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HomeMy WebLinkAbout2009 10 07 Board Of Trustees Special Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING OCTOBER 7, 2009 CALL TO ORDER The Board of Trustees Special Meeting of Wednesday, October 7, 2009, was called to Order at 6:53 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 7:15 p.m. Board Member Ben McMahan, present 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. Office Of The City Manager Requesting The Board Of Trustees Select The Actuarial Firms They Desire To Interview At The Next Regular Meeting Of The Board Of Trustees, Scheduled For Tuesday, October 27, 2009. City Manager Kevin L. Smith mentioned that he had previously received direction from the Board of Trustees to obtain Request for Proposals (RFP's) for Actuarial Services and that Staff had brought this suggestion to the City Commissioners. Staff had then received Approval to solicit Request for Proposals for Actuarial Services. Manager Smith suggested the Board of Trustees select firms who next would be formally interviewed by the Board of Trustees at their next Regular Meeting scheduled for October 27, 2009. After these upcoming interviews, Staff will then take the Board of Trustees' recommendation to the City Commission for final Approval. Manager Smith suggested, "I would make a recommendation that you select no more than two (2) firms, or perhaps two (2) firms for interviews and maybe an alternate firm if by some chance one of those firms cannot participate." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINU'I I S BOARD OF TRUSTEES SPECIAL MEETING OCTOBER 7, 2009 PAGE 2 OF 4 "I MAKE A MOTION TWO (2) FIRMS AND AN ALTERNATE." MOTION BY BOARD MEMBER SWAIM. SECONDED BY BOARD MEMBER McMAHAN. DISCUSSION. VOTE: CHAIRPERSON FAIR: AYE BOARD MEMBER SWAIM: AYE BOARD MEMBER WATKINS: AYE BOARD MEMBER McMAHAN: AYE MOTION CARRIED. Discussion ensued and Chairperson Fair reminded the Board of Trustees Members that they would be selecting two (2) firms and an alternate and then remarked, "At that point, have Kevin (Smith) contact them for a presentation." Manager Smith noted, "The plan would be for your next Meeting on October 27 [20091" and added, "We will contact each of the firms you select first thing in the morning and make arrangements." Next, discussion ensued on the Request for Proposal (RFP) submittals and annual expenditures. Comments followed on the firm's Proposals in regards to average hourly rates, base fee structures, travel expenses, and yearly increases. Chairperson Fair remarked, "Bolton Partners (Incorporated) is out of state in terms of their main headquarters, but they have an office in Florida that serves Florida clients." Manager Smith commented on a firm's out -of- pocket expenses and remarked, "We can state that clearly in the contract." Further discussion. Vice Chairman Vernon Rozelle, Jr. arrived at 7: 1 S p.m. "I WOULD LIKE TO PROPOSE GABRIEL, ROEDER AND SMITH COMPANY) AS A CHOICE." MOTION BY BOARD MEMBER SWAIM. SECONDED BY BOARD MEMBER WATKINS. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING OCTOBER 7, 2009 PAGE 3 OF 4 VOTE: BOARD MEMBER WATKINS: AYE BOARD MEMBER McMAHAN: NAY CHAIRPERSON FAIR: AYE VICE CHAIRMAN ROZELLE: AYE BOARD MEMBER SWAIM: AYE MOTION CARRIED. "I WOULD MAKE A MOTION THAT WE INVITE THE EXISTING ACTUARIAL TO MAKE A PROPOSAL, TOO, RETIREMENT PLAN SPECIALISTS, INC." MOTION BY VICE CHAIRMAN ROZELLE. MOTION WITHDRAWN BY VICE CHAIRMAN ROZELLE. Discussion followed on incomplete submittals, to which Manager Smith explained, "As we do with any RFP (Request for Proposal), ITB (Invitation to Bid) or RFQ (Request for Quote) we offer contact information; if there are any questions, any clarification, further items needed." With additional comments, Manager Smith spoke for the Record about some companies contacting the City with questions. "MOTION THAT WE MAKE BOLTON PARTNERS (INCORPORATED) THE SECOND PERSON THAT WE WOULD CONTACT." MOTION BY BOARD MEMBER McMAHAN. SECONDED BY CHAIRPERSON FAIR. DISCUSSION. VOTE: BOARD MEMBERS SWAIM: AYE BOARD MEMBER WATKINS: AYE BOARD MEMBER McMAHAN: AYE CHAIRPERSON FAIR: AYE VICE CHAIRMAN ROZELLE: AYE MOTION CARRIED. Chairperson Fair reported we have Gabriel, Roeder, Smith Company and Bolton Partners Incorporated as the top two (2) selections and added, "We do need to select a firm for an alternate should something not be workable for Bolton (Partners, Incorporated) and GRS [Gabriel, Roeder, Smith Company]." "I WOULD LIKE TO MAKE A MOTION TO PROPOSE GALLAGHER (BENEFIT SERVICES, INCORPORATED) AS OUR ALTERNATE." MOTION BY BOARD MEMBER SWAIM. MOTION DIED FOR LACK OF A SECOND. CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES SPECIAL MEETING OCTOBER 7, 2009 PAGE 4 OF 4 Discussion continued reviewing additional firms for an alternate. "I WILL MAKE A MOTION THAT WE USE BOOMERSHINE (CONSULTING GROUP, LLC) AS OUR ALTERNATE." MOTION BY BOARD MEMBER McMAHAN. SECONDED BY CHAIRPERSON FAIR. DISCUSSION. VOTE: BOARD MEMBER SWAIM: AYE BOARD MEMBER WATKINS: AYE BOARD MEMBER McMAHAN: AYE CHAIRPERSON FAIR: AYE VICE CHAIRMAN ROZELLE: AYE MOTION CARRIED. Manager Smith remarked, "I will make contact first thing in the morning with Bolton Partners (Incorporated), GRS [Gabriel, Roeder, Smith Company] and if necessary, Boomershine (Consulting Group, LLC) and attempt to schedule that for your Regular Meeting on October 27 [2009]." Board Member Ben McMahan recommended, "Should we ask the presenters, in fairness to both of them to limit their presentation to a certain amount of time Manager Smith replied, "I was going to recommend a twenty (20) minute presentation and then a ten (10) minute Q A (Questions and Answers)." Chairperson Fair answered, "I think that sounds great." As to Actuarial Services, discussion followed on what the City was looking for and Chairperson Fair noted, "Timely and accurate calculations." Manager Smith added, "We are looking for quality, professional Actuarial services at the best possible price." ADJOURNMENT Chairperson Fair adjourned the Special Meeting at 7:28 p.m. RESPECTFULLY SUBMITTED: GAYLE COUTANT, ASSISTANT TO THE CITY CLERK AND t l? l! J\ IS JOAN L. BROWN DEPUTY CITY CLERK NOTE: These Minutes were approved at the October 27 2C09 Regular Board of Trustees Meeting.