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05/18/2009 TRUSTEES OF THE EMPLOYEES' PENSION FUND MEETING MINUTES CITY OF CLEARWATER May 18, 2009 Present: Frank Hibbard - Chair, George N. Cretekos - Trustee, John Doran - Trustee, Paul Gibson - Trustee, and Carlen Petersen - Trustee. Also William B. Horne II - City Manager, Jill S. Silverboard - Assistant City present: Manager, Rod Irwin - Assistant City Manager, Pamela K. Akin - City Attorney, Mary K. Diana - Assistant City Clerk, and Rosemarie Call - Management Analyst. 1. Call to Order The Chair called the meeting to order at 9:09 a.m. at City Hall. 2. Approval of Minutes 2.1 Approve the minutes of the April 13, 2009 Pension Trustees Meeting as submitted in written summation by the City Clerk. Trustee Petersen moved to approve the minutes of the April 13, 2009 Pension Trustees Meeting, as submitted in written summation by the City Clerk to each Trustee. The motion was duly seconded and carried unanimously. 3. Pension Trustee Items 3.Employees listed below be accepted into the City of Clearwater’s Employees’ 1 Pension Plan. Name, Job Classification, and Hire Pension Elig. Date Department/DivisionDate Jacqueline Calder, WWTP Operator C/Public Utilities 3/16/09 3/16/09 Benjamin Gibbs, WWTP Operator Trainee/Pub. Util. 3/16/09 3/16/09 Trustee Doran moved to accept the listed employees into membership in the City of Clearwater’s Employees’ Pension Plan. The motion was duly seconded and carried unanimously. Pension Trustees 2009-05-18 1 3.2 Gary Costa, Fire Department; Wayne Andrews, Police Department; Daniel Higgins, Police Department; Ronald Flanery, Police Department; Coral Lakin, Public Communications Department; Raymond Pelote, Public Communications Department; Nita Frazier, Finance Department; Mary Youngblood, Solid Waste/General Services Department; Salvatore Ventura, Public Utilities Department; Jesse Johnson, Public Utilities Department; Linda Hamrell, Library Department; Patricia Rice, Library Department; Patricia Lafferty, Gas Department; John Henry, Gas Department; Thomas Findley, Parks and Recreation Department; and Howard Selig, Parks and Recreation Department, be granted regular pensions under Section(s) 2.393 and 2.397 of the Employees Pension Plan as approved by the Pension Advisory Committee. Gary Costa, Firefighter/Driver-Operator, Fire Department, was employed by the City on April 2, 1979, and his pension service credit is effective on May 6, 1980. His pension will be effective May 1, 2009. Based on an average salary of approximately $71,253 per year over the past five years, the formula for computing regular pensions, and Mr. Costa’s selection of the 100% Joint & Survivor Annuity, this pension will approximate $55,779 annually. Wayne Andrews, Police Lieutenant, Police Department, was employed by the City on October 13, 1980, and his pension service credit is effective on that date. His pension will be effective April 1, 2009. Based on an average salary of approximately $91,712 per year over the past five years, the formula for computing regular pensions, and Mr. Andrews’ selection of the 100% Joint & Survivor Annuity, this pension will approximate $70,550 annually. Daniel Higgins, Police Officer, Police Department, was employed by the City on January 17, 1987, and his pension service credit is effective on that date. His pension will be effective May 1, 2009. Based on an average salary of approximately $67,609 per year over the past five years, the formula for computing regular pensions, and Mr. Higgins’ selection of the Joint & Survivor Annuity, this pension will approximate $41,368 annually. Ronald Flanery, Police Communications Operator Trainee, Police Department, was employed by the City on August 9, 1993, and his pension service credit is effective on that date. His pension will be effective July 1, 2009. Based on an average salary of approximately $43,229 per year over the past five years, the formula for computing regular pensions, and Mr. Flanery’s selection of the 100% Joint & Survivor Annuity, this pension will approximate $18,852 annually. Coral D. Lakin, Graphics Designer, Public Communications Department, was employed by the City on December 15, 1986, and her pension service credit is effective on that date. Her pension will be effective June 1, 2009. Based on an average salary of approximately $39,265 per year over the past five years, the Pension Trustees 2009-05-18 2 formula for computing regular pensions, and Ms. Lakin’s selection of the Joint & Survivor Annuity, this pension will approximate $24,230 annually. Raymond Pelote, Graphics Technician, Public Communications Department, was employed by the City on August 7, 1989, and his pension service credit is effective on that date. His pension will be effective September 1, 2009. Based on an average