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04/29/1991 TRUSTEES OF THE EMPLOYEES' PENSION FUND MEETING April 29, 1991 The City Commission, meeting as the Board of Trustees of the Employees Pension Fund, met in regular session at City Hall, Monday, April 29, 1991 at 9:04 A.M., with the following members present: Rita Garvey Chairperson Lee Regulski Trustee Richard Fitzgerald Trustee Sue Berfield Trustee Absent: William Nunamaker Trustee Also Present were: Michael J. Wright City Manager Milton A. Galbraith, Jr. City Attorney Cynthia E. Goudeau City Clerk ITEM #2 - Minutes: Trustee Berfield moved to approve the minutes of the April 1, 1991, meeting. The motion was duly seconded and carried unanimously. ITEM #3 - Request for Acceptance into Membership: The City Manager presented the recommendation of the Pension Advisory Committee to approve membership for the employee(s) listed below: a) Donna Tormeno b) Etim Udoh c) Chris Wagner d) Lorraine Bennett e) Sally Demarest Trustee Fitzgerald moved to accept the recommendation of the Pension Advisory Committee. The motion was duly seconded and carried unanimously. ITEM #4 - Request for Pension: The City Manager presented the recommendation of the Pension Advisory Committee that the employee(s) listed below be granted a regular pension under Section 26.34 and/or 26.37 of the Employees' Pension Plan. a) Robert E. Kinser b) Terry G. Byrd Trustee Regulski moved to accept the recommendation of the Pension Advisory Committee. The motion was duly seconded and carried unanimously. ITEM #5 - Request for Pension: The City Manager presented the recommendation of the Pension Advisory Committee that the employee(s) listed below be granted a job-connected disability pension under Section 26.35 and/or 26.27 of the Employees' Pension Plan. a) James E. Mehr Mr. Mehr injured his left elbow when he struck it on a steel door frame while on duty at the Clearwater Police Department. The elbow was swollen and exhibited deep pain. He was treated and had surgery on the elbow however, the impairment has not been relieved. It is the opinions of doctors that this is a permanent disability and he is unable to continue his duties as a police officer. b) Thomas A. Pailes In 1988 Mr. Pailes injured his upper right arm. It is a doctor's opinion that he has right carpal tunnel and right tennis elbow both of which have been operated upon. It is the doctor's opinion that his ability to operate as a police officer is severely restricted and that he is permanently unable to perform his duties as a police officer. Trustee Berfield moved to accept the recommendation of the Pension Advisory Committee. The motion was duly seconded and carried unanimously. ITEM #6 - Policies and Procedures Manual For some time the Pension Advisory Committee (PAC) has discussed the need to develop a Policies and Procedures Manual to serve as a guide to the PAC members and to assist other interested parties in an awareness of the procedures followed by the PAC. Such a manual would consolidate existing policies and procedures which have been established in practice or by specific action over a period of years. On April 17, 1991 the PAC approved such a manual, initially consisting of eight sections, and directed that it be forwarded to the Trustees for their consideration and approval. The manual was developed in a format that allows for the addition, modification, and deletion of policy and procedure statements as future needs dictate, with each change to be approved by the PAC and the Trustees. The policy manual includes a provision that copies of the manual will be provided to the PAC, the Trustees, the City Manager and Assistants, the Personnel Director, the Payroll Services Manager, all departments, and the Presidents of the various employee unions. Loan copies for employees also will be available. Questions were raised regarding whether or not the legal staff had reviewed the manual and what authority the Trustees had regarding this manual. It was indicated this is a compilation of procedures used by the PAC. The PAC is looking for Trustee endorsement of the procedures. A question was raised regarding the recommendation to increase the number of members on the PAC to five. It was indicated this is a separate issue. It was consensus to add that members of the PAC file City Financial Disclosure Forms. It was also consensus that references to the City Nurse be changed to Risk Management. Discussion ensued regarding the need for employees to submit medical documentation and whether or not pre-existing conditions are exempt from being covered by disability pensions. It was indicated this is being discussed and that medical standards are being developed. Discussion turned to pension service credit with it being indicated that the reference to leave of absence without pay is trying to ensure that if a person leaves the city's employment and returns, they will not receive pension service credit for the time they were not contributing to the plan. The only exception to this is if someone is absent due to military service. It was requested the legal department review the manual. A question was raised regarding reference to an employee repaying the pension plan at a reasonable rate of interest. It was the consensus that this be more clearly defined. It was questioned, although it is a separate issue, if the PAC wanted the Trustees' recommendation regarding the increase in members on the PAC. It was indicated this will be part of the bargaining with the unions. There are several issues such as how the five members would be selected to be discussed and there are several options to be considered. It was requested that staff be allowed to come back with a recommendation after bargaining on the issue has taken place. It was the consensus of the Trustees to approve the policy and procedure manual in concept but that the manual is to be reviewed by legal and the changes requested by the Trustees be made and brought back to the Trustees for final approval. ITEM #7 - Other Business: None. ITEM # 8 - Adjournment: The meeting adjourned at 9:34 a.m.