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10/17/2016Monday, October 17, 2016 1:00 PM City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Council Chambers Pension Trustees Meeting Agenda October 17, 2016Pension Trustees Meeting Agenda 1. Call To Order 2. Approval of Minutes Approve the minutes of the September 12, 2016 Pension Trustees Meeting as submitted in written summation by the City Clerk. 3. Citizens to be Heard Regarding Items Not on the Agenda 4. New Business Items 4.1 Approve the new hires for acceptance into the Pension Plan as listed. 4.2 Approve the following request of employees Allison Cox, Parks and Recreation Department, Suzanne Hamilton, Library Department and Barry LeCavalier, Public Utilities Department, to vest their pensions as provided by Section 2.419 of the Employees’ Pension Plan. 4.3 Approve the following request of employees Carlos Lang, Police Department, Leonard Melanson, Fire Department, Daniel Rozzi, Police Department, Nancy Scott, Planning and Development and John Witkowski, Planning and Development for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. 5. Adjourn Page 2 City of Clearwater Printed on 10/12/2016 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#16-2880 Agenda Date: 10/17/2016 Status: Agenda ReadyVersion: 1 File Type: MinutesIn Control: Pension Trustees Agenda Number: SUBJECT/RECOMMENDATION: Approve the minutes of the September 12, 2016 Pension Trustees Meeting as submitted in written summation by the City Clerk. SUMMARY: APPROPRIATION CODE AND AMOUNT: USE OF RESERVE FUNDS: Page 1 City of Clearwater Printed on 10/12/2016 Pension Trustees Meeting Minutes September 12, 2016 City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Meeting Minutes Monday, September 12, 2016 1:00 PM Council Chambers Pension Trustees Page 1 City of Clearwater Draft Pension Trustees Meeting Minutes September 12, 2016 Roll Call Present 5 - Chair George N. Cretekos, Trustee Doreen Caudell, Trustee Bob Cundiff, Trustee Hoyt Hamilton, and Trustee Bill Jonson Also Present – William B. Horne – City Manager, Jill Silverboard – Deputy City Manager, Pamela K. Akin – City Attorney, Rosemarie Call – City Clerk, Nicole Sprague – Official Records and Legislative Services Coordinator, and Joe Roseto – Human Resources Director To provide continui ty for research, items are listed in agenda order although not ne cessarily discussed in that order. Unapproved 1. Call To Order – Chair Cretekos The meeting was called to order at 1:24 p.m. at City Hall. 2. Approval of Minutes 2.1 Approve the minutes of the August 15, 2016 Pension Trustees Meeting as submitted in written summation by the City Clerk. Trustee Cundiff moved to approve the minutes of the August 15, 2016 Pension Trustees Meeting as submitted in written summation by the City Clerk. The motion was duly seconded and carried unanimously. 3. Citizens to be Heard Regarding Items Not on the Agenda – None. 4. New Business Items 4.1 Approve the new hires for acceptance into the Pension Plan as listed. Name/Job Classification/Department Pension Eligibility Date Todd Selby, Fleet Mechanic, General Services 07/11/2016 Jeremy Shaw, Drafting and Mapping Technician, Engineering 07/11/2016 Ryan Bianca *, Police Officer, Police 07/11/2016 Patrick Volpe, Police Officer, Police 07/11/2016 Darius Moore **, Solid Waste Worker, Solid Waste 07/11/2016 Janet Roehrich ***, Development Review Tech., Planning and Dev. 07/23/2016 Michael Marry ****, Stormwater Technician II, Engineering 07/25/2016 Catherine Corcoran *****, Park Support Spec., Parks and Rec. 07/25/2016 Page 2 City of Clearwater Draft Pension Trustees Meeting Minutes September 12, 2016 Ryan Healy, Parks Service Technician I, Parks and Rec. 07/25/2016 Tania Vasquez, Customer Service Rep., Planning and Dev. 07/25/2016 Patricia McPhillips, Police Information Technician I, Police 07/25/2016 Lacey Teagues, Police Communications Operator Trainee, Police 07/25/2016 Heather Geiler, Police Communications Operator Trainee, Police 07/25/2016 Richard Podolsky, Police Communications Operator Trainee, Police 07/25/2016 Sylvester Hall, Solid Waste Equipment Operator, Solid Waste 07/25/2016 Logan Smith, Solid Waste Equipment Operator, Solid Waste 07/25/2016 * Ryan Bianca was employed in part time temporary positions through AmeriCorps from 01/02/2014 to 12/12/2014 and 01/05/2015 to 12/11/2015. He was hired into a full time position on 07/11/2016 and will be eligible for pension as of 07/11/2016. ** Darius Moore was employed in a part time temporary position from 02/22/2016 to 07/10/2016, and then hired into a full time position on 07/11/2016. He will be eligible for pension as of 07/11/2016. ***Janet Roehrich was previously employed in a full time position from 02/06/1995 to 07/19/1998, and a part time position from 07/20/1998 to 07/22/2016. She was hired into a full time position on 07/23/2016 and will be eligible for pension as of 07/23/2016. **** Michael Marry was employed in a part time temporary position from 04/18/2016 to 07/22/2016, and then hired into a full time position on 07/25/2016. He will be eligible for pension as of 07/25/2016. *****Catherine Corcoran was employed in a part time temporary position from 01/12/2013 to 09/27/2013. She was hired into a full time position on 07/25/2016 and will be eligible for pension as of 07/25/2016. Trustee Hamilton moved to approve the new hires for acceptance into the Pension Plan as listed. The motion was duly seconded and carried unanimously. 