities of a ninety (90) day extension on the existing Contract?" Mr. West replied, "We would be happy to make the necessary arrangements to see through whatever - on going basis or if it ends up being a temporary basis, we could certainly see through any relationship." Continuing, Chairperson Fair said, "I do believe we have already gone out for RFP [Request For Proposal] on the Actuary." Mr. Smith replied, "The Board has directed myself to do that, but I have not done that as yet." Chairperson Fair replied, "Okay." Chairperson Fair then inquired, "If for some reason there was going to be any change, recommendation and structure of the existing Defined Benefit Plan to accommodate the ten million dollars ($10,000.000.00) worth of past service liability that we have to fund, either through a fresh start or another means, I don't feel like it is prudent at this point to consider a three (3) year Contract not knowing these other components of it." Mr. Smith stated, "I concur." Discussion ensued on Fees. Mr. West indicated that, "What we wanted to propose was, we will keep the Fee unchanged rather than look for an increase in fee and to do that though, what we are proposing is a two (2) year guarantee. We could not offer -make this fee stick for three (3) years, but we would like to offer an unchanged fee for two (2) years." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES BOARD OF TRUSTEES SPECIAL MEETING -JUNE 16, 2009 PAGE 4 OF 5 Continuing, Mr. West stated, "On our standard agreement, if you are unhappy or should you seek to make a change, it can be changed at any time. You are not locked into an agreement with the Bogdahn Group for two (2) years. What we aze locking in really essentially is our fee guarantee for two (2) years. So with aminimum -thirty (30) day notice -you can terminate our services at any time." Chairperson Fair said, "Eighteen thousand [dollazs] annually ($18,000.00)." Mr. West replied, "Correct." Chairperson Fair then added, "If something were to change with the structure of the existing plan as it is, that would really require a change in whatever structure we had with Bogdahn [Group], we would be able to give you a thirty (30) day notice." Correcting the previous statement, Mr. Smith stated, "Bogdahn [Group] would need to give us ninety (90) days, but we can terminate at any time upon written notice." Discussion. Mr. Smith commented, "We would need some type of lead in order to terminate without getting into the next quarter - if we have to call a Special Meeting, we call a Special Meeting." Chairperson Fair replied, "Okay." Vice Chairman Vernon Rozelle Jr. arrived at 6:53 p. m. Further discussion ensued on a proposed Special Meeting. In summary, Chairperson Fair stated, "Basically, what we are talking about is the Bogdahn Group has made a recommendation, because their Contract expires June 30th of this yeaz to continue at the same rate which is eighteen thousand [dollazs] ($18,000.00) annually. Now is there any change on billing in advance or arreazs where we aze currently getting billed in arrears?" Mr. West replied, "We are billing you quarterly in arreazs." Discussion. Mr. Smith stated, "I want to ensure that our funding levels are adequate for on-going yearly budgeting." Chairperson Fair commented that, "We would be fortunate at best, to get this thing changed or whatever needs to be done by September plan year of 2010. That is optimistic." Vice Chairman Rozelle stated, "Is there anything that has been done in the past with our last Actuaries that is missing?" Mr. Smith replied, "We will find out." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES BOARD OF TRUSTEES SPECIAL MEETING -JUNE 16, 2009 PAGE 5 OF 5 Mr. Smith remarked, "One thing that was pressing early on was, are we going to fund the Pension Plan in the current budget. That is important, but it is very difficult for me to make any decisions or recommend any decisions on a pension plan in thirty (30) days or sixty (60) days when it affects people's livelihoods and their retirement." Mr. Smith then added, "I think it is important again to bring all the stakeholders in, give them the input before we make any decisions. And that may take, more than likely will take a hundred and eighty (180) days if not longer -that means we make a prudent decision that is well thought out and I think that is the right thing to do for all parties involved." "I WOULD LIKE TO MAKE A MOTION WE ACCEPT BOGDAHN [GROUP] RENEWAL FOR A TWO (2) YEAR PERIOD." MOTION BY BOARD MEMBER SWAIM. SECONDED BY VICE CHAIRMAN ROZELLE. DISCUSSION. VOTE: BOARD MEMBER WATKINS: AYE CHAIRPERSON FAIR: AYE VICE CHAIRMAN ROZELLE: AYE BOARD MEMBER SWAIM: AYE MOTION CARRIED. Brief discussion of the next Regular Meeting scheduled for Tuesday, July 28th, 2009 followed. Chairperson Fair stated, "Unless there is a need for a Special Meeting between now and then." Mr. Smith commented, "If information that comes to my attention and we need to meet, then I will ask Joan [Brown, Deputy City Clerk] to contact the Board by email." Discussion ensued on various Funds. ADJOURNMENT Chairperson Fair adjourned the Special Meeting at 7:12 p.m. RESPECTFULLY SUBMITTED: I~, J AN BROWN EPUTY CITY CLERK NOTE: These Minutes were approved at the July 28, 2009 Regular Board of Trustees Meeting.