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11/12/1998 (2) ~'. ..-' t} ',~ : " .\.' " ',. "', '>, , " " . ., -;':'4 ;:. "j .' ".., \;....:. , . " ; " 'j. .;..~t ~ n. .. ' "'1 I' . , c ",f', \:. . V :. , > t'",. .~~ .' " ' : ~ c ";', ,- 1,., ;, ,. < , " " 'J ...~.'.' .., ." " . . . ". ". t,<'. :,c; ',' .. . , ' ""Date' I . .6>$7 -"W,.,..r;,'~"J.I.~ .."~l"',,,,~ ~~ ~...,"n.. .. , " ..f I :~ '" PAC Pension Advisory Committee Minutes ,\ " " ' ~ .' d. l I' '.:.~."'.."l"'\~.1rI;.~',.~';",,;,;" liTh......~.-/...~..' '",V "I. ", .../......... f.~.~. ....... '''_ .. ... \'" .. ~.... , " '. " ' . I" 1.'1 0"" l" , ? , " c f , , I~C I ,'~ ;: d'~ J~:~~ ,:.) < , '...., ,," PENSION ADVISORY COMMITTEE MEETING r, CITY OF CLEARWATER November 12, 1998 Present: Rita Garvey J. B. Johnson Robert Clark John Scacca Chair/Mayor Vice Chair/Commissioner Committee Member/Commissioner Committee Member Also Present: Pam Akin Leslie Dougall-Sides Rick Ebelke Debbie Ford Patricia O. Sullivan City Attorney - departed 9:35 a.m. Assistant City Attorney Human Resources Manager Administrative Analyst Board Reporter Absent: ' Dick Fitzgerald Pat Shepler Pat Greer Committee Member Committee Member Committee Member The Chair called the meeting to order at 9:02 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily djscussed in that order. ITEM #2 - Aooroval of Minutes Member Clark moved to approve the minutes of the regular meeting of the October 8, 1998, as corrected by the City Clerk Department. The motion was duly seconded and carried unanimously. ITEM #3 - Emplovees to be Heard - None. ITEM #4 - Action Items a) Review and Action on Employee Requests for Years of Service Pension 1. Helen Davis. Staff Assistant I, Customer Service AND . 2. Jeffrey P. Kronschnabl - Police Lieutenant, Police Department AND 3. Armener White - Solid Waste Equipment Operator, Solid Waste AND 4. Richmond G. Smith - Public Services Director, Public Works Concern was expressed that a precedent may be established if Jeffrey Kronschnabl can retire and receive pension benefits while he continues City employment in another position. In response to a question, Assistant City Attorney Leslie Dougall-Sides said Lt. mpac1198 1 11/12/98 ,I' ~~~~::;":;.~I';.:<'~,:.,i,~',~:'II'::C'::":I',;, '.;_'~ ",;- t'. ~ .. ,.~"~'".:.',';j~:c.~':",':,':!.c" ,. ~ .,",l,i~<. ~ ~'~', i,' ~ :', " . + ' '. -I c' " ,..:.:,..',~;,\'.;.):,,:.,. . j. :", 1. Timothy Treble - Police Department ~ Kronschnabl's new salary would not increase the amount of his pension as his new position as a professional employee contracted by the City Manager does not pay overtime and does not qualify for pension plan participation. The City Attorney said it is not to Lt, Kronschnabl's benefit to remain in the pension pial'. He will lose some benefits and start his new position as a new City employee. In response to a concern, the City Attorney said another person could request the same benefit. Lt. Kronschnabl will contribute to Social Security in his new position. Member Clark moved to approve a Years of Service Pension for Helen Davis, Jeffrey P. Kronschnabl, Armener White, and Richmond G. Smith. The motion was duly seconded and carried unanimously. ' b) Review and Action on Employee Request to Vest Pension 1 . Deborah K. Strutt - General Support Services Deborah K. Strutt has resigned her position after being employed by the City for more than 13 years. She will qualify to receive her reduced pension beginning May 01, 2015. Member Johnson moved to approve the request by Deborah K. Strutt to vest her Pension. The motion was duly seconded and carried unanimously C~ ~, ..