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ACTION AGENDA
Board of Trustees of'the' E mployees' Pension Fund
November 2, 1995
1: Cali to order ,1. 5:30 p.m.
2. Approval of Minutes 2. Approved as submitted.
of 10/16/95
3. Request for acceptance 3. Approved, c) deleted.
t ..' into membership:
a) Charles Clark
b) Jean Griggs
c)' Joanne Lindstrom
Approve $8,000 expenditure for. 4. Approved,
Wittner & Company to develop &
' analyze an RFP far pension
.t. administration services; to prepare
' a written recommendation for the,
. Commission; and oversee &.
coordinate the transition of the
administration of the Employees'
Pension Plan to the selected
' Pension Administrator
5. Authorize reimbursement of 5. Authorized.
$4,879.38 from Employees'
Pension Fund to the City's
General Fund for payment of
costs 'incurred for advertisements
of the pension referendum
question on 10/24/95
6. Other Business: 6. None.
7. Adjournment:. 7. 5:33 p.m.
wre
b
TRUSTEES OF THE EMPLOYEES' PENSION FUND
Agenda Cover Memorandum
3
Item #
.__
Meeting Date: 10/30[95
Subject:
Membership in Employees' Pension Plan
Recommendation/Motion:
Employee(s) listed . below be accepted into the Employees' Pension Plan as recommended by the
Pension Advisory Committee,
? and that the' appropriate officials be'autl orized to execute same.
BAGtGROUND:
M,
Seniority Pension
Name.. and Job Class DeAt./Div. D-=. Effective Dflte
Charles Clark, Custodial Worker Library 1012/95 10/2/95
Jean Griggs, Accounting Clerk 1 Police 10/2195 1012195
Joanne Lindstrom, Paralegal Legal 10/2/95 1012195
Reviewed by: Originating Dept: Costs: Commission Action:
Human Resources Total
Legal _ NA ? Approved
?
Budget _ NA ,
Purchasing _ NA
Risk Mgmt. NA
User Dept.:
Current FY Approved w/conditions
? Denied
? Continued to:
C1g
ACM
Advertised: Funding Source:
? Capt. Imp.
Other _ _NA_ Date:
Paper: ? Operating
? Other
Attachments:
Not required
Submitted by: Affected parties Appropriation Code: Letter(s)
? Notified
Not required ? None
City Manager
EMPLOYEES' PENSION PLAN
PENSION ADVISORY COMMITTEE
TO: Pension Trustees
FROM: Pension Advisory Committee
SUBJECT: ` Recommendation for Acceptance into Pension Plan
DATE: October 4, 1995
As. Trustccs of the City of Clearwater Employees' Pension Fund, you are hereby notified that the
employee(s) listed' below have been duly examined by a' local physician and each has been
designated as a "first class risk".
These employees are eligible 'for pension membership as noted in the Pension 'Eligibility Date
column, below, and it is the recommendation of the Pension Advisory Committee that they be
i
accepted into membership.
Pension Elig.
Nnrne. Job. Class, Dept./Div. Him Uate D?tc
i
Charles Clark 1012195 1012195
Custodial 'Worker, Library Dept.
Jean Griggs 1012195 1012195
I. Accounting Clark 1, Police/Support Svcs.
Joanne Lindstrom 10/2195 10/2195
Paralegal, Legal Department
SUBJECT:
RFP For Pension Administration Services for Employees' Pension Plan
RECOMMENDATION/MOTION:
Approve the expenditure of $8,000 for Wittner & Company to develop and analyze
an RFP for pension administration services; prepare a written recommendation
for'the.City Commission; and oversee and coordinate the transition of the
administration of the Employees' Pension Plan to the selected Pension
Administrator.
® and that the appropriate officials be authorized 'to execute same.
BACKGROUND
if changes to the Employees' Pension Plan are approved by the voters on
October 24, 1995, the administration of the-IRS qualified plan will require the
services of a Third Party Administrator as provided for in the newly adopted
plan. As stated in the attached Scope of Services submitted by Wittner &
Company, they will provide services in two phases: Phase 1 will cost $3,500
and Phase 2 will cost $4,500. In the event the City chooses not to implement
Phase 2 for any reason, the fees for Phase 2 will not be payable. Wittner &
Company's fees are "full service." and include no hidden charges.
These expenditures will be paid for by the Employees' Pension Fund.