4.2 Approve the following request of employee Emanuel Dudley, Solid Waste General Services Department to vest their pension as provided by Section 2.419 of the Employees’ Pension Plan. Emanuel Dudley, Solid Waste Equipment Operator, Solid Waste General Services Department, was employed by the City on May 2, 2005 and began participating in the Pension Plan on that date. Mr. Dudley terminated from city employment on July 29, 2016. The Employees’ Pension Plan provides that should an employee cease to be an employee of the City of Clearwater or change status from full-time to part-time after completing ten or more years of creditable service (pension participation), such employee shall acquire a vested interest in the retirement benefits. Vested pension payments commence on the first of the month Page 3 City of Clearwater Draft Pension Trustees Meeting Minutes September 12, 2016 following the month in which the employee normally would have been eligible for retirement. Section 2.416 provides for normal retirement eligibility for non-hazardous duty employees hired prior to the effective date of this reinstatement (January 1, 2013), a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of fifty-five years and completed twenty years of credited service; the date on which a participant has reached age sixty-five years and completed ten years of credited service; or the date on which a member has completed thirty years of service regardless of age. For non-hazardous duty employees hired on or after the effective date of this restatement, a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of sixty years and completed twenty-five years of credited service; or the date on which a participant has reached the age of sixty-five years and completed ten years of credited service. Mr. Dudley will meet the non-hazardous duty criteria and begin collecting a pension in November 2033. Section 2.416 provides for normal retirement eligibility for hazardous duty employees, a member shall be eligible for retirement following the earlier of the date on which the participant has completed twenty years of credited service regardless of age, or the date on which the participant has reached fifty-five years and completed ten years of credited service. Trustee Jonson moved to approve the following request of employee Emanuel Dudley, Solid Waste General Services Department to vest their pension as provided by Section 2.419 of the Employees’ Pension Plan. The motion was duly seconded and carried unanimously. 4.3 Approve the following request of employees Dale Fitzpatrick, Solid Waste General Services Department, Debora Kendall, Parks and Recreation Department, Elaine V. Lewis, Police Department, Margarita Lyons, Library Department, and Julia Tynefield, Parks and Recreation Department for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. Dale Fitzpatrick, Building and Maintenance Supervisor, Solid Waste General Services Department, was employed by the City on October 19, 1987, and his pension service credit is effective on that date. His pension will be effective August 1, 2016. Based on an average salary of approximately $61,612.21 over the past five years, the formula for computing regular pensions and Mr. Fitzpatrick’s selection of the 100% Joint and Survivor Annuity, this pension Page 4 City of Clearwater Draft Pension Trustees Meeting Minutes September 12, 2016 benefit will be approximately $44,347.56 annually. Debora Kendall, Parks Service Tech III, Parks and Recreation Department, was employed by the City on February 8, 1988, and her pension service credit is effective on that date. Her pension will be effective October 1, 2016. Based on an average salary of approximately $46,941.86 over the past five years, the formula for computing regular pensions and Ms. Kendall’s selection of the Life Annuity, this pension benefit will be approximately $36,923.40 annually. Elaine V. Lewis, Police Office Specialist, Police Department, was employed by the City on March 1, 1999, and her pension service credit is effective October 7, 2002. Her pension will be effective October 1, 2016. Based on an average salary of approximately $40,724.81 over the past five years, the formula for computing regular pensions and Ms. Lewis’ selection of the Life Annuity, this pension benefit will be approximately $15,660.36 annually. Margarita Lyons, Library Assistant, Library Department, was employed by the City on October 17, 1994, and her pension service credit is effective on that date. Her pension will be effective October 1, 2016. Based on an average