11/18/2002
TRUSTEES OF THE EMPLOYEES' PENSION FUND MEETING
CITY OF CLEARWATER
November 18, 2002
Present: Brian J. Aungst Chair
Whitney Gray Vice-Chair/Trustee
Hoyt P. Hamilton Trustee
Frank Hibbard Trustee
William C. Jonson Trustee
Also present: William B. Horne II City Manager
Pamela K. Akin City Attorney
Joe Roseto Human Resources Director
Cynthia E. Goudeau City Clerk
Brenda Moses Board Reporter
The Chair called the meeting to order at 9:08 a.m. at City Hall.
To provide continuity for research, items are in agenda order although not necessarily
discussed in that order.
ITEM #2 - Approval of Minutes
Trustee Jonson moved to approve the minutes of the October 14, 2002, meeting, as
motion
recorded and submitted in written summation by the City Clerk to each Trustee. The
carried
was duly seconded and unanimously.
ITEM #3 - Request for Acceptance into Membership
The Human Resources Director presented the recommendation of the Pension
Advisory Committee to approve membership for the following employees:
Nicholas Colton, Sr., Cindy Protopapadakis, Renata Melo, Kevin Sievert, Allie Fallon,
John Lyons, Robert Lazzaro, Anita Miller, Douglas Letwin, Marc McCabe, Jonathan Maser,
Robert Pagano, Christpher Payne, and Roseann Mazurek
Trustee Hamilton moved to accept the recommendation of the Pension Advisory
motioncarried
Committee. The was duly seconded and unanimously.
ITEM #4 – Regular Pensions to be Granted
The City Manager presented the recommendation of the Pension Advisory Committee
that Gary Wooldridge and Clarence Calloway be granted a regular pension under Section(s)
2.393 and 2.397 of the Employees' Pension Plan:
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Gary Wooldridge, Mechanic II, Solid Waste/General Services Department
, was
employed by the City on July 28, 1980, and his pension service credit is effective on that date.
His pension will be effective October 1, 2002.
Based on an average salary of approximately $39,379 per year over the past five
years, the formula for computing regular pensions, and Mr. Wooldridge’s selection of the 75%
Joint & Survivor Annuity, this pension will approximate $24,216 annually.
Clarence Calloway, Police Officer, Police Department
, was employed by the City on
August 9, 1982, and his pension service credit is effective on that date. His pension will be
effective December 1, 2002.
Based on an average salary of approximately $57,137 per year over the past five
years, the formula for computing regular pensions, and Mr. Calloway’s selection of the 100%
Joint & Survivor Annuity, this pension will approximate $31,563 annually.
These pensions were approved by the Pension Advisory Committee on October 10,
2002. Section 2.393 (p) 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. Section
2.393 also (p) provides for normal retirement eligibility when a participant has completed
twenty years of credited service in a type of employment described as “hazardous duty” and
further specifically defines service as a Police Officer as meeting the hazardous duty criteria.
Mr. Wooldridge qualifies under the age 55 and twenty years of service criteria. Mr. Calloway
qualifies under the hazardous duty criteria.
Trustee Jonson moved to accept the recommendation of the Pension Advisory
motioncarried
Committee. The was duly seconded and unanimously.
ITEM #5 - Approve staff recommendations regarding the selection process for Pension
Attorney.
The Employee’s Pension Plan has been using Christiansen and Dehner since May
1999 (over 3 years). At the 9/16/02 Pension Trustee meeting, the Trustees requested that a
Request for Proposal (RFP) be issued for legal services for the Pension Plan.
Staff proposes that the following individuals be included on the RFP committee to
issue the RFP and to do the initial screening of the proposals.
Pam Akin, City Attorney
??
Garry Brumback, Assistant City Manager
??
Joe Roseto, Human Resources Director
??
Margie Simmons, Finance Director
??
PAC Member (Tom Jensen appointed by PAC)
??
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Staff further proposes that once the proposals are received and ranked by the RFP
committee, that oral presentations of the top firms (no more than the top 3 or 4 firms) be
heard at a joint meeting of the Trustees and PAC, with a final ranking by the joint
PAC/Trustees to occur at that time.
The City Attorney and Finance Director will then proceed to negotiate a contract with
the top ranked firm. If contract terms cannot be reached, negotiations will begin with the next
ranked firm, and so on, until an acceptable contract is negotiated.
The negotiated contract will then be brought forward to the PAC for review and then to
the Trustees for approval.
Any suggested additions/changes/deletions should be sent to Margie Simmons as soon
as possible. The RFP committee will finalize the RFP prior to it being released.
Trustee Gray moved to accept the recommendation of the Pension Advisory
motioncarried
Committee. The was duly seconded and unanimously.
ITEM #6 – Approve the contract with Northern Trust to provide custodial services for the
Employee’s Pension
At the Trustee’s direction, staff went out with a “Request For Qualifications” for
custodial services. The following ten financial institutions responded positively to the RFQ:
Bank of New York Citibank JP Morgan/Chase
Merrill Lynch Northern Trust Salem Trust
State Street Bank & Trust South Trust Wachovia
Wells Fargo Bank
The following three financial institutions declined to submit citing “assets size too
small”,” services requested can not be provided” and “can not meet minimum qualifications”:
Deutsche Bank Mellon Trust Sun Trust
Bank
The financial institutions were ranked on the following criteria:
Qualifications and Experience
Settlement and Custody
Systems & Technology
Client Servicing
Fees
Securities Lending (Review only)
Performance Measure and Guideline Compliance (Review only)
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Based on the above criteria the top three financial institutions and their score are:
Bank of New York (87) State Street (87) Northern Trust
(86)
Trustee Hibbard moved to accept the recommendation of the Pension Advisory
motioncarried
Committee. The was duly seconded and unanimously.
ITEM #7 – Pulled Item
ITEM #8 – Other Business – None.
ITEM #9 - Adjourn
The meeting adjourned at 9:14 a.m.
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