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06/14/2001PENSION ADVISORY COMMITTEE MEETING CITY OF CLEARWATER June 14, 2001 Present: Dick Fitzgerald Chair Whitney Gray Committee Member/Commissioner Ed Hart Committee Member/Commissioner Steve Sarnoff Committee Member Bill Jonson Committee Member/Commissioner Absent: John Lee Committee Member John Schmalzbauer Committee Member Also Present: Paul O’Rourke Human Resources Administrator Margie Simmons Finance Services Administrator Debbie Ford Human Resources Analyst Patricia O. Sullivan Board Reporter The 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 – Selection of Vice-Chair Member Jonson moved to appoint Whitney Gray as Vice Chair. The motion was duly seconded and carried unanimously. ITEM #3 - Approval of Minutes Several typos were noted. Committee Member Jonson was not identified as a Commissioner. Member Jonson moved to approve the minutes of the regular meeting of May 10, 2001 as amended. The motion was duly seconded and carried unanimously. ITEM #4 - Employees to be Heard - None. ITEM #5 - Action Items a) Review and Action on Employee Requests for Years of Service Pension 1. Wallace L. Green - Firefighter, Fire Department Member Sarnoff moved to approve a Years of Service Pension for Wallace Green. The motion was duly seconded and carried unanimously. b) Review and Action on Employee Request to Vest Pension 1. Lori Metzner – Librarian I, Library Lori Metzner has resigned her position after being employed by the City for more than 11 years. She will qualify to receive her reduced pension beginning February 1, 2010. Member Sarnoff moved to approve the request by Lori Metzner to vest her Pension. The motion was duly seconded and carried unanimously. c) Approval of New Hires as Pension Plan Members As of June 7, 2001, the City had 1697.45 FTEs out of 1799.3 budgeted positions. Thomas Meagher originally was hired as part-time; transferred to full-time and pension eligible as of May 21, 2001. Member Gray moved to accept the following employees into membership in the Pension Plan: Date of Pension Employment Elig. Date Jack Bruce, Field Service Representative Customer Service 04/23/01 04/23/01 Kay Norred, TV Production Specialist Public Comm/Marketing 04/23/01 04/23/01 Jennifer Wargin, Firefighter Fire Department 05/07/01 05/07/01 Anthony Tedesco, Firefighter Fire Department 05/07/01 05/07/01 Greg Newland, Firefighter Fire Department 05/07/01 05/07/01 Melody Benbow, Neighborhood Svc.Coord Planning/Develop. Svcs. 05/07/01 05/07/01 Kristin Wolanski, Firefighter Fire Department 05/07/01 05/07/01 Jeremy Albrecht, Parks Service Tech. I Parks & Recreation Dept. 05/07/01 05/07/01 Deedra Chatman, Police Service Tech. Police Department 05/07/01 05/07/01 Jeffrey Nolan, Network Analyst Information Technology 05/21/01 05/21/01 Thomas Meagher, Custodial Worker Parks & Recreation Dept. 06/21/00 05/21/01 Brandon Kinnecom, Maint. Worker II General Support Services 05/07/01 05/07/01 Arnold Retzer, Jr., Equipment Operator III Public Services 05/07/01 05/07/01 Cherie Epley, Industrial Pretreat Tech. Public Utilities 05/21/01 05/21/01 Rodney Byrd, Park Service Technician I Parks & Recreation Dept. 05/21/01 05/21/01 The motion was duly seconded and carried unanimously. ITEM #6 - Pending/New Business a) Artisan Partners Limited Partnership Contract The Pension Trustees previously authorized Callan to conduct a search for a domestic mid-cap equity manager. Callan recommended: 1) Artisan Partners Limited Partnership; 2) MFS Institutional Advisors, Inc.; 3) Seneca Capital Management, LLC; 4) Sit Investment Associates, Inc.; 5) Putnam Investments; 6) Morgan Stanley Dean Witter Investments Management; and 7) T. Rowe Price Associates, Inc. After review, the Investment Committee ranked the managers and conducted interviews with the top three firms, listed above first. The Investment Committee recommends adding Artisan Partners Limited Partnership and funding it with $30-million to start, with funds taken from growth style domestic equity managers: 1) $15-million – Denver; 2) $10-million – Aeltus; and 3) $5-million – Bridge. Artisan’s management fee is 0.80 of 1%, or $240,000 per year on $30-million. This is Artisan’s lowest fee for new customers. While higher than the Plan pays most current money managers, it is consistent with