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04/12/2001 (2) '."", . I' ,:'. . . . .... ..... ',\.1.' '" .'~ . _j.., 'J ".,'. ' "~I' :~.., ..' -'~;''''. 'L' ,I" ,.,: '.' ~', : '" . ':::'. " , ~ . ;','\ . < , ; .' ': , " '" '. :;..". . .( .' " ':f ,I .....' I' .' ~ /.. I . ';l \ .. ~t . " J . .>' .',' r, 1'., ..: ~ : I! '" I, " . ',>. ",;, , , ,,' .. '.. '. '1.. ~.~. /,: ; ~ ' .'" ,; ,'. ~- / : l:' , i' . ,.... ., '> 'I '; ~ ".': .. / . ~ ';. . ~ .i~~\<:r+\~f\:!;'!,~,';?;';;~:~, ~ 1 "~'~t/:;ii;'I;::'/:;,:i,:?J" ':::,:;,~::" , ff;ii)." ' .' ,. , . i,', \, , , '" ,', >", .. eO ), 'J', . ~ . .-' " .~', '. ".' .'. \ ",: , " y ~ ... ....... H~',....I_j, .l' . , . " " ," , '\ '; ;.,.... " , l", ' ,;"<'. ,.' ,,' "'.\' ,. , '.-',' ", ''I " , , " ~..,.~ .. '~,'~ ,"~} ~:;" <..... f'!!.fr ';i, ":,> " , !. <' ~ / ,', " '. ..~ .' ,~\; ~ ",J' " : .~. :;!', " .~~':~ , ,~': :...... .J.'" " .f,' . ;':: ~ ,: . . t' i. ~', ::' ~~ .\ ,~ . ',:' ..' .', I' ., ,':, '.' ., . \, ..2..:.......:~_.............._..~. _. \. ....~... .-l,u ~:'~ ), ...1 " , ~S~/i"" ./ ,~:t : :'..... \ : 1". ~:'. :,: ':~ I ' " " :. ".'.. ," . ". ~ . '.'.. """:'. ," ~ t . I, "., " 'PAC ,re~.~I~n' ~'dvisoryCo~mittee 'Minutes ':'. .:..,. " ~:h~--:: : 1" ','d': - ..' ~ . ", " , . ~~tl~'/,:::/?:' ";"" .,. . ,: .,' ~1::~..ir. >.~.. I'. ffi;~~:~'":;~:. "':.. . .,.;,.' '.' ',..~'.'" ~:;;!f" i:\J\:: './ , . " I '. \i y. ' ~,' . ,,~ > , ',~ . .... .. ., , ..'1-. " , .:- I .':. ,I: '. , ,) , .' '.. , ! " . '.', ::':<D~'a;:l':t" "e:'" , . ,~ , O'f'!'~/O r " ell; '. . ~ ;, ," ", ',' , " "'. " ~;\',I.: .. ".:' , i < . . . ~ " ":'.', ,>. ~', .' I' . " , .. ' , . " , ~. ~ , J. ~ ~ . ", , , :'~~. ::,' to : . '3 ' ~.~. .~ . :'..: : . I'.. .~,'~::,. ~ . :/, ~ '. . \" . " ' !,'j\ :'.:.. . ! I ., .~. '" " ~ . L i,. " , ,', " . ~ L ~ :~ . ~ :;+ ',1 + ~ . I , : .'\ < , .' ,,' "". ~ i ' -t; " " , I ,~ ~, .'\ -\ :,:' ~<'I. < ., ," ", i ", (~, . 'i ~ t'.: ' . . i, " " . :,' .\ ,. ',\', ' ., ,,'.. , ' :.rt ,:',1,. .". I, "Iff. : -. ~, .,!J 'I , . ,,' :1' \ ~ I _ I , ' ,\', ," " , " .'Ii t""j. ,', , " .,. ~ . . . " \, \ ~.." ..}' . \ ,', :;. <~;s~,' ' ",' t;;;)' \ ,', T. 'I . )\. I:,' ., .. I ~ , ,I' ."\< , ~ :,1 " , ~ ' . ! i, ,,' "' ~ , " /&,:7J '/ j-, ' . ~ 'l'. I . ' . .... 'I:"'~"":" ..,.....,. I" ,'.... ,'-.' " :.... I'.':. .,: ,:,'L ;.,' ,'0:' ....,.:. ~'. ,,~:,\."~~'.' f-.I.....,i:.. "....... .".,~\' ,t.. . : ~ " I,' .'.:. " , " , " ,~} , I' ,~ " .".' " " " ,/, ( " . , , ' I , ~ I . ' , I I PENSION ADVISORY COMMITTEE MEETING CITY OF CLEARWATER April 12, 2001 Present: Dick Fitzgerald Steve Sarnoff Bill Jonson Ed Hart John Schmalzbauer Acting Chair/Committee Member Committee Member Committee Member/Commissioner Committee Membej-)Commissioner Committee Member' Absent: John Lee Whitney Gray ,Committee Member Committee Member/Commissioner Also Present:, Lee Dehner Paul O'Rourke Debbie Ford . Brenda Moses Pension Advisory Committee Attorney Human Resources Administrator Human Resources Analyst Board Reporter The ~cting Chair'called the meeting to order at 9:00a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 1i~ Human Resources Administrator Paul O'Rourke said the Pension Advisory <~:li' Committee (PAC) needs to elect a Chair and Vice-Chair at the next meeting. Any member of the PAC can be nominated. ,(;) n' ,~. ' . Member Schmalzbauer moved to nominate Member Fitzgerald as Chair. The motion was duly seconded. ' Discussion ensued regarding a Chair and Vice-Chair. It was felt the election for a Chair and Vice-Chair should be postponed to the next meeting since 2 members of the PAC were absent. Member Schmalzbauer withdrew his motion and the seconder agreed. " , ITEM #2 - Aooroval of Minutes of Mar,ch 8. 2001 Member Schmalzbauer moved to approve the minutes of the regular meeting of March, 8, 2001, as submitted in written summation to each board member. 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 Pensions mpac040 1 1 04/12/01 ", '. ,.: . I. : 'l , I ,",':', l , ;., ' , , I , " . .... f~:~ , .