salary of approximately $36,431 per year over the past five years, the formula for computing regular pensions, and Mr. Pelote’s selection of the 100% Joint & Survivor Annuity, this pension will approximate $19,654 annually. Nita Frazier, Accounting Clerk, Finance Department, was employed by the City on May 30, 1983, and her pension service credit is effective on October 1, 1985. Her pension will be effective June 1, 2009. Based on an average salary of approximately $32,319 per year over the past five years, the formula for computing regular pensions, and Ms. Frazier’s selection of the 100% Joint & Survivor Annuity, this pension will approximate $20,710 annually. Mary Youngblood, Transfer Station Operator, Solid Waste/General Services Department, was employed by the City on August 27, 1979, and her pension service credit is effective on that date. Her pension will be effective June 1, 2009. Based on an average salary of approximately $36,527 per year over the past five years, the formula for computing regular pensions, and Ms. Youngblood’s selection of the Joint & Survivor Annuity, this pension will approximate $29,870 annually. Salvatore Ventura, Public Utilities Technician II, Public Utilities Department, was employed by the City on December 27, 1983, and his pension service credit is effective on that date. His pension will be effective April 1, 2009. Based on an average salary of approximately $42,614 per year over the past five years, the formula for computing regular pensions, and Mr. Ventura’s selection of the Joint & Survivor Annuity, this pension will approximate $29,610 annually. Jesse Johnson, Public Utilities Supervisor II, Public Utilities Department, was employed by the City on December 27, 1983, and his pension service credit is effective on that date. His pension will be effective June 1, 2009. Based on an average salary of approximately $52,942 per year over the past five years, the formula for computing regular pensions, and Mr. Johnson’s selection of the Joint & Survivor Annuity, this pension will approximate $36,988 annually. Linda Hamrell, Librarian II, Library Department, was employed by the City on May 5, 1986, and her pension service credit is effective on August 4, 1989. Her pension will be effective October 1, 2009. Based on an average salary of approximately $55,955 per year over the past five years, the formula for computing regular pensions, and Ms. Hamrell’s selection of the Joint & Survivor Annuity, this pension will approximate $30,472 annually. Pension Trustees 2009-05-18 3 Patricia Rice, Library Assistant, Library Department, was employed by the City on August 4, 1988, and her pension service credit is effective on that date. Her pension will be effective May 1, 2009. Based on an average salary of approximately $31,196 per year over the past five years, the formula for computing regular pensions, and Ms. Rice’s selection of the Joint & Survivor Annuity, this pension will approximate $17,847 annually. Patricia Lafferty, Senior Service Dispatcher, Gas Department, was employed by the City on October 26, 1988, and her pension service credit is effective on October 1, 1994. Her pension will be effective June 1, 2009. Based on an average salary of approximately $42,324 per year over the past five years, the formula for computing regular pensions, and Ms. Lafferty’s selection of the Joint & Survivor Annuity, this pension will approximate $17,439 annually. John Henry, Service Dispatcher, Gas Department, was employed by the City on March 8, 1993, and his pension service credit is effective on December 13, 1993. His pension will be effective June 1, 2009. Based on an average salary of approximately $36,486 per year over the past five years, the formula for computing regular pensions, and Mr. Henry’s selection of the Joint & Survivor Annuity, this pension will approximate $15,496 annually. Thomas Findley, Recreation Programmer, Parks & Recreation Department, was employed by the City on April 22, 1991, and his pension service credit is effective on that date. His pension will be effective May 1, 2009. Based on an average salary of approximately $33,351 per year over the past five years, the formula for computing regular pensions, and Mr. Findley’s selection of the Joint & Survivor Annuity, this pension will approximate $16,514 annually. Howard Selig, Parks Support Specialist, Parks & Recreation Department, was employed by the City on September 5, 1973, and his pension service credit is effective on March 11, 1978. His pension will be effective June 1, 2009. Based on an average salary of approximately $57,369 per year over the past five years, the formula for computing regular pensions, and Mr. Selig’s selection of the Joint & Survivor Annuity, this pension will approximate $49,223 annually. These pensions were