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09/18/2017Monday, September 18, 2017 6:00 PM City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Council Chambers Pension Trustees Meeting Agenda September 18, 2017Pension Trustees Meeting Agenda 1. Call To Order 2. Approval of Minutes 2.1 Approve the minutes of the August 14, 2017 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 Georgia Calder, Parks and Recreation Department, Robert Lillico, Solid Waste General Services, Rebecca Shelor, Police Department and Paul Tavernier, Public Utilities Department, for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. 4.3 Approve pension plan expenditures for fiscal year 2018 totaling $338,500. 5. Adjourn Page 2 City of Clearwater Printed on 9/14/2017 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#17-3776 Agenda Date: 9/18/2017 Status: Agenda ReadyVersion: 1 File Type: MinutesIn Control: Pension Trustees Agenda Number: 2.1 SUBJECT/RECOMMENDATION: Approve the minutes of the August 14, 2017 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 9/14/2017 Pension Trustees Meeting Minutes August 14, 2017 City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Meeting Minutes Monday, August 14, 2017 1:00 PM Council Chambers Pension Trustees Page 1 City of Clearwater Draft Pension Trustees Meeting Minutes August 14, 2017 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, Micah Maxwell – Assistant 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 1:56 p.m. at City Hall. 2. Approval of Minutes 2.1 Approve the minutes of the July 17, 2017 Pension Trustees Meeting as submitted in written summation by the City Clerk. Trustee Jonson moved to approve the minutes of the July 17, 2017 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 Lisa Lanza opposed requiring individuals speaking at city meetings to state their name and address before their comments and suggested that rules be amended to allow individuals to provide the information in writing. 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 Courtney Osteen, Library Assistant, Library 05/27/2017 Page 2 City of Clearwater Draft Pension Trustees Meeting Minutes August 14, 2017 Breanna Reed, Police Communications Operator Trainee, Police 05/27/2017 Joseph White, Police Communications Operator Trainee, Police 05/28/2017 Deven Filer, Recreation Leader, Parks and Recreation 05/30/2017 Timothy Hamm, Gas Technician I, Gas 05/30/2017 Brenda Douglas, Senior Acct., Economic Dev.& Housing 06/12/2017 Duy Nguyen, Engineering Specialist I, Engineering 06/12/2017 Donald Giovine, Code Enforcement Inspector, Planning & Dev. 06/12/2017 Jacqline Cudizio, Police Communications Operator Trainee, Police 06/12/2017 Krystal Kuhn, Police Communications Operator Trainee, Police 06/12/2017 Adam Marston, Police Communications Operator Trainee, Police 06/12/2017 Ethan Winget, Marine Facility Operator, Marina 06/24/2017 Shawnita Barbee, Police Service Technician, Police 06/26/2017 Lonzo Sanders, Recreation Programmer, Parks and Recreation 06/26/2017 Jonathan Campbell, Solid Waste Worker, Solid Waste 06/26/2017 Darius Bryant, Solid Waste Worker, Solid Waste 06/26/2017 Trustee Caudell 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 employees Timothy Charles, Public Utilities Department, Donald Hlinka, Gas Department, Kari Sassorossi, Library Department, Joseph Walden, Solid Waste General Services and William Wallace, Gas Department, for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. Body: SUMMARY: Timothy Charles, Public Utilities Supervisor II, Public Utilities Department, was employed by the City on November 9, 1987, and his pension service credit is effective on that date. His pension will be effective December 1, 2017. Based on an average salary of approximately $61,657.05 over the past five years, the formula for computing regular pensions and Mr. Charles’ selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $46,435.32 annually. Donald Hlinka, Gas Tech III, Gas Department, was employed by the City on June 13, 1994, and his pension service credit is effective on that date. His pension will be effective July 1, 2017. Based on an average salary of approximately $47,376.71 over the past five years, the formula for computing regular pensions and Mr. Hlinka’s selection of the Life Annuity, this pension