~~1 (), ,,' ,.< , I,', 1~ 2. 3. Margaret Jewett, Police Wilson McGill, Parks & Recreation Nancy Burgarelta, Police Pension EliQ. Date 2/26/01 2/26/01 * 2/26/01 2/26/01 2/26/01, 2/26/01 2/26/01 * 3/12/01 ,3/12/01 * * 3/12101 * 3/12/01 3/12/01 3/12/01 3/12/01 3/12/01 3/12/01 3/12/01 3/12/01 * * * 3/12/01 3/12/01 3/26/01 3/12/01 3/26/01 Member Schmalzbauer moved to approve the requests by Margaret Jewett, Wilson McGill, and Nancy Burgarella for a Years of Service Pension. The motion ,was duly seconded and 'carried unanimously', ' b. Review and Action,on Employee Requests to Vest Pensions 1 . Patricia Schremb's, Police Member Schmalzbauer moved to approve the request by Patricia Schrembs to vest her pension. The motion was duly seconded and carried unanimously. c. ,Approval of New Hires as Plan members: . As of April 5, 2001, the City had 1,683.02 FTEs out of 1,799.3 budgeted positions (including the City Commission). Member Jonsonm,oved to accept the following employees into membership in the Pension Plan: Timothy Buis, Field Svc. Rep. , Deven Filer, Rec. leader Donathan Clark, Parks Svc. Tech I, Jay Neal, Gas Tech I Timothy Coleman, Traffic Tech, Travis Lowe, Custodial Worker Barbara Buchinsky, Rec. Programmer Eric McBridge, Parks Svc Tech I , Angela Aldrich, Human Resources Tech Benjamin Hailey, Police Cadet Steve White, Police Recruit Rodney Rivera, Police Recruit John Moscatelli, Police Recruit Eric McCraw, Police Recruit Christopher lyons, Police Recruit lamon Green, Police Recruit John Rementer, Solid Waste Worker Scott Maurer, Rec. Programmer Suzanne Ruley, Rec. Programmer ,Stanley Conord, Police recruit Roy Reel, Pub. Utilitfes Tech I ' ,JoAnn Stinyard, Pollee Recruit Kelley King, Parks, Svc. Tech I mpac040 1 .; ~'..:.. ~..: J;h'::'~':.'~,:/' .,', ~,' r" l~..l', ' , ,,,,', l (,' Cust. Svc. Parks & Rec. Parks & Rec. Gas Public Svcs Parks & Ree. Parks & Rec. Parks & Rec. Human Resources Police Police Police Police Police Police Police Solid Waste Parks & Rec. Parks & Rec. Police Public Utilities Police Parks & Rec. 2 . ' " to .', ' ..',.. .':...'" ,'/.';.:" :'~ ,E>'.,t. Date of ' ' Emplovment 2/26/01 6/15/92 2/26/01 2/26/01 2/26/01 2/26/01 7/31/00 3/12/01 5/28/91 3/12/01 3/1 2/01 3/12/01 3/12/01 3/12/01 3/12/01 3i12/01 3/12/01 2/14/00 3/12/01 3/12/01 3/26/01 3/12/01, 3/26/01 ,,, .' , . ,..' 04/12/01 'r ': ,1" ,'.'" 1 ~ ">. +~, \ ", '" ,'.':' ',', ,'. I , ::,/, , ~; .' ,," ~ >.t." , ,. " ',.,"1.,.:, .... ~ I : ':.. ~' .., , ",l" , '{,: ~ . , , , " , {. .' . . ':.' ,t< ~. > ~' .l ~", " ...' , ',1, . I' f, :. '" , " ..'. ", .'1' l ." j :: j: ..,~ : ~ II': .i,., '" .L: ,I",.:. ,,' . ~~ ., "(, . ..... ~ ,'.1 " ' ," '. " , " '., j '\:~,- '~, . ~ ~ ; "')'d '!.: .. , ,.1:,': ~ 'j', .'~ . ~ ~ Ii> , ~; , . j~ :: : >. ~ I '. '., :,.'" ~" <:~ '~~' (ntli' ;,' t.!: ,~,,, ~: ,l,.."..,. " , ...,:. <:, '.. ':' ~ i ~ ~; '; \',-.: ,~ '::,\,~': , ., ',: ' ~ \, " "', ,; 'I' ~, I' ~': ;i' : '\ , i,. ~ 1 ~ 1,- oft" , " " ~ ' ,,, I ,'.,:l/.' '. " , ~. ;.j, ,. ' " .. ~ ; ". t t >'.. : " ~ . ". . , ~ ,~, I:' , I ." ':...'. , , ',." <'. '} \ 0, );-;1':" ", , i , ,:d",:} ~ "1< ";' ~' :,' ", , , . ~ ", " , " ,\. , , ; , Linda Beli,:\ske, Survey Assistant I Public Services Jason Clark, Mechanic I General Sup. SVcs. Scott Oster" Wat. & Pub. Utilities Coord. Public Utilities 3/26/01 3/26/01 4/2/01 3/26/01 3/26/01 4/2/01 * Originally hired as permanent part-time; s~atus changed to full.time and pension' eligible as of 2/26/01 . Originally hired as full.time; transferred to part-time; status to change to full-time and pension eligible as of 3/12/01. Originally hired as permanent part-time; status changed to full-time and pension eligible as of 3/12/Q1. ** *** The motion was duly seconded and carried unanimously. ITEM #5' - PendinQ/New Business a. Johnny Jackson - Schedule Hearing on Request for Non.Job Connected Disability ,Mr. O'Rourke requested that a meeting be scheduled to hear a