~} c) Review and Action on Employee Request to Waive Vested Pension Rights Timothy Treble resigned his position on May 14, 1998, but withdrew his resignation within 6 months as of October 26, 1998, and returned to his position as Police Officer. Since Mr. Treble already is in the Pension Plan, it is necessary for him to waive his vested pension. His original pension date of January 17, 1987, will be adjusted by 164 days, the number of days he was gone. Member Scacca moved to approve the request by Timothy Treble to waive his Vested Pension rights. The motion was duly seconded and carried unanimously b) Approval of New Hires as Pension Plan Members As of November 5,1998, the City has 1,641.4 FTEs and 1,735.5 budgeted positions. Member Johnson moved to accept the following employees into membership in the Pension Plan: Date of Pension Emolovment Elia. Date Anna Chaplinsky, Library Assistant Library Department 09/28/98 09/28/98 '~.J mpac1198 2 11/12/98 'I ~ ,,;;ft,) J,....'c ~ :~\t .r ",i' \---) Daniel Toro, Mechanic II Lisa Murrin, Engineer II Scott Dempster, Recreation Programmer Natalie Davis, Recreation Leader Peter McCaffrey, Recreation Programmer Victoria Zengel, Police Comm, Operator Ken Steinke, Plans Reviewer Anthony Shaw, Maintenance Worker II Billy Mallette, Irrigation Services Worker I Antonia Gerli, Senior Planner Timothy Kurtz, Landscape Architect Gregory Schuster, Police Recruit Jeffrey Adkisson, Police Recruit Gerald Theisen, Irrigation Svcs Worker I Vincent Doran, Library Assistant Harvey Washington, Maintenance Wrkr I Garry Pritchard, Maintenance Worker I Glenn Igel, Maintenance Worker II Karl Wassmer, Police Recruit Darci Willis, WWTP Operator Trainee David Barton, Police Recruit Albert Granville, Police Recruit General Services Dept. 09/28/98 Public Works Department09/28/98 Parks & Recreation Dept. 07/06/98 Parks & Recreation Dept. 02/02/98 Parks & Recreati~n Dept. 02/17/98 Police Department 08/31/98 Planning & Dev. Svcs. 10/12/98 Parks & Recreation Dept. 10/12/98 Parks & Recreation Dept. 10/1 2/98 Planning & Dev. Svcs. 10/19/98 Public Works Department 1 % 1/98 Police Department 10126/98 Police Department 10/26/98 Parks & Recreation Dept. 10/26/98 library Department 10/26/98 Solid Waste Department 08/01/98 , Solid Waste Department 08/25/98 General Support Services 10/19/98 Police Department 10/26/98 Public Works Department08/1 0/98 Police Department 10/26/98 Police Department 10/26/98 09/28/98 09/28/98 10/01/98 10105/98 10/01/98 08/31/98 10/12/98 10/12/98 10/12/98 10/19/98 10101/98 10/26/98 10/26/98 10/26/98 10/26/98 10/26/98 10/26/98 10/19/98 10/26/98 10/24/98 10/26/98 10/26/98 Scott Dempster, originally hired as temporary, was changed to permanent and eligible for pension as of October 1, 1998. Natalie Davis, originally hired as part-time, was changed to permanent and eligible for pension as of October 5, 1998. Peter McCaffrey, originally hired as part-time, was changed to permanent and eligible for pension as of October 1, 1998. Harvey Washington and Garry Pritchard, originally hired as temporary, were changed to permanent and eligible for pension as of October 26, 1998. Oarci Willis, originally hired as temporary, was changed to permanent and eligible for pension as of October 24, 1998. The motion was duly seconded and carried unanimously. ITEM #5 - PendinQ/New Business The City Attorney indicated the PAC (Pension Advisory Committee) had approved Jeffrey Harper's Years of Service Pension without having all relevant facts. She had requested the pension request be brought back to explain the issues. Although Mr. Harper had worked for the City for 30 years, he was not permitted to join the Pension Plan during his first 5 years of employment, No change was made to the plan at the time and no record indicates the reason City administration had refused him admission. Mr. Harper had entered an agreement with the City that enabled him to apply to the PAC for a Years of Service Pension based on his hire date. When the PAC considered this issue in October, 'these facts were not brought forward. mpac1198 3 ' 11/12/98 ; , I t ! \ , I ~ ITEM #6 - Director's Reports ,~ :. The City Attorney said she had discussed the issue with the City's actuary and employment attorney who recommended approval of Mr. Harper's request