benefit will be approximately $30,030.84 annually. Kari Sassorossi, Accounting Technician, Library Department, was employed by the City on March 16, 1987, and her pension service credit is effective on that date. Her pension will be effective July 1, 2017. Based on an average salary of approximately $43,619.21 over the past five years, the formula for computing regular pensions and Ms. Sassorossi’s selection of the Life Annuity, this pension benefit will be approximately $36,335.64 annually. Page 3 City of Clearwater Draft Pension Trustees Meeting Minutes August 14, 2017 Joseph Walden, Solid Waste Equipment Operator, Solid Waste General Services Department, was employed by the City on April 27, 1987, and his pension service credit is effective on May 28, 1992. His pension will be effective July 1, 2017. Based on an average salary of approximately $48,952.02 over the past five years, the formula for computing regular pensions and Mr. Walden’s selection of the 50% Joint and Survivor Annuity with a 10% Partial Lump Sum, this pension benefit will be approximately $27,917.88 annually. William Wallace, Gas Tech III, Gas Department, was employed by the City on June 22, 1987, and his pension service credit is effective on October 13, 1987. His pension will be effective July 1, 2017. Based on an average salary of approximately $61,323.61 over the past five years, the formula for computing regular pensions and Mr. Wallace’s selection of the Joint and Survivor Annuity, this pension benefit will be approximately $50,114.16 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. Mr. Charles, Mr. Hlinka, Ms. Sassorossi, Mr. Walden and Mr. Wallace 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 Cundiff moved to approve the following request of employees Timothy Charles, Public Utilities Department, Donald Hlinka, Gas Department, Kari Sassorossi, Library Department, Joseph Walden, Solid Waste General Services and William Wallace, Gas 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. Page 4 City of Clearwater Draft Pension Trustees Meeting Minutes August 14, 2017 4.3 Approve the following request of employees Christopher Hoyne, Fire Department, John McQueeney, Gas Department, Patricia Post, Finance Department and Christopher Trauner, IT Department, to vest their pensions as provided by Section 2.419 of the Employees’ Pension Plan. Christopher Hoyne, Fire Lieutenant, Fire Department, was employed by the City on October 16, 2000, and began participating in the Pension Plan on that date. Mr. Hoyne terminated from City employment on June 30, 2017. John McQueeney, Gas Specialist, Gas Department, was employed by the City on February 21, 2001, and began participating in the Pension Plan on that date. Mr. McQueeney terminated from City employment on June 23, 2017. Patricia Post, Sr. Risk Management Specialist, Finance Department, was employed by the City on October 11, 1999, and began participating in the Pension Plan on that date. Ms. Post terminated from City employment on June 2, 2017. Christopher Trauner, Network Analyst II, IT Department, was employed by the City on October 31, 2005, and began participating in the Pension Plan on that date. Mr. Munson terminated from City employment on February 25, 2017. 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. Mr. McQueeney will meet the non-hazardous duty criteria and begin collecting a pension in March 2021. Ms. Post will meet the non-hazardous duty criteria and begin collecting a pension in November 2019. Mr. Trauner will meet the non-hazardous duty criteria and begin collecting a pension in November 2025. Page 5 City of Clearwater Draft Pension Trustees Meeting Minutes August 14, 2017 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. Hoyne will meet the hazardous duty criteria and begin collecting pension in November 2020. Trustee Hamilton moved to approve the following request of employees Christopher Hoyne, Fire Department, John McQueeney, Gas Department, Patricia Post, Finance Department and Christopher Trauner, IT Department, to vest their pensions as provided by Section 2.419 of the Employees’ Pension Plan. The motion was duly seconded and carried unanimously. 