Reviewed by: Originating Dept: Costs: S 8.000.00 Commission Actions:
Legal T NIA
Budget i -Manager
C_< Total 13 Approved
•
0 Approved w/conditions
Purchasing
Risk Mgmt. N/A
Cis HI11
ACH
User Dept: -
$ 8,000.00
Current Fiscal Tr.
Funding Source:
? Denied
? Continued to:
Other ?
Capital imp.
Advertised: ? Operating Attachments:
Date:
Paper:. ® Other Pension Proposed Scope of Services
M N
t R
d
i
o
equ
re
submitted by: Affected Parties
13 Notified
Appropriation Code: ? None
City Manager
0 Not Required
646-07410.530100-585-000
Susan G. Highsmith, Manager, Human Resources
City of Clearwater
P.O. Box 4748
Clearwater, FL 34618
RE: PROPOSAL FOR RFP FOR PENSION A
Dear Susan:
Please distribute the enclosed Scope of Services tc
Thank you.
Sincerely,
WITTNER CO.
SIGNED IN-%AY1?iSE;-.C:1L..1?'? s1?i
I
Tom Richarme, CLU
Senior Consultant
Employee Group.Benefits
TR/esh
5999 CENTRAL. AVENUE - SUITE 400 - ST. PETEASSUF
ISO) 384.3000 - FAX 1013) 045.3402
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.. City,of Clearwater
PROPOSAL FOR RFP,
FOR
PENSION ADMINISTRATION SERVICES
PROPOSAL FOR RFP
FOR
PENSION ADMINISTRATION SERVICES
SCOPE OF SERVICES
Phase 1: $3,500
• Review, of current plan and proposed amendments
• Meeting with appropriate stag' to confirm the City's intention and to develop strategy.and
time line for implementation
• Development of RFP for distribution to the vendor list
• Coordinate with City Purchasing Department for development of vendor bid list
Phase 2: $4,500
• Analyze, clarify, and tabulate bid responses
• Selection of finalists; presentation to City Staff and/or on-site inspections of facilities
• Prepare written recommendation for the City Commission and/or oral presentation if
requested
• Oversee and coordinate the transition to the selected Pension Administrator
FEES
• Phase I fee due when RFP released to the public by the City of Clearwater Purchasing
Department.
• Phase 2 fee due when recommendation approved by City Commission.
In the event that the City chose not to implement Phase 2 for any reason, the fees for Phase 2'
would not be payable.
Our fees are inclusive and assume that we will provide "full service"--i.e., there are no hidden
charges. Specifically, our fee includes such items as:
Telephone Consulting
- Travel Time
Telephone Charges
Participation in meetings at City Hall
Clerical Support
Incidental Charges
Wittner & Co. and all of its employees will not accept or solicit any form of compensation such as
commissions, service fees, finder's fees, etc., on Pension Administration Services provided to the
City of Clearwater.
WI'CI'NER & COMPANY
t i •
y it I Lem #
Heating Date: ,_10130195
?w E* `` Agenda Cover Memorandum
SUBJECT:
Advertisement for r`-asion Plan Referendum
RECOMMENDATION/MOTION:
Authorize the reimbursement of $4,879..38 from the Employees' Pension Fund to
the city's General Fund for the payment of costs incurred for advertisements of
the pension referendum question on October 24, 1995.
® and that the appropriate officials be authorized to execute seine.
BACKGROUND:
on Sunday, October 22, 1995, a full page ad ran in the St. Petersburg Times and
the Tampa Tribune. on Monday, October 23, 1995, a half page ad ran in the same
newspapers. The cost breakdown for the advertisements is:
Full Page St. Petersburg Times $2,599.97
Full,Page Tampa Tribune 765.56
1/2 Page St. Petersburg Times 1,030.07
.1/2 Page, Tampa Tribune 383.78
Total $?4 , 879.38
This amount was paid from the General Fund. The General Fund should be
reimbursed for this expenditure from the Employees' Pension Fund.
Reviewed by: Originating Dept: Costs: S 4,879.38 Commission Action:
Legal N/A ity Mrager _ Totai 13 Approved
Budget
Purchasing A
87938
S 4 ? Approved w/conditions
Risk Mgmt.
User Dept: ,
Current Fiscal Yr. 13 Denied
Cis AIA 13
Continued to:
ACM Funding Source:
Other 17 Capital !trip.
Advertised: ? Operating Attachments:
Date: 0 ' Other Pension
Paper:
0 N
d
t R
i
submitted by: equ
re
o
Affected Parties
Appropriation Code: ® None
? Notified 646-07410-530100-585.000
0 Not Required
City Manager
Lyn'