request by Johnny Jackson for a non-job connected disability. Pension Advisory Committee Attorney Lee Dehner said final doctor reports would be, available next week. A request was made of Dr. Moskovitz as to Mr. Jackson's work capabilities. In response to a question, Mr. O'Rourke said Mr. Jackson currently works the night shift driving a sweeper machine. He performs maintenance.related tasks. He generally is absent 1 day a week due to his illness. His health is deteriorating. Member Jonson moved to schedule a formal hearing at the next PAC meeting scheduled for May 10, 2001. The motion was duly seconded and carried unanimously. b. Integrated Disability Management 'In June' 2000, the Human Resources Department distributed a Request for Proposal (RFP) for consulting services to conduct an evaluation of the feasibility of integrated disability management (lDM) in the City (e.g., integration of occupational and non-occupational injuries and illnesses, short-term and long-term disability, FMLA (Family Medical Leave Act) and ADA (Americans with Disabilities Act), and Return~to-Work case management). There were 3 respondents to the RFP: HealthSouth, Corvel, and Aon Consulting, Inc. A selection team, consisting of ' representatives from Human Resources, Finance, Risk Management, and the CW A, evaluated these responses based on the criteria outlined in the RFP (cost, company background, education and t.raining, experience, content expertise, interpersonal skills an reputation/references). Reference checks were conducted, and interviews were held with representatives from the 3 candidates. Based on tho results of tbis mpac0401 3 0,\,/ 1 ~:\.l 1 " . >', \ \;,::~'} ,L ~ J~, ':, ' , . " " ,,~~i.;J;) tlJ:dl .~"" (J 'I, ~~':: ': ' . " .. . I ~ " ,'] , ' , " process, the interview team selected Aon Consulting. Inc. as the recommended provider for this service. The Assessment Process components will include an evaluation of communications processes and needs, a determination of the cost of disability components either using a combination of actual data or models, a data/documentation review. interviews with management. supervisory and hourly representatives, and vendor/carrier files reviews. This process will involve both jobw connected (Workers' compensation) and non-job connected cases, policies, and processes., The end product will be a final report, which will include an executive summary. the determined cost of disability, major . findings/opportunities/recommendations, an action plan and timeline for implementation, and appendices detailing the assessment findings and processes. . The total cost for this evaluation is $49,000 ($40,000 from unappropriated retaining earnings and $9,000 from the Ponsion Fund). Funding is provided, through 2 sources because these are processes and issues pertaining to job-connected and non-job connected situations and also, to. situations which are affected by the provisions of the' Pension Plan regarding disability pensions. After approval is granted! t~is project will be completed in approximately 12 weeks. Human Resources staff was commended for the efforts they are making in addressing issues and related costs of disability issues. It was remarked that the City and the union are working together to address short and long term disability issues. As the workforce ages and injuries occur, employees cannot always be placed into other positions. ' Mr. O'Rourke said if this item is approved today by the PAC, it would go before the Pension Trustees for approval. The Commission would be asked to approve the other $40,000. In response to a question, he said ~his assessment would' provide the City with information regarding the driving forces behInd the 1 0% ~ 14% costs to payroll for disability compensation. It also would provide an analysis of how the City is handling the occupational and non-occupational clients from a case management perspective. 