based on IRS regulations which requires employers to J'fix" problems caused by employer errors. The attorney will provide a letter explaining the issue. The City Attorney noted Mr. Harper did not make payments to the Pension Plan during those 5 years. In response to a question, she said the City's files do not indicate why this discrepancy had occurred. The City Attorney indicated crediting Mr. Harper with the 5 years increases his benefit by approximately $700 a month. It seems the Assistant City Manager at the time had made an arbitrary decision without proper authority. No legal exclusion at the time of Mr, Harper's hire was relevant. In response to a question, the City Attorney said the actuary had indicated approval of the full pension would have Httle impact on the plan. In response to a question, she said relevant records may have never existed. The City now is in compliance with its record keeping. l "..~~ ~ ,v ""1 In response to a question, the City Attorney indicated Mr. Harper's pension application was based on 30 years of employment. It was felt approval should be unanimous. The City Attorney said no other employee is affected by a similar situation. It was recommended the item be brought back when the full committee is in attendance., It was remarked approval at the December meeting would not provide the Pension Trustees an opportunity to approve the pension before January. In response to a question, the City Attorney said she was not aware this issue had been presented to the PAC until after last month's meeting. She reiterated the City has no documentation indicating why Mr. Harper's initial acceptance into the Plan was denied. It was noted the Pension Trustees must approve the pension before Mr, Harper begins to receive payment. Member Johnson moved to remand approval of Jeffrey Harper's Years of Service Pension to the Pension Trustees to make a final decision. The motion was duly seconded and carried unanimously. Administrative Analyst Debbie Ford reported Ken Davenport is applying for a non job-connected disability. Staff has requested to waive the requirement for an occupational assessment. An IME (Independent Medical Examination) will be required, In response to a previous request by Bob Lockwood to review issues related to actuarial equivalencies, Mr. Ebelke said no one on staff is competent to make recommendations on actuarial issue. Staff has recommended the Pension Trustees hire an actuary to tabulate the figures. It was suggested this issue be delayed until the PAC's outside counsel is hired. Ms. Dougall-Sides said the RFP (Request for Proposals) for that position has been released. Plans are for the attorney to start in February 1999. It was recommended this be outside counsel's first project. The counsel can provide an estimate of actuarial costs and applicable information. Bob Lockwood said it is important that the Pension be fair and equal to all participants. The next PAC meeting is scheduled for December 10, 1998. '.....J mpac1198 4 11/12/98 , " , !"5".<i;~S:::;'?'::i~~:,~';i)\~:i'\.',~r:\:;\: '" . , ; , . 0 ,~, ~ '; ~t,;, .t' ;:,"?;'''' , ., i~"'::c >,.. I r~'. ,t ~. ':: ~ .,1 ~.~,I, ~ ~ 10, . '/ l~.",. " V, I ',' !:. ^, .t.~ . I, ~ ':l": ", ~ ~ >', > ,~ ;. , ~~ ~ ' " '. .t'. " " '." 0', i. ~c . , ;~ ~ . i' <,' ..'''''~..... . , \ i '-" :< " . " II/-iJ,\:-;;"......r:M '.~ '.J.tE~:: ~~., ~ . " ,. " . , " .' I, '" ,7 . I.. " ..1" ITEM #7 ;.' Board Members to be Heard None. ITEM #8 .. Adlournment The meeting adjourned at 9:48 a.m. ,'., ',; , .' ;~)' mpac1198 .. "';.I;;'!:i:;-,,'\ij:\~'i.:;~~i:(r~::;<:.:':: ;:; ~i,:' >'i~,i',:. f. .:' , oJ- " .I, I'), > :.' ~ ,," "\'. : ~ , \,"!)-: .~ , ~ 0 ~ ' ~ ':"'. " '. tit: Chair Pension Advisory Commit .' 5 11/12/98 'I t '.. ;<;:.:'" '} .<, ~ : ) : ,'. 1 ;, " " ;~ . " '.: i.:.':i~:.;::i;~f:<:/~,.~\~';: :~:':,~~",:L,.,I:~ c ~ ~ ~ c 11\:' ,:: :..i,'~ ": \. ;. ~ . ;, "",' \> ';,1 : I, ,I ~{ ': !." . ~ ~ .. , .~: ~ :' :'" 0" ~ ' ~ I"