10/09/2003 (2)
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......PAC
, Pension Adv_sory Committee
. Minutes
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Also Present: Joe Roseto
Stuart Kaufman
Patricia O. Sullivan
Human Resources Director
Pension Advisory Committee Attorney
Board Reporter
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PENSION ADVISORY COMMITTEE ,MEETING
CITY OF CLEARWATER
October 9, 2003
Present:
Whitney Gray
, John Lee
John Schmalzbauer
Tor:n ,Jensen
Hoyt P, Hamilton,
Frank Hibbard
Nathan Hightower
Cha ir/Com m issione r
Vice.Chair
Committee Member
Committee Member
Committee Member/Commissioner'
Committee Member/Commissioner
Committee Member
The Chair called the meeting to order at 9:03 a.m. at City Hall.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
3 - Approval of Minutes
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Member Hibbard moved to 'approve the minutes of the regular meeting of August 28,
2003, as recorded and submitted in written summation to each board member. The motion
was duly seconded and carried unanimously.
4- Emplovees to be Heard. None.
5- Action Items
a) Review and Action on Employee Requests for Years of Service Pension
1. Ezekiel Taylor - Solid Waste
2. John Richter - Public Works
3. Kenneth Emerson - Public Utilities
Member Jensen moved to approve a Years of Service Pension for Ezekiel Taylor, John
Richter, and Kenneth Emerson. The motion was duly seconded and carried unanimously. .
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RO"LL NO.
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b) Approval of New Hires as Plan Members:
As of September 25, 2003, the City had 1766,3 FTEs out of 1844.9 budgeted positions.
Billie Kirkpatrick originally was hired as part-time on December 18, 2001: status changed to full-
time and pension eligible as of August 23, 2003. Charles Thornton originally was hired as
temporary on November 21, 2002; status changed to full-time and pension eligible as of
September 8, 2003, Sherry Watkins originally was hired on October 9, 2000, She resigned and
withdrew her pension contributions. then withdrew her resignation and returned to work effective
August 25, 2003. .
Member Jensen moved to accept the following employees into membership in the
Pension Plan:
Date of Pension
Emoloyment Eliq. Date
Pasquale Calabrese, Police Officer Police Department 05/19/03
Joel Conklin, Gas Technician I Gas 08/25/03
Frank McCollister, Gas Technician I Gas 08/25/03
Freda Dixon, Recreation Programmer Parks & Recreation 08/25/03
Billie Kirkpatrick, Library Assistant Library 12/18/01
Veri Emrick, Planner II Planning 09/08/03
John Stone, Fleet Mechanic Solid Waste/Gen Services 09/08/03
Lynne Johnson, Utilities Chemist Public Utilities 09/08/03
Robert Lane, Field Service Representative Customer Service 09/08/03
Suzanne Wakefield, Customer Svc. Coor. Customer Service 09/08/03
Charles Thornton, Parks Service Tech I Parks & Recreation 11/21/02
Niki Cushing, Field Service Representative Customer Service 09/17/03
Sherry Watkins, Dev Review Technician I Development Services 10/09/00
Christianna Kretschmann, DrfUMap Tech Engineering 09/22/03
Robert Reagan, Parks Service Supervisor I Parks & Recreation 09/22/03
05/19/03
08/25/03
08/25/03
08/25/03
08/23/03
09/08/03
09/08/03
09/08/03
09/08/03
09/08/03
09/08/03
09/17/03
08/25/03
09/22/03
09/22/03
5 - Pendinq/New Business
a) Marcus Lane-Job-connected Disability Application
Human Resources Director Joe Roseto said the disability application for Marcus Lane is
not complete or ready to schedule for hearing. Pension Advisory Committee Attorney Stuart
Kaufman said his firm is gathering records related to Mr. Lane's disability claim. All medical
records have been received, except for those from therapist Lisa Averoff, one of Mr. Lane's
medical providers, In her letter, she stated she has treated Mr. Lane and believes he is
disabled but, based on her attorney's advise, refuses to forward her therapy session notes.
Me Kaufman requested guidance, stating the committee is entitled to all relevant
records and could refuse to process the application until all medical records are submitted. Mr.
Lane signed a wavier for his service providers to turn over his medical records to the
Committee. Mr. Roseto said Ms. Averoft's attorney advised her releasing her notes may violate
HIPM (Health Insurance Portability & Accountability Act). An IME (Independent Medical Exam)
Pension Advisory 2003-1 O~09
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cannot be scheduled until all medical records are received. Concern was expressed necessary
history would not be documented if Mr. Lane starts working with a different therapist.
Discussion ensued with a comment that refusing to process the application until all
medical records are received seems punitive and recommendations that Mr, Kaufman research
if the committee has subpoena power to gain access to the records, that Mr, Kaufman discuss
the situation directly with Ms. Averott's attorney and, if they are not cooperative, to depose Ms.
Averoff to gather information necessary to process the application. Mr. Kaufman said HIPAA
does not prohibit the submittal of medical notes. Mr. Lane has been in a no-pay status for
several months.
Consensus was for Mr. Kaufman to discuss the situation directly with Ms. Averoft's
attorney and, if they are not cooperative, to research the ability"to subpoena necessarY records.
Concern was expressed that a City contact person is available for employees seeking
disability pensions who have questions. Mr. Kaufman indicated Mr. Lane does not have legal
counsel. "
b) Discuss Policies and Procedures
Member Jensen moved to continue Item 5b to November 13, 2003. The motion was
duly seconded and carried unanimously.
It was requested staff ensure that all committee members have updated manuals.
. 6 - Director's Reports
Finance Director Margie Simmons reported the Pension Trustees changed the travel
policy, New per diem rates, based on the GSA (General Services Administration), are location
specific and updated annually. Staff is updating forms and procedures.
The Pension Attorneys will report to the Trustees on their activities since being hired'
and will request Trustee direc,tion.
7 - Committee Members to be Heard
Pension-Related Associations
Member Jensen distributed a schedule of continuing education classes for FPPTA
(Florida Public Pension Trustees Association) members and encouraged PAC members to
attend pension related classe's, He said State law is not specific regarding educational
requirements. Training is available for Pension Trustee certification. Ms. Simmons said staff is
. working to set up in-house training. Last yearis in~house training featured two hours on ,legal
issues by the Pension attorney and two hours on investments by a Pension consultant. She
requeste~ members check with her regarding the committee's travel budget before registering
for out of town training.
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Pension Advisory 2003-10-09
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Discussion ensued regarding pension-related organizations, membership, and
conference fees. Mr. Kaufman said his firm conducts 3-day education seminars for its clients in
March. The only associated costs cover hotel accomm.odations. It was requested Ms.,
Sijmmons bring forward information regarding membership in pension-related associations to
the PAC for review and to make recommendations to the Pension Trustees. .
HIPAA
In response to questions, Mr. Kaufman said PAC meetings must be held in the
Sunshine. Disability applicants sign a waiver to release their medical information for
consideration of a disability pension. Concern was expressed the distribution of personal
medical information conflicts with privacy issues.
8 ~ Adiournment
The meeting adjourned at 9:38 a.m.
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Pension Advisory 2003-10-09
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