salary of approximately $34,897.73 over the past five years, the formula for computing regular pensions and Ms. Lyons’ selection of the 50% Joint and Survivor Annuity, this pension benefit will be approximately $22,256.04 annually. Julia Tynefield, Personnel/Payroll Technician, Parks and Recreation Department, was employed by the City on January 16, 2001, and her pension service credit is effective on that date. Her pension will be effective October 1, 2016. Based on an average salary of approximately $31,423.84 over the past five years, the formula for computing regular pensions and Ms. Tynefield’s selection of the Life Annuity, this pension benefit will be approximately $13,557.72 annually. Section 2.416 provides for normal retirement eligibility for non-hazardous duty employees hired prior to the effective date of this reinstatement (January 1, 2013), a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of fifty-five years and completed twenty years of credited service; the date on which a participant has reached age sixty-five years and completed ten years of credited service; or the date on which a member has completed thirty years of service regardless of age. For non-hazardous duty employees hired on or after the effective date of this restatement, a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of sixty years and completed twenty-five years of credited service; or the date on which a participant has reached the age of sixty-five years and completed ten years of Page 5 City of Clearwater Draft Pension Trustees Meeting Minutes September 12, 2016 credited service. Mr. Fitzpatrick, Ms. Kendall, Ms. Lewis, Ms. Lyons and Ms. Tynefield have met the non-hazardous duty criteria. Section 2.416 provides for normal retirement eligibility for hazardous duty employees, a member shall be eligible for retirement following the earlier of the date on which the participant has completed twenty years of credited service regardless of age, or the date on which the participant has reached fifty-five years and completed ten years of credited service. Trustee Caudell moved to approve the following request of employees Dale Fitzpatrick, Solid Waste General Services Department, Debora Kendall, Parks and Recreation Department, Elaine V. Lewis, Police Department, Margarita Lyons, Library Department, and Julia Tynefield, Parks and Recreation Department for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. The motion was duly seconded and carried unanimously. 4.4 Approve the recommended pension plan expenditures for fiscal year 2017, totaling $338,900. The Employees’ Pension Plan does not have a legally required budget, however all expenditures must be approved by the Trustees. The following are routine administrative expenditures that staff is requesting approval of for administrative efficiency. The recommended expenditures for fiscal year 2017 reflect a $20,500, or 6.4%, increase from the fiscal 2016 expenditures. This increase is primarily due to a one-time expenditure of $15,000 to convert the pension payroll administrator’s cubicle to an office. This will provide privacy for pension-related consultations with employees and pensioners. Training and travel are the estimated costs of pension-related training and travel, including fiduciary training for the Trustees and Pension Advisory Committee (PAC) members. This is a not-to-exceed amount given uncertainty regarding the number of Trustees and PAC members that may elect to pursue training. Reimbursements to the General Fund and Central Insurance Fund are for the cost of oversight and administration of the Plan. The reimbursements are for services provided by Human Resources, Payroll, and Finance personnel, along with related operating expenditures. Page 6 City of Clearwater Draft Pension Trustees Meeting Minutes September 12, 2016 The firm of Klausner, Kaufman, Jensen and Levinson currently serves as the Plan’s pension attorneys. Annual attorney fees also include medical bills for medical services authorized by the PAC, as well as attorney fees for disability cases and hearings. Money manager, performance measurement consulting, safekeeping, and actuary fees are all governed by contracts separately approved by the Trustees, and are not included in this agenda item total. APPROPRIATION CODE AND AMOUNT: 0646-xxxxx-5xxxxx (various pension plan expenditure codes) In response to questions, Finance Director Jay Ravins said the reimbursement to the central insurance fund is for Human Resources personnel that are charged to the central insurance fund. The dedicated office space will allow the employee to review documents and receive appointments in one private location, rather than walking to a conference room. Trustee Cundiff moved to approve the recommended pension plan expenditures for fiscal year 2017, totaling $338,900. The motion was duly seconded and carried unanimously. 