other mid-cap equity manager charges for new customers. Cash & Investments Manager Steve Moskun stated the Investment Committee has concerns regarding the performance of several equity managers. He recommended adding Artisan Partners Limited Partnership so that the Plan would have a mid-cap equity manager in place should it be determined another manager should be terminated. In response to a question, he said while Denver’s investments are down, Artisan has had a 5% return. Member Hart moved to recommend approval of the contract with Artisan Partners Limited Partnership as domestic mid-cap equity manager for the Employee’s Pension Plan. The motion was duly seconded and carried unanimously. In response to a question, Mr. Moskun said it will be awhile before the Plan qualifies for discounted management fees with Artisan. b) Capital Guardian Trust Company Contract The Pension Trustees previously authorized Callan to conduct a search for a domestic large-cap equity manager. Callan recommended: 1) Capital Guardian Trust Company; 2) Equinox Capital Management, LLC; 3) GE Asset Management; 4) Institutional Capital Corporation; 5) Iridian Asset Management, LLC; and 6) Sanford C. Bernstein & Co., Inc. After review, the Investment Committee ranked the managers and conducted interviews with the top three firms, listed above first. The Investment Committee recommends adding Capital Guardian Trust Company and funding it with $30-million to start. Capital Guardian’s annual management fee is 0.50 of 1% on the first $25-million, and 0.35 of 1% on the next $25-million, or $142,500 per year on $30-million. The fee is very competitive. The source of these funds for investment will be determined as the Investment Committee rebalances the portfolio. Finance Services Administrator Margie Simmons said the Investment Advisory Committee has not determined if Denver’s management services should be terminated. Denver’s CEO and lead manager have met with staff regarding proposed changes. In response to a question, Mr. Moskun said as fees are based on assets under management, related costs will not increase substantially. Ms. Simmons said portfolio management decisions are made with measured deliberation. Member Gray moved to recommend approval of the contract with Capital Guardian Trust Company as domestic large-cap equity manager for the Employee’s Pension Plan. The motion was duly seconded and carried unanimously. c) Investment Advisory Committee Membership The Investment Advisory Committee meets quarterly to receive updates from investment managers, review performance, and discuss investments with the plan’s consultants. In addition, the committee meets on an as needed basis for items such as manager searches. Currently, the committee is served by the Finance Services Administrator, Assistance Finance Director, Finance Controller, Risk Manager, Senior Accountant, General Services Controller, Fire Administrative Support Manager, and Cash & Investments Manager. Staff recommends formally adding to the committee one representative from each of the five unions. Some union representatives are regular attendees. Meetings are open to all. Concern was expressed the committee would be unwieldy with too many members. It was suggested staff time would be better spent attending to job-related duties. Human Resources Administrator Paul O’Rourke said the PAC had directed staff to bring forward the inclusion of union members in the Investment Advisory Committee. Participation will help union members with investment decisions related to union pensions. Ms. Simmons said scheduling meetings during business hours has been more convenient for committee members and investment advisors. Each of the four union presidents will appoint a representative. Ms. Simmons supported additional staff members becoming familiar with related processes to avoid transition difficulties should significant staff turnover occur. Member Jonson moved to recommend approval of adding five members to the Investment Advisory Committee, with one representative from each of the unions. The motion was duly seconded and carried unanimously. d) Actuary Report for Employees' Pension Plan for Plan year beginning 1/1/01 The January 1, 2001 actuarial report for the Employees’ Pension Plan indicates that no City contribution is required due