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09/17/2018Monday, September 17, 2018 1:00 PM City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Council Chambers Pension Trustees Meeting Agenda September 17, 2018Pension Trustees Meeting Agenda 1. Call To Order 2. Approval of Minutes 2.1 Approve the minutes of the August 13, 2018 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 employee Shari Lepper, Economic Development and Housing Department to vest their pension as provided by Section 2.419 of the Employees’ Pension Plan. 4.3 Approve the following request of employees Holly Albright, Finance Department, Linda Galioto, Police Department, Jay Schmitt, Fire Department, Patricia Shields, Finance Department, Christopher Varnis, Solid Waste General Services Department, and Brenda Patrick, Gas Department for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. 4.4 Approve pension plan expenditures for fiscal year 2019 totaling $351,600. 5. Director's Report 6. Adjourn Page 2 City of Clearwater Printed on 9/13/2018 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#18-5076 Agenda Date: 9/17/2018 Status: Agenda ReadyVersion: 1 File Type: MinutesIn Control: Pension Trustees Agenda Number: 2.1 SUBJECT/RECOMMENDATION: Approve the minutes of the August 13, 2018 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 9/13/2018 Pension Trustees Meeting Minutes August 13, 2018 Page 1 City of Clearwater City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Meeting Minutes Monday, August 13, 2018 1:00 PM Council Chambers Pension Trustees Draft Pension Trustees Meeting Minutes August 13, 2018 Page 2 City of Clearwater Roll Call Present 4 - Chair George N. Cretekos, Trustee Doreen Caudell, Trustee Hoyt Hamilton, and Trustee David Allbritton Absent 1 - Trustee Bob Cundiff Also Presen t – W illiam B. Ho rne – City Manager, Micah Maxwell – Assistant City Manager, Pamela K. Akin – City Attorney, Rosem ar ie Call – City Clerk, Nicole Spra gue – Offic ial Re cords and Le gis lati ve Ser vice s Coo rd in ator, and Joe Roseto – Human Resources Director To pro vi de continui ty fo r research, items are li sted in agend a order altho ugh not necessarily disc ussed in that order. Unapproved 1. Call to Order – Chair Cretekos The meeting was called to order at 1:02 p.m. at City Hall. 2. Approval of Minutes 2.1 Approve the minutes of the July 16, 2018 Pension Trustees Meeting as submitted in written summation by the City Clerk. Trustee Hamilton moved to approve the minutes of the July 16, 2018 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 Elizabeth Stagliano, Recreation Leader, Parks and Recreation 06/09/2018 Alexander Hannah, Water Distribution Operator Trainee, Public 06/11/2018 Draft Pension Trustees Meeting Minutes August 13, 2018 Page 3 City of Clearwater Utilities James Miller, Water Distribution Operator Trainee, Public Utilities 06/11/2018 Louis Marquez, Traffic Signal Technician, Engineering 06/11/2018 Tayna Martinez, Staff Assistant, Fire 06/11/2018 Branden Leap, Parks Service Technician I, Parks & Recreation 06/11/2018 Donna Jarrell, Police Communications Operator Trainee, Police 06/11/2018 Samantha Sheaffer, Police Communications Operator, Police 06/11/2018 James Brown, Tradesworker, Marine and Aviation 06/11/2018 Monica Dilley, Custodial Worker, Parks & Recreation 06/11/2018 Richard Hartman, Senior Planner, Planning and Development 06/25/2018 Gregory Dixon, Code Enforcement Inspector, Planning and Dev 06/25/2018 Franklin Kentpas, Parking Enforcement Specialist, Engineering 06/25/2018 Robert Manca, Fleet Mechanic, General Services 06/25/2018 Valerie Christou, Recreation Specialist, Parks and Recreation 06/25/2018 Grant Farley, Solid Waste Worker, Solid Waste 06/25/2018 Marvin Blythewood, Solid Waste Equipment Operator, Solid Waste 06/25/2018 Kimberly Posnak, Dev. Review Tech. I, Planning and Development 06/25/2018 Trustee Allbritton 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 Lindsey Bessette, Customer Service Department, Melissa Harris, Police Department and Steven Strong, Fire Department to vest their pensions as provided by Section 2.419 of the Employees’ Pension Plan. Lindsey Bessette, Senior Systems Analyst, Customer Service Department, was employed by the City on July 12, 2004, and began participating in the Pension Plan on that date. Ms. Bessette terminated from City employment on April 28, 2018. Melissa Harris, Police Officer, Police Department, was employed by the City on March 15, 1999, and began participating in the Pension Plan on that date. Ms. Harris terminated from City employment on June 12, 2018. Steven Strong, Fire Deputy Chief, Fire Department, was employed by the City on April 18, 2005 and began participating in the Pension Plan on that date. Mr. Strong terminated from City employment on May 22, 2018. 