5. Adjourn The meeting adjourned at 1:29 p.m. Chair Employees’ Pension Plan Trustees Attest City Clerk Page 7 City of Clearwater Draft Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#16-2758 Agenda Date: 10/17/2016 Status: Agenda ReadyVersion: 2 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.1 SUBJECT/RECOMMENDATION: Approve the new hires for acceptance into the Pension Plan as listed. SUMMARY: Name/Job Classification/Department Pension Eligibility Date Emmanuel Corujo, Police Officer, Police 08/08/2016 Efrain Andino, Gas Technician I, Gas 08/08/2016 Kevin Nichols, Gas Technician I, Gas 08/08/2016 Anthony Mauri, Fleet Mechanic, General Services 08/08/2016 Keith Farrington, Electrical Supervisor, General Services 08/08/2016 Lawrence Flory *, Police Communications Operator Trainee, Police 08/22/2016 Donald Robinson, Gas Technician I, Gas 08/22/2016 Stephon Byrd, Solid Waste Equipment Operator, Solid Waste 08/22/2016 Richard Rios, Solid Waste Equipment Operator, Solid Waste 08/22/2016 Bryant Wilson, Solid Waste Equipment Operator, Solid Waste 08/22/2016 Andrew Bassant, Parks Service Technician I, Parks and Recreation 08/22/2016 * Lawrence Flory was employed in part time temporary positions from 06/02/2014 to 12/12/2014 and 03/22/2016 to 08/19/2016. He was hired into a full time position on 08/22/2016 and will be eligible for pension as of 08/22/2016. APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 1 City of Clearwater Printed on 10/12/2016 Interoffice Correspondence Sheet TO:Pension Advisory Committee FROM:Joseph Roseto, Human Resources Director SUBJECT:Recommendation for Acceptance into Pension Plan DATE: Subject/Recommendation: Recommend approval of the new hires for acceptance into the Pension Plan as listed. Name Job Classification Department Pension Eligibility Date Emmanuel Corujo Police Officer Police 08/08/2016 Efrain Andino Gas Technician I Gas 08/08/2016 Kevin Nichols Gas Technician I Gas 08/08/2016 Anthony Mauri Fleet Mechanic General Services 08/08/2016 Keith Farrington Electrical Supervisor General Services 08/08/2016 Lawrence Flory * Police Communications Operator Trainee Police 08/22/2016 Donald Robinson Gas Technician I Gas 08/22/2016 Stephon Byrd Solid Waste Equipment Operator Solid Waste 08/22/2016 Richard Rios Solid Waste Equipment Operator Solid Waste 08/22/2016 Bryant Wilson Solid Waste Equipment Operator Solid Waste 08/22/2016 Andrew Bassant Parks Service Technician I Parks and Recreation 08/22/2016 * Lawrence Flory was employed in part time temporary positions from 06/02/2014 to 12/12/2014 and 03/22/2016 to 08/19/2016. He was hired into a full time position on 08/22/2016 and will be eligible for pension as of 08/22/2016. Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#16-2759 Agenda Date: 10/17/2016 Status: Agenda ReadyVersion: 2 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.2 SUBJECT/RECOMMENDATION: Approve the following request of employees Allison Cox, Parks and Recreation Department, Suzanne Hamilton, Library Department and Barry LeCavalier, Public Utilities Department, to vest their pensions as provided by Section 2.419 of the Employees’ Pension Plan. SUMMARY: Allison Cox, Parks Service Technician II, Parks and Recreation Department, was employed by the City on December 15, 2003, and began participating in the Pension Plan on that date. Ms. Cox terminated from City employment on May 12, 2016. Suzanne Hamilton, Sr. Library Assistant, Library Department, was employed by the City on January 27, 2001, and began participating in the Pension Plan on that date. Ms. Hamilton will terminate from City employment on September 30, 2016. Barry LeCavalier, Senior Utilities Chemist, Public Utilities Department, was employed by the City on July 11, 2005, and began participating in the Pension Plan on that date. Mr. LeCavalier terminated from City employment on August 26, 2016. The Employees’ Pension Plan provides that should an employee cease to be an employee of the City of Clearwater or change status from full -time to part-time after completing ten or more years of creditable service (pension participation ), 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 2.416 provides for normal retirement eligibility for non -hazardous duty employees hired prior to the effective date of this reinstatement (January 1, 2013), a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of fifty-five years and completed twenty years of credited service; the date on which a participant has reached age sixty -five years and completed ten years of credited service; or the date on which a member has completed thirty years of service regardless of age. For non-hazardous duty employees hired on or after the effective date of this restatement, a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of sixty years and completed twenty -five years of credited service; or the date on which a participant has reached the age of sixty -five years and completed ten years of credited service. Ms. Cox will meet the non -hazardous duty criteria and begin collecting a pension in January 2024. Ms. Hamilton will meet the non-hazardous duty criteria and begin collecting a pension