5. Adjourn The meeting adjourned at 2:00 p.m. Chair Employees’ Pension Plan Trustees Attest City Clerk Page 6 City of Clearwater Draft Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#17-3733 Agenda Date: 9/18/2017 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 Jacinta Garcia Corcoba, Engineering Technician, Gas 07/10/2017 Ileana Diaz, Police Information Technician I, Police 07/10/2017 Jeffery Harmon, Library Technology Specialist, Library 07/10/2017 Michael Lavery, Parks Support and Planning Specialist, Parks and Recreation 07/10/2017 Eric Keels, Parks Service Technician I, Parks and Recreation 07/10/2017 Garett Lanzilotta, Parks Service Technician I, Parks and Recreation 07/10/2017 Tara Elswick, Senior Staff Assistant, Public Utilities 07/10/2017 Joshua Wolfe, WasteWater Treatment Plant Operator Trainee, Public Utilities 07/10/2017 Joshua Naylor, Survey Assistant I, Engineering 07/10/2017 Teresa Simpson, Electronics Technician, Public Utilities 07/10/2017 Isabel Mastrapa Rodriguez, Customer Service Representative, Planning and Development 07/24/2017 Michael Flory, Police Communications Operator Trainee, Police 07/24/2017 Richonja Blanchard, Police Communications Operator Trainee, Police 07/24/2017 Ernest Bell, Solid Waste Worker, Solid Waste 07/24/2017 Richard Camble, , Solid Waste Worker, Solid Waste 07/24/2017 APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 1 City of Clearwater Printed on 9/14/2017 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 Jacinta Garcia Corcoba Engineering Technician Gas 07/10/2017 Ileana Diaz Police Information Technician I Police 07/10/2017 Jeffery Harmon Library Technology Specialist Library 07/10/2017 Michael Lavery Parks Support and Planning Specialist Parks and Recreation 07/10/2017 Eric Keels Parks Service Technician I Parks and Recreation 07/10/2017 Garett Lanzilotta Parks Service Technician I Parks and Recreation 07/10/2017 Tara Elswick Senior Staff Assistant Public Utilities 07/10/2017 Joshua Wolfe WasteWater Treatment Plant Operator Trainee Public Utilities 07/10/2017 Joshua Naylor Survey Assistant I Engineering 07/10/2017 Teresa Simpson Electronics Technician Public Utilities 07/10/2017 Isabel Mastrapa Rodriguez Customer Service Representative Planning and Development 07/24/2017 Michael Flory Police Communications Operator Trainee Police 07/24/2017 Richonja Blanchard Police Communications Operator Trainee Police 07/24/2017 Ernest Bell Solid Waste Worker Solid Waste 07/24/2017 Richard Camble Solid Waste Worker Solid Waste 07/24/2017 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#17-3734 Agenda Date: 9/18/2017 Status: Agenda ReadyVersion: 2 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.2 SUBJECT/RECOMMENDATION: Approve the following request of employees Georgia Calder, Parks and Recreation Department, Robert Lillico, Solid Waste General Services, Rebecca Shelor, Police Department and Paul Tavernier, Public Utilities Department, for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. SUMMARY: Georgia Calder, Parks Service Technician II, Parks and Recreation Department, was employed by the City on July 20, 1998, and her pension service credit is effective on that date. Her pension will be effective November 1, 2017. Based on an average salary of approximately $34,047.35 over the past five years, the formula for computing regular pensions and Ms . Calder’s selection of the Life Annuity, this pension benefit will be approximately $18,026.40 annually. Robert Lillico, Solid Waste Supervisor I, Solid Waste General Services Department, was employed by the City on July 5, 1988, and his pension service credit is effective on that date . His pension will be effective September 1, 2017. Based on an average salary of approximately $56,163.96 over the past five years, the formula for computing regular pensions and Mr. Lillico’s selection of the Life Annuity, this pension benefit will be approximately $45,030.96 annually. Rebecca Shelor, Police Communications Operator, Police Department, was employed by the City on May 20, 1987, and her pension service credit is effective on March 14, 1988. Her pension will be effective August 1, 2017. Based on an average salary of approximately $59,035.89 over the past five years, the formula for computing regular pensions and Ms . Shelor’s selection of the 100% Joint and Survivor Annuity with a 30% Partial Lump Sum, this pension benefit will be approximately $26,772.60 annually. Paul