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 Draft Pension Trustees Meeting Minutes August 13, 2018 Page 4 City of Clearwater 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. Bessette will meet the non-hazardous duty criteria and begin collecting a pension in August 2034. 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. Ms. Harris will meet the hazardous duty criteria and begin collecting pension in April 2019. Mr. Strong will meet the hazardous duty criteria and begin collecting pension in December 2020. Trustee Caudell moved to approve the following request of employees Lindsey Bessette, Customer Service Department, Melissa Harris, Police Department and Steven Strong, Fire Department to vest their pensions 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 Diane Bennett, Police Department, John Brown, Police Department, Debra Reid, Parks and Recreation Department and Janet Skinner, Police Department, for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. Diane Bennett, Police Communication Supervisor, Police Department, was employed by the City on March 14, 1988, and her pension service credit is effective on September 1, 1997. Her pension will be effective August 1, 2018. Based on an average salary of approximately $61,923.91 over the past five years, the formula for computing regular pensions and Ms. Bennett’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $30,912.60 annually. Draft Pension Trustees Meeting Minutes August 13, 2018 Page 5 City of Clearwater John Brown, Police Sergeant, Police Department, was employed by the City on October 18, 1993, and his pension service credit is effective on January 10, 1994. His pension will be effective July 1, 2018. Based on an average salary of approximately $88,343.11 over the past five years, the formula for computing regular pensions and Mr. Brown’s selection of the 50% Joint and Survivor Annuity, this pension benefit will be approximately $54,717.36 annually. Debra Reid, Administrative Analyst, Parks and Recreation Department, was employed by the City on May 6, 1996, and her pension service credit is effective on that date. Her pension will be effective October 1, 2018. Based on an average salary of approximately $48,089.84 over the past five years, the formula for computing regular pensions and Ms. Reid’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $27,058.32 annually. Janet Skinner, Grants Coordinator, Police Department, was employed by the City on January 27, 1992, and her pension service credit is effective on that date. Her pension will be effective October 1, 2018. Based on an average salary of approximately $57,648.08 over the past five years, the formula for computing regular pensions and Ms. Skinner’s selection of the Life Annuity, this pension benefit will be approximately $42,284.04 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 (60) 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. Bennett, Ms. Reid and Ms. Skinner 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. Brown has met the hazardous duty criteria. Trustee Hamilton moved to approve the following request of employees Diane Bennett, Police Department, John Brown, Police Department, Debra Reid, Parks and Recreation Department and Janet Skinner, Police Department, for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. The Draft Pension Trustees Meeting Minutes August 13, 2018 Page 6 City of Clearwater motion was duly seconded and carried unanimously. 