in August 2018. Mr. LeCavalier will meet the non-hazardous duty criteria and begin collecting a pension in December 2033. Section 2.416 provides for normal retirement eligibility for hazardous duty employees, a Page 1 City of Clearwater Printed on 10/12/2016 File Number: ID#16-2759 member shall be eligible for retirement following the earlier of the date on which the participant has completed twenty years of credited service regardless of age, or the date on which the participant has reached fifty-five years and completed ten years of credited service. APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 2 City of Clearwater Printed on 10/12/2016 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#16-2760 Agenda Date: 10/17/2016 Status: Agenda ReadyVersion: 2 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.3 SUBJECT/RECOMMENDATION: Approve the following request of employees Carlos Lang, Police Department, Leonard Melanson, Fire Department, Daniel Rozzi, Police Department, Nancy Scott, Planning and Development and John Witkowski, Planning and Development for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. SUMMARY: Carlos Lang, Police Officer, Police Department, was employed by the City on March 15, 1991, and his pension service credit is effective on January 8, 1994. His pension will be effective September 1, 2016. Based on an average salary of approximately $80,992.31 over the past five years, the formula for computing regular pensions and Mr. Lang’s selection of the 10 Certain and Life Annuity with a 30% Partial Lump Sum, this pension benefit will be approximately $35,257.44 annually. Leonard Melanson, Firefighter /Driver-Operator, Fire Department, was employed by the City on April 28, 1997, and his pension service credit is effective on that date. His pension will be effective May 1, 2017. Based on an average salary of approximately $69,016.57 over the past five years, the formula for computing regular pensions and Mr. Melanson’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $37,315.80 annually. Daniel Rozzi, Police Officer, Police Department, was employed by the City on March 7, 1994, and his pension service credit is effective on that date. His pension will be effective October 1, 2016. Based on an average salary of approximately $78,977.45 over the past five years, the formula for computing regular pensions and Mr. Rozzi’s selection of the 50% Joint and Survivor Annuity, this pension benefit will be approximately $50,143.56 annually. Nancy Scott, Senior Staff Assistant, Planning and Development Department, was employed by the City on April 2, 1981, and her pension service credit is effective on October 13, 1993. Her pension will be effective September 1, 2016. Based on an average salary of approximately $45,750.95 over the past five years, the formula for computing regular pensions and Ms. Scott’s selection of the Life Annuity, this pension benefit will be approximately $28,776.72 annually. John Witkowski, Building Construction Inspector, Planning and Development Department, was employed by the City on April 18, 1994, and his pension service credit is effective on April 19, 1994. His pension will be effective October 1, 2016. Based on an average salary of approximately $59,523.36 over the past five years, the formula for computing regular pensions Page 1 City of Clearwater Printed on 10/12/2016 File Number: ID#16-2760 and Mr. Witkowski’s selection of the Life Annuity with a 30% Partial Lump Sum, this pension benefit will be approximately $25,726.92 annually. Section 2.416 provides for normal retirement eligibility for non -hazardous duty employees hired prior to the effective date of this reinstatement (January 1, 2013), a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of fifty-five years and completed twenty years of credited service; the date on which a participant has reached age sixty -five years and completed ten years of credited service; or the date on which a member has completed thirty years of service regardless of age. For non-hazardous duty employees hired on or after the effective date of this restatement, a member shall be eligible for retirement following the earlier of the date on which a participant has reached the age of sixty years and completed twenty -five years of credited service; or the date on which a participant has reached the age of sixty -five years and completed ten years of credited service. Ms. Scott and Mr. Witkowski have met the non-hazardous duty criteria. Section 2.416 provides for normal retirement eligibility for hazardous duty employees, a member shall be eligible for retirement following the earlier of the date on which the participant has completed twenty years of credited service regardless of age, or the date on which the participant has reached fifty -five years and completed ten years of credited service. Mr. Lang, Mr. Melanson and Mr. Rozzi have met the hazardous duty criteria. APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 2 City of Clearwater Printed on 10/12/2016