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HomeMy WebLinkAbout2013 08 13 Board of Trustees Regular (Rescheduled) Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING AUGUST 13, 2013 CALL TO ORDER The Regular Meeting of Tuesday, August 13, 2013 of the Board of Trustees was called to Order by Vice-Chairperson Watkins at 5:31 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Vice-Chairperson Barbara Watkins, present Board Member Shelly Burlon, arrived at 5:38 p.m. Board Member Brian Fricke,present Board Member Vincent Giannoni,present Board Member Frank Mundo, present via telephone Assistant to the City Clerk Sean Beaudet,present A moment of silence was held, followed by the Pledge of Allegiance. No agenda changes. REGULAR AGENDA- PART I REGULAR 600. Office Of The City Clerk Requesting An Election Of Chairperson Be Held For 2013. FOR THE POSITION OF CHAIRPERSON, "I WILL NOMINATE BARABARA (WATKINS)." MOTION BY BOARD MEMBER FRICKE. SECONDED BY BOARD MEMBER GIANNONI. DISCUSSION. VOTE: VICE-CHAIRPERSON WATKINS: AYE BOARD MEMBER FRICKE: AYE BOARD MEMBER GIANNONI: AYE BOARD MEMBER MUNDO: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING-AUGUST 13,2013 PAGE 2 OF 8 REGULAR 601. Office Of The City Clerk Requesting An Election Of Vice-Chairperson Be Held For 2013. RELATED TO THE POSITION OF VICE-CHAIRPERSON, "I WILL NOMINATE FRANK (MUNDO), IF HE IS WILLING TO SERVE?" MOTION BY BOARD MEMBER FRICKE. SECONDED BY BOARD MEMBER GIANNONI. DISCUSSION. CHAIRPERSON WATKINS ASKED BOARD MEMBER MUNDO, "ARE YOU WILLING TO SERVE?" BOARD MEMBER MUNDO REPLIED, "SURE." VOTE: BOARD MEMBER FRICKE: AYE BOARD MEMBER GIANNONI: AYE BOARD MEMBER MUNDO: AYE CHAIRPERSON WATKINS: AYE MOTION CARRIED. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting The Board of Trustees Consider And Approve The February 12, 2013 Board Of Trustees Regular Meeting Minutes. "MOTION TO APPROVE THE MINUTES OF FEBRUARY 12TH, 2013." MOTION BY CHAIRPERSON WATKINS. SECONDED BY BOARD MEMBER FRICKE. DISCUSSION. VOTE: BOARD MEMBER GIANNONI: NAY VICE-CHAIRPERSON MUNDO: AYE CHAIRPERSON WATKINS: AYE BOARD MEMBER FRICKE: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING-AUGUST 13,2013 PAGE 3 OF 8 AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used ❖❖ AGENDA NOTE: "PUBLIC INPUT" WAS OPENED NEXT, FOLLOWED BY THE REST OF THE AGENDA AS NOTED. ❖❖ PUBLIC INPUT Chairperson Watkins opened "Public Input". No one spoke. Chairperson Watkins closed "Public Input". 400. REPORTS Mr. Shawn Boyle, Director, Finance and Administrative Services Department noted that "Our Investment Advisor, Mr. (Dave) West was requested to bring in a presentation and I believe that (Vice-Chairperson) Mr. Mundo is the one that requested it. Just for the Record, he's got it completed. I'm the one that pulled it, because I didn't know how many people were going to be here; and speaking specifically about (Vice-Chairperson) Mr. Mundo, since he had requested it, I wanted him to be here to hear it." Mr. Boyle added that it will be brought to the next Board of Trustees Regular Meeting. Chairperson Watkins inquired "Is that the Floating Rate Fund discussion that we had last time?" Mr. Dave West, Senior Consultant, The Bogdahn Group, 4901 Vineland Road, Suite 600, Orlando, Florida: stated, "Yes." PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING-AUGUST 13,2013 PAGE 4 OF 8 REGULAR AGENDA - PART II REGULAR 602. Finance And Administration Services Department Requesting The Board of Trustees Receive From The Bogdahn Group, The Second And Third Quarterly Investment Return Reports,And To Enter Into Discussion. Mr. West presented the Quarterly Investment Return Reports, and noted the third quarter market influences, and commodities. Following, Mr. West covered the quarter performance executive summary on page 2 of the"Investment Performance Review 2nd Quarter 2013"Report. Board Member Shelly Burlon arrived at 5:38 p.m. Covering Indexes on page 3 next, Mr. West pointed out that"The indexes don't adjust for the interest rate sensitivity of the underlying index. If one index is longer in maturity, it is going to get hit worse than an index that is shorter in maturity. And the various indexes represented here have varying average maturities. So, we like to focus in on duration as the key measure of our interest rate sensitivity." Comments ensued on the unwinding of the leverage trade funds by the United States Federal Reserve. Vice-Chairperson Mundo asked, "Any color on the TIPS (Treasury Inflation-Protected Securities) market?" Mr. West answered, "The only color we have on that was again similar to the corporate market, it was largely a liquidity driven event. Given the lack of liquidity, for lack of a better way to say it — that resulted in the unwinding of the TIPS (Treasury Inflation-Protected Securities) in a similar fashion." Mr. West inquired if Vice-Chairperson Mundo had any additional information, who