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06/14/2004 TRUSTEES OF THE EMPLOYEES' PENSION FUND MEETING CITY OF CLEARWATER June 14, 2004 Present: Brian Aungst Chair Frank Hibbard Trustee Hoyt Hamilton Trustee William C. Jonson Trustee Carlen Petersen Trustee Also Present: William B. Horne II City Manager Garry Brumback Assistant City Manager Ralph Stone Assistant City Manager Pamela K. Akin City Attorney Mary K. Diana Assistant City Clerk Brenda Moses Board Reporter The Chair called the meeting to order at 1:40 p.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 1. Approval of Minutes: Trustee Hamilton moved to approve the minutes of the May 17, 2004, meeting, as motion recorded and submitted in written summation by the City Clerk to each Trustee. The carried was duly seconded and unanimously. 2. Requests for Pension: Human Resources Director Joe Roseto presented the recommendation of the Pension Advisory Committee that Robert Sebek, Public Services Department; Geri Doherty, Development & Neighborhood Services Department; Rowland Herald, Fire Department; Paul McCann, Fire Department; and Craig McGarry, Police 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. Robert N. Sebek, Construction Inspector II, Public Services Department, was employed by the City on September 5, 1978, and his pension service credit is effective on that date. His pension will be effective May 1, 2004. Based on an average salary of approximately $45,913 per year over the past five years, the formula for computing regular pensions, and Mr. Sebek’s selection of the 100% Joint & Survivor Annuity, this pension will approximate $31,721 annually. Geri Doherty, Inspection Specialist, Development & Neighborhood Services Department, was employed by the City on December 12, 1973, and her pension service credit is effective on June 29, 1974. Her pension will be effective July 1, 2004. Based on an average salary of approximately $48,800 per year over the past five years, the formula for computing regular pensions, and Ms. Doherty’s selection of the Joint & Survivor Annuity, this pension will approximate $40,264 annually. Pension Trustees 2004-06-14 1 Rowland E. Herald, Fire Chief, Fire Department, was employed by the City on August 6, 1979, and his pension service credit is effective on that date. His pension will be effective September 1, 2004. Based on an average salary of approximately $88,362 per year over the past five years, the formula for computing regular pensions, and Mr. Herald’s selection of the 100% Joint & Survivor Annuity, this pension will approximate $60,323 annually. Paul D. McCann, Firefighter, Fire Department, was employed by the City on August 28, 1978, and his pension service credit is effective on that date. His pension will be effective May 1, 2004. Based on an average salary of approximately $47,389 per year over the past five years, the formula for computing regular pensions, and Mr. McCann’s selection of the 75% Joint & Survivor Annuity, this pension will approximate $33,630 annually. Craig McGarry, Police Officer, Police Department, was employed by the City on September 29, 1990, and his pension service credit is effective on that date. His pension will be effective May 1, 2004. Based on an average salary of approximately $52,905 per year over the past five years, the formula for computing regular pensions, and Mr. McGarry’s selection of the Joint & Survivor Annuity, this pension will approximate $17,267 annually. Trustee Jonson moved to grant regular pensions for Robert Sebek, Public Services Department; Geri Doherty, Development & Neighborhood Services Department; Rowland Herald, Fire Department; Paul McCann, Fire Department; and Craig McGarry, Police motioncarried Department. The was duly seconded and unanimously. 3. Pension to be vested Mr. Roseto presented the recommendation of the Pension Advisory Committee that Michael N. Anderson, Public Utilities Department, be allowed to vest his pension under Section(s) 2.397 and 2.398 of the Employees’ Pension Plan as approved by the Pension Advisory Committee. Michael N. Anderson, Public Utilities Technician II, Public Utilities Department, was employed by the City on February 7, 1994, and began participating in the Pension Plan on that date. Mr. Anderson terminated from City employment on April 23, 2004. The Employees’ Pension Plan provides that should an employee cease to be an employee of the City of Clearwater after completing ten or more years of creditable service (pension participation), then such employee shall acquire a vested interest in the retirement benefits. Vested pension payments commence on the first of the month following the month in which the employee normally would have been eligible for retirement. 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 30 years of credited service, or has reached age 65 and completed ten years of credited service. Mr. Anderson would have completed 10 years of service and reached age 65 on April 29, 2011. His pension will be effective May 1, 2011. This pension was approved by the Pension Advisory Committee on May 13, 2004. Trustee Petersen moved that Michael N. Anderson, Public Utilities Department, be allowed to vest his pension under Sections 2.397 and 2.398 of the Employees’ Pension Plan as motion carried approved by the Pension Advisory Committee. The was duly seconded and unanimously. 