5. Director's Report – None. 6. Adjourn The meeting adjourned at 1:04 p.m. Chair Employees’ Pension Plan Trustees Attest City Clerk Draft Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#18-4916 Agenda Date: 9/17/2018 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 Jenelle Ostrowski, Senior Professional Engineer, Engineering 07/09/2018 Kelly Gumto, Accounting Technician, Parks and Recreation 07/09/2018 Eustace Trocard, Heavy Equipment Operator, Parks and Recreation 07/09/2018 Deandre Lane, Parks Service Technician I, Parks and Recreation 07/09/2018 Marcus Boykins, Solid Waste Equipment Operator, Solid Waste 07/09/2018 Michael Finocchio, Wastewater Treatment Plant Operator C, Public Utilities 07/09/2018 Michael Buis, Police Officer, Police 07/23/2018 Brittany Camera, Police Officer, Police 07/23/2018 Paul Gonzales, Police Officer, Police 07/23/2018 Jared Karpiscak, Police Officer, Police 07/23/2018 Michael Omer, Police Officer, Police 07/23/2018 Nicholas Paloma, Police Officer, Police 07/23/2018 Mikul Robinson, Police Officer, Police 07/23/2018 Scott Yeates, Police Officer, Police 07/23/2018 Nancy Gardner, Staff Assistant, Planning and Development 07/23/2018 Todd West, Building Construction Inspector, Planning and Development 07/23/2018 Nicholas Galante, Parking Enforcement Specialist, Engineering 07/23/2018 Julian McClaney, Parks Service Technician I, Parks and Recreation 07/23/2018 Peyton James, Solid Waste Equipment Operator, Solid Waste 07/23/2018 APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 1 City of Clearwater Printed on 9/13/2018 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 Jenelle Ostrowski Senior Professional Engineer Engineering 07/09/2018 Kelly Gumto Accounting Technician Parks and Recreation 07/09/2018 Eustace Trocard Heavy Equipment Operator Parks and Recreation 07/09/2018 Deandre Lane Parks Service Technician I Parks and Recreation 07/09/2018 Marcus Boykins Solid Waste Equipment Operator Solid Waste 07/09/2018 Michael Finocchio Wastewater Treatment Plant Operator C Public Utilities 07/09/2018 Michael Buis Police Officer Police 07/23/2018 Brittany Camera Police Officer Police 07/23/2018 Paul Gonzales Police Officer Police 07/23/2018 Jared Karpiscak Police Officer Police 07/23/2018 Michael Omer Police Officer Police 07/23/2018 Nicholas Paloma Police Officer Police 07/23/2018 Mikul Robinson Police Officer Police 07/23/2018 Scott Yeates Police Officer Police 07/23/2018 Nancy Gardner Staff Assistant Planning and Development 07/23/2018 Todd West Building Construction Inspector Planning and Development 07/23/2018 Nicholas Galante Parking Enforcement Specialist Engineering 07/23/2018 Julian McClaney Parks Service Technician I Parks and Recreation 07/23/2018 Peyton James Solid Waste Equipment Operator Solid Waste 07/23/2018 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#18-4918 Agenda Date: 9/17/2018 Status: Agenda ReadyVersion: 2 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.2 SUBJECT/RECOMMENDATION: Approve the following request of employee Shari Lepper, Economic Development and Housing Department to vest their pension as provided by Section 2.419 of the Employees’ Pension Plan. SUMMARY: Shari Lepper, Staff Assistant, Economic Development and Housing Department, was employed by the City on June 16, 2003, and began participating in the Pension Plan on July 25, 2005. Ms. Lepper terminated from City employment on July 14, 2018. 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. Lepper will meet the non-hazardous duty criteria and begin collecting a pension in August 2025. 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 1 City of Clearwater Printed on 9/13/2018 File Number: ID#18-4918 Page 2 City of Clearwater Printed on 9/13/2018 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#18-4919 Agenda Date: 9/17/2018 Status: Agenda ReadyVersion: 2 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.3 SUBJECT/RECOMMENDATION: Approve the following request of employees Holly Albright, Finance Department, Linda Galioto, Police Department, Jay Schmitt, Fire Department, Patricia Shields, Finance Department, Christopher Varnis, Solid Waste General Services Department, and Brenda Patrick, Gas Department for a regular pension as provided by Sections 2.416 and 2.424 of the Employees’ Pension Plan. SUMMARY: Holly Albright, Accounting Technician, Finance Department, was employed by the City on May 20, 1996, and her pension service credit is effective on that date. Her pension will be effective August 1, 2018. Based on an average salary of approximately $38,862.90 over the past five years, the formula for computing regular pensions and Ms. Albright’s selection of the Life Annuity, this pension benefit will be approximately $23,693.16 annually. Linda Galioto, Police Service Technician, Police Department, was employed by the City on February 6, 1995, and her pension service credit is effective on April 27, 1998. Her pension will be effective September 1, 2018. Based on an average salary of approximately $44,893.60 over the past five years, the formula