said, "The market didn't sell off because there weren't any inflatuaries. The inflation is not zero, but close to it; and so, TIPS (Treasury Inflation-Protected Securities) acted more like non-inflationary securities than they did in terms of actually offering you security. They actual performed in reverse." Further, Vice-Chairperson Mundo was concerned that if the trend continued that the TIPS (Treasury Inflation-Protected Securities) portfolio may become an underperforming part of the Pension portfolio. CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING-AUGUST 13,2013 PAGE 5 OF 8 Mr. West agreed and said "As far as the investments is currently structured, TIPS (Treasury Inflation-Protected Securities) would likely provide the lowest potential return going forward. I think we would be in agreement. I agree with what you are saying. And again just for purposes of background, just a reminder, really the main reason the TIPS (Treasury Inflation-Protected Securities) are in the portfolio, it is our only inflation hedge investment — number one. Number two —the main reason for having the TIPS (Treasury Inflation-Protected Securities) allocation was so that we would be assured that any event, not knowing that 2008 was coming. In the event that we have a meltdown, we do have a dedicated portion of the portfolio that is in U.S. (United States) Treasuries. TIPS (Treasury Inflation-Protected Securities) performed very admirably giving us double digit returns during the midst of the equity meltdown. So arguably, they've served their purpose as the business cycle proceeds here and projecting forward. We would expect as the bond market liquidity normalizes, we would expect TIPS (Treasury Inflation-Protected Securities)to outperform treasuries." Continuing with the presentation, Mr. West gave some background information on the recent transition of the domestic equity portfolio from Active Managers to a passive Vanguard Index Fund, which is now reflected in the report. Additional comments ensued on peer group rankings. In referencing the Active Managers' report, Mr. West asked if the Board of Trustees would still like the figures included in the report, since the Active Managers were no longer being utilized. Chairperson Watkins believed they should remain in the report. No objections were noted. Next, Mr. West commented extensively on the performance of the various portfolios referenced on pages 20 and 21 of the "Investment Performance Review 2nd Quarter 2013". The Cash Flow on page 19 was addressed next by Mr. West who said, "We opened the quarter with twenty-nine million six hundred and ninety-two thousand eight hundred and thirty-two dollars ($29,692,832.00). The "Net Transfer" line is basically money movement between the various investment strategies we have in place here, so any movement is obviously going to net to zero and that's what took place during the quarter. Our `Contributions' would be pensioner contributions, city contributions at six hundred and twenty nine thousand one hundred and thirty two dollars ($629,132.00). `Distributions' would be pensioner's payouts — four hundred and thirty one thousand six hundred and seventy eight dollars ($431,678.00). At a glance, this plan is Cash Flow positive. We've got more money coming in obviously than going out." With further comments, Mr. West explained that compliance mandates had been met, due to the Active Manager portfolio being transitioned into the passive Vanguard Index Fund; the pension was within the policy limits; and he had "No further recommendations at this time". CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING-AUGUST 13,2013 PAGE 6 OF 8 Lastly, Mr. West stated "So, I know we have the floating rate study that we have put together. We'll keep that on the radar screen. I'm going to circulate the electronic copy of that, so everyone has time to take a look at that in advance. If it's alright, I would like to wait until we have — I think we just got them populated this week. I think it would be very interesting to have the June quarter results in there, so we can see the impact the market had on floating rate securities for that unique period of time. I'll take the time to update that report and then we'll forward that electronically when we have that completed." REGULAR 603. Finance And Administration Services Department Requesting The Board of Trustees Receive An Update Regarding the Pension Administrative Policy Guidelines,And To Enter Into Discussion. Mr. Boyle addressed the Pension Administrative Policy Guidelines and noted that the City Commission directed the City Manager Kevin Smith and himself to evaluate the funding level of the Pension Plan. Further, Mr. Boyle noted "The Plan is sixty-five percent (65%) funded and that is all of the benefits that we have promised versus the value of the portfolio, as it stands. There are a lot of changes coming