'He said although this is a preliminary , analysis, there are specific goals the City wants to accomplish that cannot be addressed until this analysis is completed. Concern was expressed that if the outcome of the assessment requires an amendment to, the Pension Plan ordinance. that there would be insufficient time for Commission review and for the amendments to be included on the March referendum. Mr. O'Rourke said this process is significant and time consuming. Even if the assessment were performed in June, there may not be sufficient time for it to be placed on the March referendum. It was remarked that no one wants to delay the project but it was felt that such items should be budgeted for instead of relying on the unappropriated retained earnings fund. It was suggested this item and future anticipated related, , items be added to the budget rather than being funded from the unappropriated retained earnings. Mr. O'Rourke said staff would estimate costs fO,r the entire process and include it in the FY 2002 budget. mpac04,O 1 4 04/12/01 , ',' ~ , ' : > ~ , ' ! . ',:" ',. , \ ! , .., ';,~:} ..,':: ~': I'" . : I ;" , ,. ..! , .'," .. . ".' , , ,'., ,,',',' " .-- Mr. O'Rour,ke said a presentation regarding the assessment would be presented to the PAC at, the May 10, 2001, meeting. Staff also will review long term objectives. It was requested the presentation include an outline of proposals and a timeline for the entire, proc,ess. It 'was suggested that the presentation to the Commission include a schedule including goals, required approvals, and projected total costs. . Mr. O'Rourke welcomed the 3 new members. It was requested that as part of the investment training education sessions scheduled for the PAC" the PAC's rules be reviewed. Member Sarnoff moved to,recommend that the Pension Advisory Committee recommend to the Pension Trustees to award a payment of $9,000 from the appropriate funding source in the, Pension to support the integrated disability management contract. The motion was duly seconded. , . One member said he would vote for the motion because he is in favor of the study, but may'vote,differently regarding the unappropriated retaining earnings to delay the action until the next budget cycle. Upon the vote being taken, the motion carried unanimously. . .' In response to a question, Mr. O'Rourke said although the', PAC approved the contract toAon Consulting, staff will give the PAC a presentation in order to , understand the long-term implications and costs would be included in the proposed FY 2002 budget. , ' ", rti.' : C"i,,",~iJ fJ.1J';t' . , ' ITEM #6 - Director's Reoorts ITEM #7 .- Committee Members to be Heard , Member Sarnoff said it is an honor to serve on the PAC. He thanked those who voted for hiin. He said this is the first time in 24 years that the , Gommunfcaticin Workers Local of America has had a representative from the union o'n the PAC. Member Jonson said he considers employees to be the City's greatest asset. He said the PAC is important as it supports those employees who 'perform most of the work in the City. Member Hart welcomed the new members. Member Schmalzbauer requested that Member Fitzgerald consider accepting the position of PAC Chair. o 'mpac0401 5 04/12/01 " '. ' .', ~ F \', " , " . ~ . ' , " , , '. ,,; ,,.,, '''., . ,; I , I ~ , " '~ . 'j t f , '.,. " , , ) , . , ~ .. "~t.{""'" '''''';,/ ~i"; '~~. > ,,' t" \~ ' ~";~':> ',' f;~il~ ~.,:" ~ ; ~h~,I: " ~V',,,::,1..4" I,' oJ, " J l '.1, : ',' " ,;' ", "AdJournment ITE~ ~8:-: ''''.. The meetiQQ , : ~ , : ~.. ' , 1.1', '. '" ': " , 'I", .' " . " ~. > . ,t., ~ ,', ";.' ,.. .1' ',;.1, .,' 1 ~, .~ .. . ~j~<::,:,:> j;\~;'~', ;\,,\ , :~\: ;':~I' , ~/~)" ~,' " \': i ), ~,'<':\',I' II:' ff~~":'~'r+ ;',~:. ~'~:' :: ~,:"'" 'Attest,: "> { 'i 1< " , I ..'. .; ';\:, ;, , ': ~ .;' :' I , , ", ", T ,: ~, ' ... , ", '" , t 9'38 a.m. adjo.l:Irned. a ,', ,,:,' ~(Jdii}l1FJW; , :. oard R~port~r, " " " ., i . 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