approved by the Pension Advisory Committee on April 9, 2009. Section 2.393 provides for normal retirement eligibility when a participant has completed twenty years of credited service or has reached age 55 and completed ten years of credited service in a type of employment described as “hazardous duty” and further defines service as a Firefighter Driver/Operator, Police Lieutenant, and Police Officer as meeting the hazardous duty criteria. Section 2.393 also provides for normal retirement eligibility when a participant has reached age 55 and completed twenty years of credited service, has completed thirty years of credited service, or has reached age 65 and completed ten years of credited service. Mr. Costa, Mr. Andrews, and Mr. Higgins qualify under the hazardous duty criteria. Ms. Lakin, Mr. Pelote, Ms. Frazier, Ms. Pension Trustees 2009-05-18 4 Youngblood, Mr. Ventura, Mr. Johnson, Ms. Hamrell, and Ms. Rice qualify under the age 55 and 20 years of service criteria. Mr. Selig qualifies under the thirty years of service criteria. Mr. Flanery, Ms. Lafferty, Mr. Henry, and Mr. Findley qualify under the age 65 and 10 years of service criteria. Trustee Cretekos moved that Gary Costa, Fire Department; Wayne Andrews, Police Department; Daniel Higgins, Police Department; Ronald Flanery, Police Department; Coral Lakin, Public Communications Department; Raymond Pelote, Public Communications Department; Nita Frazier, Finance Department; Mary Youngblood, Solid Waste/General Services Department; Salvatore Ventura, Public Utilities Department; Jesse Johnson, Public Utilities Department; Linda Hamrell, Library Department; Patricia Rice, Library Department; Patricia Lafferty, Gas Department; John Henry, Gas Department; Thomas Findley, Parks and Recreation Department; and Howard Selig, Parks and Recreation Department, be granted regular pensions under Section(s) 2.393 and 2.397 of the Employees Pension Plan as approved by the Pension Advisory Committee. The motion was duly seconded and passed unanimously. 3.3 Accept the Actuary’s Report for the Employees’ Pension Plan for the plan year beginning January 1, 2009. The January 1, 2009 actuary report for the Employees’ Pension Plan indicates a minimum City employer contribution of $23,948,586, equivalent to 29.17% of covered payroll, is required for fiscal 2010. This is an increase from the fiscal 2009 required contribution of $10.1 million, or 12.54% of pay. The actuarially required minimum contribution, per State Statute, of $23.95 million exceeds the minimum required contribution per the plan ordinance of $5.75 million (7% of covered payroll). The increase in the required employer contribution is primarily due to a negative actuarial investment return (5-year moving weighted average) of (10.61) percent versus the prior year’s positive 5-year weighted average return of 10.68 percent. The plan’s expected investment return was 7.5 percent. Partially offsetting the increase due to investment performance were decreases due to: a decline in the number of active employees from 1,641 to 1,628; and actual salary increases of 4.25% versus an expected rate of 6.0% and a rate of 6.62% for the prior year valuation. The decline in the actuarial investment return is primarily the result of a negative (27.01) percent return for calendar year 2008. While the simple arithmetic five- year average investment return for calendar years 2004 through 2008 equals a positive 1.70 percent, the asset valuation method limits the actuarial value of the assets to 120 percent of the market value of the assets. Consequently the adjusted five-year average per this constraint is a negative (10.61) percent. Pension Trustees 2009-05-18 5 The plan has a current "credit balance" of $15.3 million, which can be used to subsidize future City employer contributions. Staff recommends funding the employer contribution for fiscal 2010 at 20% of covered payroll, versus the current required contribution of 29.17%, which would decrease the credit balance by an estimated $7.5 million. Staff projects funding the plan at 27% of covered payroll for fiscal 2011, increased to 30% for fiscal year 2012. This is consistent with the actuary’s projection that contribution rates will be near 30% of covered pay for the next few years. In response to a question, Pension Plan Actuary Donna White said the City’s 7.5% assumption rate is a little lower than average compared to other municipal plans but not unrealistic. Assumption rates should be based on historical return. Trustee Petersen moved to accept the Actuary’s report for the Employees’ Pension Plan for the plan year beginning January 1, 2009. The motion was duly seconded and carried unanimously. 