to investment performance over the last five years that exceeded the actuarial assumption. However, the City Ordinance governing the pension plan requires the City to contribute at least 7% of the compensation of all employees participating in the plan, estimated at $3,840,521. The difference between the legally required contribution of $3,840,521 and the actuarial determined contribution of $-0- will accrue to the existing credit balance, increasing it from a current level of $15,156,006. The actuarially required contribution of $-0- is primarily due to the phase-in of prior asset gains per the rolling five-year average used to “smooth" investment performance. The recent market value basis performance has been 14.8% in 1996, 17.49% in 1997, 16.74% in 1998, 18.61% in 1999, and (3.43)% in 2000. Although calendar year 2000 investment returns were negative, the 5-year average return, in excess of 12%, exceeded the 7% actuarial assumption. The funded status of the plan, ratio of assets at market value to the actuarial present value of accumulated plan benefits, decreased from 162% at January 1, 2000 to 148% at January 1, 2001, primarily due to the plan investment performance for calendar year 2000. The plan experienced a negative 3.43% investment return for calendar year 2000, due to the downturn in the stock market. In response to a question, PAC Actuary Steve Metz reviewed requirements related to the City’s investment. He said the 1.5% annual COLA (Cost of Living Adjustment) had been built into calculations, which assume the plan can afford the COLA indefinitely. It was recommended that staff monitor this issue. Mr. Metz said Plan managers have been careful and prudent. Future benefits need to be monitored. Ms. Simmons said a new mortality table has been developed. The previous table became effective in 1983. She recommended considering both tables when evaluating assumptions. It was requested staff evaluate all mortality assumptions in the future to see if changes are needed. Member Sarnoff moved to recommend acceptance of the Actuary’s Report for the Employees’ Pension Plan for the plan year beginning January 1, 2001. The motion was duly seconded and carried unanimously. In response to a question, Ms. Simmons said she will review RFQ (Request for Qualifications) rating criteria to see if they benefit applicants who previously have served the City. d) Technical Corrections Ordinance In her March 27, 2001 letter to PAC attorney Scott R. Christiansen, of Christiansen & Dehner, Human Resources Analyst Deborah Ford noted discrepancies in the pension ordinance due to two ordinance changes in 2000 that added the 1.5% COLA and 10 years and age 65 as a normal retirement plus Police/Fire changes. She requested correction of language problems related to: 1) Ordinance 6494-00, COLA added under Section 2.397 as (f) when (f) already exists as “Limitation on Amount of Benefits.” In Ordinance 6563-00, (f) “Limitation on Amount of Benefits” was changed. The ordinance does not include the 1.5% COLA; 2) under optional payments in Section 2.398, subsection (b)(2)3 includes a 66 2/3% option, which only should apply to sworn police and fire; and 3) under Section 2.398, subsection (a)(1)c.1 provides that only 120 payments are guaranteed for an approved disability pension. This should only apply to sworn police and fire. On May 7, 2001, Mr. Christiansen forwarded a Technical Corrections Ordinance to correct the three problem areas identified in Ms. Ford’s letter. Member Jonson moved to recommend approval of the submitted Technical Corrections Ordinance. The motion was duly seconded and carried unanimously. ITEM #7 - Director's Reports Mr. O’Rourke reported Pension Advisory Committee Attorney Lee Dehner was unable to attend today’s meeting due to illness. Today’s investment training class will be rescheduled. Mr. O’Rourke said a typo on the ballot for the PAC election has been corrected. The reissued ballots will be counted on July 10, 2001. The next PAC meeting is scheduled for July 12, 2001. ITEM #8 - Committee Members to be Heard Member Sarnoff thanked the Committee for the opportunity to serve. The Chair reported an investment training session is scheduled for June 19, 2001, from 9:00 a.m. to 1:00 p.m. at the Sailing Center. ITEM #9 - Adjournment The meeting adjourned at 9:54 a.m.