for computing regular pensions and Ms. Galioto’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $21,567.00 annually. Jay Schmitt, Fire Lieutenant, Fire Department, was employed by the City on May 18, 1992, and his pension service credit is effective on that date. His pension will be effective August 1, 2018. Based on an average salary of approximately $137,566.35 over the past five years, the formula for computing regular pensions and Mr. Schmitt’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $96,907.56 annually. Patricia Shields, Senior Payroll Technician, Finance Department, was employed by the City on April 17, 2006, and her pension service credit is effective on that date. Her pension will be effective September 1, 2018. Based on an average salary of approximately $35,613.72 over the past five years, the formula for computing regular pensions and Ms. Shield’s selection of the Life Annuity, this pension benefit will be approximately $12,043.56 annually. Christopher Varnis, Building and Maintenance Foreman, Solid Waste General Services Department, was employed by the City on May 18, 2002, and his pension service credit is effective on that date. His pension will be effective September 1, 2018. Based on an average salary of approximately $40,617.35 over the past five years, the formula for computing regular pensions and Mr. Varnis’ selection of the Life Annuity, this pension benefit will be approximately $18,191.16 annually. Page 1 City of Clearwater Printed on 9/13/2018 File Number: ID#18-4919 Brenda Patrick, Personnel Payroll Tech, Gas Department, was employed by the City on March 30, 1987, and her pension service credit is effective on that date. Her pension will be effective August 1, 2018. Based on an average salary of approximately $44,540.12 over the past five years, the formula for computing regular pensions and Ms. Patrick’s selection of the 100% Joint and Survivor Annuity, this pension benefit will be approximately $35,361.36 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. Albright, Ms. Galioto, Ms. Shields and Mr. Varnis 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. Schmitt has met the hazardous duty criteria. APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 2 City of Clearwater Printed on 9/13/2018 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#18-5099 Agenda Date: 9/17/2018 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Pension Trustees Agenda Number: 4.4 SUBJECT/RECOMMENDATION: Approve pension plan expenditures for fiscal year 2019 totaling $351,600. 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 2019 reflect a $13,100, or 3.9% increase over the approved fiscal 2018 expenditures, per attached. This increase is primarily due to increased reimbursements to the General Fund and Central Insurance Fund for Human Resources and Finance personnel administrative support totaling $6,500, or 4.4%; along with a $6,800, or 23.1%, increase in expected costs for employee physicals. 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: 646-xxxx-5xxxxx (various pension plan expenditure codes) Page 1 City of Clearwater Printed on 9/13/2018 Description FY 2019 FY 2018 Increase/ (Decrease) % Increase/ Decrease 543400 Printing & Binding 400 400 - 0.0% 542500 Postage 400 400 - 0.0% 557100 Memberships 800 600 200 33.3% 548000 Misc 100 100 - 0.0% 557300 Training 4,000 5,000 (1,000) -20.0% 547200 Travel Expense 3,000 3,000 - 0.0% 521500 Physicals 36,300 29,500 6,800 23.1% 590200 Reimbursement to General Fund/Central Ins. Fund (Human Resources)40,500 38,700 1,800 4.7% 590200 Reimbursement to General Fund (Accounting & Finance)19,700 19,200 500 2.6% 590200 Reimbursement to General Fund (Payroll & IT)93,800 89,600 4,200 4.7% 530100 Pension Attorney 140,000 140,000 - 0.0% 530100 Annual software license - GRS benefit calculator 2,100 2,000 100 5.0% 530100 Consulting fees - pension buy-backs and other 10,500 10,000 500 5.0% Totals 351,600$ 338,500$ 13,100 3.9% General Fund Reimbursement - HR 26,600 25,900$ 700 2.7% Acctg Finance 19,700 19,200 500 2.6% Payroll IT 93,800 89,600 4,200 4.7% General Fund Totals 140,100$ 134,700$ 5,400 4.0% Central Insurance Fund Reimbursement - HR 13,900$ 12,800$ 1,100 8.6% Combined General Fund and Central Insurance Fund HR 40,500$ 38,700$ 1,800 4.7% Acctg Finance 19,700 19,200 500 2.6% Payroll IT 93,800 89,600 4,200 4.7% 154,000$ 147,500$ 6,500 4.4% City of Clearwater Employees' Pension Plan Administrative Expenditures