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01/25/1996 PENSION ADVISORY COMMITTEE SPECIAL MEETING CITY OF CLEARWATER January 25, 1996 Present: Rita Garvey Acting Chair/Mayor Richard Breest Committee Member Fred Ratley Committee Member J. B. Johnson Committee Member/Commissioner Robert Clark Committee Member/Commissioner Vacant Seats (2) Leslie Dougall-Sides Assistant City Attorney Michael Laursen Human Resources Director Patricia O. Sullivan Board Reporter The Acting Chair called the meeting to order at 9:00 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 Member Johnson moved to approve the minutes of the regular meeting of January 11, 1996, as recorded and submitted in written summation to each member. The motion was duly seconded and carried unanimously. ITEM #3 - Old Business a) William Matlin - Mechanic II, Fleet Maintenance - Job-connected Disability Pension - Not present - Human Resources Director Michael Laursen reported William Matlin resigned and withdrew his funds from the Pension Fund. b) Leo Thompson - Spray Technician, Parks & Recreation Department - Job-connected Disability Pension - Not present - Case pending c) Claim of Kathy Jenkins on behalf of Latisha Renae Carey, a minor, for Survivor Benefits as the daughter of Robert Mouzon, deceased - Not present - Case pending d) Request of Robert Lockwood to review the application of actuarially reduced pensions (early retirement provision) - Actuary Steve Metz will be scheduled to address the Committee regarding this issue. ITEM #4 - New Business Request for Review of Buying Pension Service Credit Mr. Laursen reported Sergeant Kenneth Donagan made an inquiry regarding buying pension service time for a previous period of employment he had with the City. Mr. Laursen will refer this issue to the Legal Department for assistance and review. Another employee, Dave Krieger, also has a similar request. It was questioned if action on this issue will set a precedent. Mr. Laursen said a procedure under the old plan permitted employees to buy back time. The Plan, revised January 1, 1996, allows employees, who depart the City temporarily after the Plan was revised, to buy back that service time by paying the contribution plus interest withdrawn or the determined actuarial amount. The Legal Department will determine if the Plan addresses a similar action that occurred years ago. It was noted Mr. Donagan and Mr. Krieger will attend the February PAC meeting to address this issue. Agenda Order It was recommended that "Old Business" be addressed at the end of the meeting as "Pending." It was suggested that the Director's Report be scheduled at the end of the meeting instead of during "New Business." Consensus was to do so. The new agenda will begin with Approval of Minutes, followed by Action Items, the Director's Report, and Pending Items. Role of Board of Pension Trustees It was questioned if items approved by the PAC must go to the City Commission which makes up the Board of Trustees. Mr. Laursen said he elected not to change the procedure regarding the Pension Board of Trustees even though the Pension Plan was revised. The revised Pension Plan indicates new hires must be presented to the Board of Trustees. He will review the plan with Assistant City Attorney Leslie Dougall-Sides to see if routine retirements need to go to the Board of Trustees for approval. Mr. Laursen suggested the Board of Trustees should decide if they wish to continue to address items not required to be brought before them. It was noted all information given to the PAC becomes public record. Ms. Dougall-Sides said home addresses of certain Police Department and Fire Department personnel should be crossed-out before information is forwarded to the PAC. She noted some medical information for new hires may be sensitive and not relate to employment. She recommended it not be included in packets sent to PAC members. Mr. Laursen said when the procedure to approve disability in the revised Pension Plan was developed, language that included the Trustees in the decision was deleted. He said the Trustees need to address if they want or need to be apprised of these actions other than through the minutes. It was suggested this issue be brought to the Board of Trustees for discussion. Consensus was that the PAC would make the final determination regarding new hires. Information regarding the decision will be forwarded to the Board of Trustees. It was questioned if the value of the pension needs to be determined for every case. If the Trustees give the PAC authority to make these decisions, this issue will be determined by the PAC. PAC Meeting Schedule The next meeting will be held on February 8, 1996, at 9:00 a.m., the second Thursday of the month. The schedule may be reviewed after new members are on board. New PAC Members The seventh member, who must be a Clearwater resident, will be determined by the committee once six members are seated. Mr. Laursen said the closing date for the election to fill two vacancies for employee-elected members (one active, one pending) is February 6, 1996. Member Johnson recommended Ed Bryan of Bryan Bookkeeping Services for the seventh seat. ITEM #5 - Review and action on Employee Requests for Years of Service Pension a) Richard N. Valentine, - Police Officer, Police Department - 20 years of service designation - hazardous duty provision Member Clark moved to approve a Years of Service Pension for Richard N. Valentine. The motion was duly seconded and carried unanimously. b) Fred C. Ratley, - Construction Inspector I, Central Permitting Department - 30 years of service designation Member Clark moved to approve a Years of Service Pension for Fred C. Ratley. The motion was duly seconded. Members Breest, Johnson, Clark and Acting Chair Garvey voted "Aye." Member Ratley abstained. Motion carried. c) Robert G. Hink, - Firefighter, Fire Department - 20 years of service designation - hazardous duty provision Member Johnson moved to approve a Years of Service Pension for Robert G. Hink. The motion was duly seconded and carried unanimously. ITEM #6 - Approval of New Members Mr. Laursen reported all employees recommended for membership in the Pension Plan have been approved by doctors for employment and pension. Consensus was for Mr. Laursen to distribute to PAC members a marked form indicating the doctors' recommendations regarding employment and pension for each proposed member. Mr. Laursen should list any questions he may have on that form for Committee review. He will carry the originals of the physicals with him to the meeting. Member Clark moved to accept the following employee(s) into membership in the Pension Plan: Date of Pension Employment Elig Date. Kim Jackson, Maintenance Worker I Parks & Rec. Dept/Parks 12/11/95 12/11/95 Linda McPherson, Accounting Clerk II Gas Department 01/08/96 01/08/96 Lynne Priester, Cashier II Finance/UCS 12/11/95 12/11/95 John Schauder, Marine Fac. Operator Marine Department. 03/21/94 11/27/95 Jack Bryant, Marine Facility Operator Marine Department 01/29/94 07/24/95 Steven Cook, Groundskeeper Parks & Rec. Dept/Parks 12/11/95 12/11/95 William Glenn, Spray Technician Parks & Rec. Dept/Parks 06/05/95 12/11/95 Brenda McLaughlin, Police Comm Op. Police Department 09/29/82 12/25/95 The motion was duly seconded and carried unanimously. ITEM #6 - Adjournment The meeting adjourned at 9:30 a.m.