3.4 Discussion of Pension Plan Alternatives Donna White, Pension Plan actuary with Price Waterhouse Coopers provided a power point presentation on Retirement Benefits Strategies and Plan Design Alternatives. Employers in a defined benefit plan control investments, bear investment risk/reward and assume preretirement inflation risk. In a defined contribution plan, the employee controls investments, bears investment risk/reward and assumes all preretirement inflation risk. Ms. White said defined benefit plans provide participants with a guaranteed retirement income. The City’s required contribution for fiscal year beginning October 1, 2009 is approximately $24 million, or 29% of payroll, due to poor asset performance over the last year. Pension Plan alternatives include: 1) freeze defined benefit and replace with defined contribution, 2) creation of a second tier plan in which new employees receive reduced benefits, and 3) decreasing the multiplier in the current plan. In response to questions, Ms. White said participants in a defined contribution plan work longer due to no pension. Employees in a defined benefit plan are entitled to receive the amount of money they invest in the plan upon separation with no benefit provided by the City. Ms. White recommended that Council determine the City’s retirement strategy before considering any changes. It was noted any changes to the City’s Pension Plan would need to be negotiated with the bargaining units and would require a referendum. Klausner and Kaufman representative Stu Kaufman said Florida Statutes requires the City to offer retirees the same premium for health care as employees. Many municipalities are Pension Trustees 2009-05-18 6 considering a second tier plan. He suggested that the City consider a second tier plan and a reduced COLA (cost of living adjustment) for new hires. Discussion ensued with concerns expressed regarding future benefits costs. Staff was requested to provide data regarding the impact of the following changes to the existing pension plan: limiting years of service in determining benefits; eliminating overtime pay in excess of 300 hours in determining benefits; modifying the normal form of payment to life annuity eliminating spousal benefit; and eliminating eligibility for retirement at 20 years of service for hazardous duty employees and 30 years of service for non-hazardous employees. Staff also was directed to provide information regarding a second tier plan with reduced lower assumptions for new hires. In response to a question, Ms. White indicated the additional data could be provided in 4-6 weeks. Ms. Simmons requested an additional $20,000 for further evaluation of the pension plan by the actuary. The meeting recessed from 11:12 a.m. to 11:21 a.m. Trustee Doran moved to authorize an additional $20,000 for further evaluation of the existing benefit plan. The motion was duly seconded and carried unanimously. 3.5 Review of the pension investment performance for the year ended December 31, 2008. It is well known, the economy struggled during the last year. It is hoped the economy will soon begin to recover and the plan will begin to recoup the losses suffered. The following is the performance for the Pension Plan for the period ending December 31, 2008: Last Year Last 3 Years Total Fund (27.10%) (4.41%) Benchmark (28.70%) (5.30%) These numbers show the plan has beaten its benchmark (which is based upon the allowable investments for which were invested in during these time periods). The Investment Committee continues to meet quarterly to monitor the performance of the plan and the individual managers. During the last calendar year the following investment styles/managers were added: Emerging Markets Eaton Vance Pension Trustees 2009-05-18 7 Emerging Markets Wellington Trust Company REITs Security Capital Active EAFE Earnest Partners Active EAFE Wentworth Hauser Completing a new asset allocation study is currently in process. The results of this study will be brought to the Trustees in June for discussion and approval. In addition, selecting a performance measurement consultant is also currently underway. As part of these two processes, the pros and cons of strategic verses tactical asset allocation processes are being discussed and trustees’ input is requested. Strategic Asset Allocation involves periodically rebalancing the portfolio to a stated asset allocation model in order to maintain a long-term goal for asset allocation. Tactical Asset Allocation uses a shorter time horizon and involves making changes to the asset allocation model on a more frequent basis to try to take advantage of changes in the financial markets. Lastly, an update on the plan’s securities lending process is provided. Securities lending is where an entity will loan securities to another entity in exchange for cash collateral and then invest that collateral during the loaning period to provide additional income. 