down from Tallahassee requiring us to do some additional Actuarial calculations that are going to make this Plan, irrespective of how we are doing; it's going to make the Plan look worse than it is. The one I'm thinking of primarily is — Tallahassee is telling us that all Pension Plans in the State of Florida will have to calculate their ARC, which is their Annual Rate of Contribution, and to determine the overall funding level of the Pension. Basically, they are telling us to take our rate of assumption, which right now is eight percent (8%), and they are saying you are going to have to calculate that two (2) points below that. So, obviously what's going to appear to happen is that now our funding level is going to go from sixty-five (65%) to fifty percent (50%)." Mr. West added, "In that calculation, they are also requiring the Actuary not to count contributions and the various cash in-flows to the program. They are looking for a drop dead, run out rate." Mr. Boyle further explained that, "Basically it says that if you stop contributing to the Pension, the City and the employees, the Pension will run out of money in `x' years if there is no in-flow of money." Mr. Boyle mentioned that he has been in contact with Mr. Larry Wilson, A.S.A., Senior Consultant and Actuary of Gabriel, Roeder, & Smith Company and they were considering a couple different approaches for the future reporting of the Pension to the State of Florida. CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING-AUGUST 13,2013 PAGE 7 OF 8 Next, Mr. Boyle confirmed that he was seeking quotes from various Attorneys for the rewrite of the Pension Administrative Guide; noted that the original guide was created in 2000; the guide was outdated and included ERISA (Employee Retirement Income Security Act) rules; and noted when the guide is completed "I'll bring that back. I'll run that back through this group and hopefully get your opinion on maybe what direction we can go in." Chairperson Watkins asked if the seven thousand dollars ($7,000.00) approved at the last Board of Trustees meeting was for this rewrite. Mr. Boyle noted that it was and said, "I couldn't get anybody to even touch it for that. I'm out looking again, for an Attorney that can bring it in for under ten thousand dollars ($10,000.00). But, it is a complete rewrite." Board Member Burlon offered to send the contact information of the Attorney who rewrote the Pension Administrative Guide for Orange County, Florida. Continuing with the presentation, Mr. Boyle remarked that "The Pension has a sixteen million dollar ($16,000,000.00) unfunded past liability. So, we are funding a hundred percent (100%) of the requirement from year to year. We just have to go back and address that unfunded liability." Board Member Burlon inquired as to how many employees were on the Defined Benefit Pension Plan. Mr. Boyle responded that "active employees, as of 2010, we have 210. This has changed dramatically — we've had a lot of attrition and the new, general employees are not in the D.B. (Defined Benefit) Plan. They are in a Defined Contribution Plan. We have terminated vested, which means they left the City, but are not drawing yet. But, they are vested in the Pension. We have ninety-eight (98). Receiving benefits currently is fifty-one (51) and I can tell you that number has almost doubled since 2010. If you look at the draws, the proportion of money that people are drawing out is significantly more than it was in 2010. 2010 Actives, ninety-eight (98) terminated vested and fifty-one (51) current retirees. That's as of 2010. So, we should have the 2012 valuation here within the next, I would say about the next thirty(30) days. I'll give you an update on that." Further discussion. Chairperson Watkins mentioned that the next Board of Trustees Regular Meeting is scheduled for November 12th, 2013 and asked Mr. Boyle if Mr. Larry Wilson would be in attendance. Mr. Boyle replied, "That is your call. We can absolutely have Larry (Wilson) come up and go through the Actuary Report with you. There is a fee for it— it gets charged back to the Pension." Mr. Boyle referenced the cost and believed the fee would be roughly five hundred dollars ($500.00). Then, Chairperson Watkins asked if Mr. Wilson could cover the report via telephone. No objections were noted. Mr. Boyle confirmed this could be arranged. Further discussion followed on arranging for Mr. Wilson to present the Actuary Report. CITY OF WINTER SPRINGS,FLORIDA MINUTES BOARD OF TRUSTEES REGULAR MEETING—AUGUST 13,2013 PAGE 8 OF 8 PUBLIC INPUT Chairperson Watkins opened "Public Input". No one addressed the Board of Trustees. Chairperson Watkins closed "Public Input". ADJOURNMENT Chairperson Watkins adjourned the Regular Meeting at 6:17 p.m. RESPECTFULLY SUBMITTED: SEAL BEAUDET ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the November 12,2013 Board of Trustees Regular Meeting.