Tavernier, Wastewater Treatment Plant Operator A, Public Utilities Department, was employed by the City on March 9, 1992, and his pension service credit is effective on that date . His pension will be effective August 1, 2017. Based on an average salary of approximately $70,659.89 over the past five years, the formula for computing regular pensions and Mr . Tavernier’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $48,286.44 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 Page 1 City of Clearwater Printed on 9/14/2017 File Number: ID#17-3734 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. Calder, Mr. Lillico, Ms. Shelor and Mr. Tavernier 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. APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 2 City of Clearwater Printed on 9/14/2017 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#17-3857 Agenda Date: 9/18/2017 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.3 SUBJECT/RECOMMENDATION: Approve pension plan expenditures for fiscal year 2018 totaling $338,500. SUMMARY: 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 2018 reflect a $7,400, or 2.1% decrease from the fiscal 2017 expenditures . This decrease is primarily due to a $15,000 fiscal 2017 one-time capital project to convert the pension payroll administrator ’s cubicle to a private office. After adjustment for the one-time expenditure, fiscal year 2018 reflects a $7,600, or 2.3% increase, primarily due to a $5,000 increase in actuarial consulting fees as a contingency for services related to pension negotiations. Training and travel are the estimated costs of pension training and related travel, including fiduciary training for the Trustees and Pension Advisory Committee (PAC) members. This is a not-to-exceed amount given uncertainty regarding the number of Trustees and PAC members that may elect to pursue training. Reimbursements to the General Fund and Central Insurance Fund are for the cost of oversight and administration of the Plan. The reimbursements are for services provided by Human Resources, Payroll, and Finance personnel, along with related operating expenditures. The firm of Klausner, Kaufman, Jensen and Levinson currently serves as the Plan ’s pension attorneys. Annual attorney fees also include medical bills for medical services authorized by the PAC, as well as attorney fees for disability cases and hearings. Money manager, performance measurement consulting, custodial /safekeeping, and actuary fees (other than actuary hourly consulting) are all governed by contracts separately approved by the Trustees, and are not included in this agenda item total. APPROPRIATION CODE AND AMOUNT: 0646-xxxxx-5xxxxx (various pension plan expenditure codes) Page 1 City of Clearwater Printed on 9/14/2017 Description FY 2018 FY 2017 Increase/ (Decrease) % Increase/ Decrease 541600 Building & Maint - Variable Charges (Convert Payroll Pension Administrators's cubicle to office for employee/pensioner privacy)-$ 15,000$ (15,000)$ One time capital 543400 Printing & Binding 400 400 - 0.0% 542500 Postage 400 400 - 0.0% 557100 Memberships 600 600 - 0.0% 548000 Misc 100 100 - 0.0% 557300 Training 5,000 5,000 - 0.0% 547200 Travel Expense 3,000 3,000 - 0.0% 521500 Physicals 29,500 29,500 - 0.0% 590200 Reimbursement to General Fund/Central Ins. Fund (Human Resources)38,700 37,600 1,100 2.9% 590200 Reimbursement to General Fund (Accounting & Finance)19,200 18,900 300 1.6% 590200 Reimbursement to General Fund (Payroll & IT)89,600 88,400 1,200 1.4% 530100 Pension Attorney 140,000 140,000 - 0.0% 530100 Annual software license - GRS benefit calculator 2,000 2,000 - 0.0% 530100 Consulting fees - pension buy-backs and other 10,000 5,000 5,000 100.0% Totals 338,500$ 345,900$ (7,400)$ -2.1% Totals without FY2017 one-time capital 338,500$ 330,900$ 7,600 2.3% General Fund Reimbursement HR 25,900$ 25,300$ 600$ 2.4% Acctg Finance 19,200 18,900 300 1.6% Payroll IT 89,600 88,400 1,200 1.4% General Fund Totals 134,700$ 132,600$ 2,100$ 1.6% Central Insurance Fund Reimbursement - HR 12,800$ 12,300$ 500$ 4.1% Combined General Fund and Central Insurance Fund HR 38,700$ 37,600$ 1,100$ 2.9% Acctg Finance 19,200 18,900 300 1.6% Payroll IT 89,600 88,400 1,200 1.4% 147,500$ 144,900$ 2,600$ 1.8% City of Clearwater Employees' Pension Plan Administrative Expenditures