4. Accept the employees listed below into membership in the City of Clearwater's Employees' Pension Plan. Pension Trustees 2004-06-14 2 Mr. Roseto presented the recommendation of the Pension Advisory Committee that the following employees be accepted into membership: Ronald Barton, Nancy Oakley, Jesus Nunez, Patrick Zulla, Konrad McCree, Jr., Bryon Smethers, Matthew Massato, Greg Boos, Chris Chancy, Chris Nelson, Jeff Wallace, and James Westerman. Trustee Jonson moved to accept the recommendation of the Pension Advisory motioncarried Committee. The was duly seconded and unanimously. 5. Accept the Actuary’s Report for the Employees’ Pension Plan for the plan year beginning 1/1/2004. The January 1, 2004, actuarial report for the Employees’ Pension Plan indicates that a City contribution of $8,414,878, equivalent to 12% of covered payroll, is required for fiscal year 2004/2005. This is an increase from the 2003 valuation, which required a contribution of $7,153,190. This actuarially required contribution per Florida Statutes exceeds the minimum City contribution per the ordinance governing the plan of 7% of the compensation of all employees participating in the plan, currently estimated at $4,893,523. The required City contribution was affected by the following factors: 1) Actuarial investment return of 7.45% versus an assumed rate of 7.5% for plan year 2003 (2002 actuarial investment return was (1.85)%); 2) Actual salary increases of 6.4% in comparison to an assumed rate of 6% for plan year 2003 (2002 actual salary increases were 5.8%); and 3) Actual expenses for the plan year were $36,978 less than expected. The difference between the actuarially determined contribution of $8,414,878 and the ordinance-required contribution of approximately $4,893,523 can be funded from the existing credit balance, which is $25,459,838. The remaining credit balance can continue to be used to pay actuarially required City contributions above the ordinance-required 7% in future years until it is exhausted. In response to a question, Assistant Finance Director Jay Ravins said the assumption regarding salary increases, which was four tenths of a percent higher than the previous year, is a normal fluctuation. Finance Director Margie Simmons said fluctuations in salaries generally are due to overtime, step promotions, etc., and not from cost of living increases. Ms. Simmons said the City assumes a 7.5% rate of return each year. The previous three-year period had much lower returns. Steve Metz, Price WaterhouseCoopers, said based on the January 1, 2004, valuation, if all future assumptions are met, costs will probably trend up to 12%. He said Clearwater’s pension plan is much better funded than most cities. He said its sizeable credit balance keeps the plan at a 7% funding level. Ms. Simmons said the City’s 7% funding level has been in place for eight to 10 years. The City Manager said staff needs to better communicate to the employees how the funding system works. Trustee Jonson moved to accept the Actuary’s Report for the Employees’ Pension Plan motioncarried for the plan year beginning January 1, 2004. The was duly seconded and unanimously. Cash and Investments Manager Steve Moskun gave a presentation on the performance of the Employees’ Pension Plan. He reviewed the list of money managers and their performance through March 3, 2004. He said staff will be recommending an asset allocation Pension Trustees 2004-06-14 3 . study be done to determine if the City has the right asset mix. Staff currently is completing a performance measurement contract and will be updating the investment policy. Since December 1987, the Plan has had a 10.64% return. He reviewed the changes made in 2003, which included terminating two fixed income managers and one international manager, and hiring four new managers. He said staff is recommending replacing the fixed income manager and adding an enhanced index manager. In response to a question, Mr. Moskun said staff feels having two small cap managers will provide a more consistent and better yield as each has their own distinct style. 6. Approve the chanaes to the Investment policy for the Employees' Pension Plan. The Pension Investment Advisory Committee reviews the Investment policy on a regular basis. The biggest changes relate to a reduction in the amount of a security or equity in a company that a money manager may hold. In the case of international equity, the amount a manager may hold in anyone company has been reduced from 10% to 5%. For fixed income, the amount has been reduced from 10% to 5% for non-government backed securities and from 15% to 10% for government backed securities. The rest of the changes are of a housekeeping nature. The changes comply with Florida Statutes 218.415. Stuart Kaufman, the plan's attorney worked with the committee on the changes. He has reviewed and approved all changes. . Discussion ensued in regard to the amount of a security or equity a money manager may hold in an international company versus a domestic company and it was indicated international companies tend to be smaller resulting in the dollar amount being a larger percentage of that company's investment. Wendy Davis, Callan and Associates, said there are fewer international security firms than domestic firms. Trustee Hibbard moved to approve changes to the Investment Policy to the Employees' Pension Plan as submitted. The motion was duly seconded and carried unanimously. 7. Other Business - None. 8. Adiourn The meeting adjourned at 2:07 p.m. ---------~._-- Attest: ~ ~Gity C rk . Pension Trustees 2004-06-14 4