1. The city does not participate in securities lending with its operating cash. 2. The pension plan does participate in securities lending of pension assets with Northern Trust managing the process. 3. The pension plan has made $1,883,223 in additional income due to the securities lending program. Currently there is an unrealized loss of $1,556,260 in the securities lending portfolio due to the economy. This still leaves this program with a positive benefit to the plan of $326,963. Cash & Investments Manager Steve Moskun provided a power point presentation. He said the plan lost 21.5% due to the volatile market. Finance Director Margie Simmons said staff would present investment guidelines upon completion of a new asset allocation study. Allocation studies take 1.5 years to be fully funded. 3.6 Approve staff recommendation to move the money from Independence Investments to a Northern Trust small cap growth index fund and to terminate the contract with Independence Investments. Last week the city received word that its small cap growth manager, Independence Investments, was possibly closing and could be looking to merge with another firm, due to loss of business. Currently Clearwater has just under $27 Pension Trustees 2009-05-18 8 million with Independence. The city has used Independence for the last two years with mixed results. The pension plan has a contract in place with Northern Trust where it can use any of their index funds. The assets at Independence will be transferred to a Northern Trust small cap growth fund. An asset allocation study being performed by Callan and Associates is almost complete. In addition, an RFP process to select a firm to be the Plan’s Investment Measurement & Consulting Services provider (currently Callan) is almost complete. That contract will be brought forward for Trustees’ approval within the next two months. Once that firm is onboard the asset allocation study can be completed, it can be determine if it is in the plan’s best interest to hire a new small cap growth firm, continue using an index fund, or to otherwise invest the plans’ assets. We have consulted with Callan, as well as other consultants being considered in our RFP process, and the consensus is that this is the best course of action. Cash & Investments Manager Steve Moskun said the portfolio manager with Northern Trust does not want a separately managed small cap growth portfolio of this size. Staff recommended that the monies be transferred to where the portfolio would be managed. Staff prefers to transfer the monies into a small cap index fund rather than look for a new manager which may take 4-6 months. Trustee Cretekos moved to approve staff recommendation to move the money from Independence Investments to a Northern Trust small cap growth index fund and to terminate the contract with Independence Investments. 3.7 Approve the recommended administrative expenditures totaling $321,500 for fiscal year 2009-10. The Employees’ Pension Plan does not have a legal requirement to have a budget. The Trustees must approve all expenditures. The following are routine expenditures that staff is requesting approval for the sake of efficiency. These expenditures involve routine business matters and are mostly small dollar amounts. Printing and binding is for the statutorily required annual information distribution to the members of the pension plan. Postage is for certified mailings required under a new rule passed by the Pension Trustees and other pension related materials. Membership dues are for the annual dues for the Florida Public Pension Trust Pension Trustees 2009-05-18 9 Association. Training and travel are for the estimated cost of training required by state statute. Klausner & Kaufman is our pension attorney firm. Annual attorney's fees also include medical bills that are for the medical services authorized by the Pension Advisory Committee. Reimbursement to the General Fund and the Self Insurance Fund is for the cost of the oversight of the Plan and is recognized as revenue to the general and insurance funds. This reimbursement covers the services provided by Human Resources, Payroll, and Finance. At this time we are not budgeting for a Referendum for the next year. If a referendum is needed, approval will be sought at that time. Money manager, safekeeping, actuary, and pension administration fees are all set by contracts approved by the Trustees and are not included in this request. Trustee Doran moved to approve the recommended administrative expenditures totaling $321,500 for Fiscal Year 2009-10. The motion was duly seconded and carried unanimously. 4. Other Business. None. 5. Adiourn The meeting was adjourned at 12:05 p.m. (~p~ Chair Employee's Pension Plan Trustees Attest ~ [. City Cler Pension Trustees 2009-05-18 10