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03-08-2021CITY OF EDGEWATER FIREFIGHTERS' PENSION BOARD QUARTERLY MEETING MINUTES City Hall Council Chambers Monday, March 8, 2021 at 4:00pm TRUSTEES PRESENT: Justin Nickels David Blair Ron Hayward TRUSTEES ABSENT: James Binder OTHERS PRESENT: Ken Harrison, Sugarman & Susskind (via phone) John Thinnes, AndCo Consulting David Kelly, Bowen Hanes & Company Doug Lozen, Foster & Foster Michelle Rodriguez, Foster & Foster 1. Cali to Order —Justin Nickels called the meeting to order at 4:07pm. 2. Public Comments — None. 3. Approval of Minutes a. December 14, 2020 Quarterly Meeting Minutes The December 14, 2020, quarterly meetinq minutes were approved, upon motion by Ran Hayward and second by David Blair, motion carried 3-0. 4. New Business — None. 5. Old Business a. Proposed Share Plan Ordinance — Revised L The Board discussed changes to the most recent version of the proposed Ordinance 2020-0-34 and directed the plan attorney to make the following changes: Non -vested terminated members shall forfeit their allocated shares and those shares would be allocated pro -rata to the accounts of all remaining eligible firefighters. Vested terminated members shall receive the balance of their share plan accounts within 90 days of termination. An exception would be added to accommodate Uniformed Services Employment and Reemployment Rights Act (USERRA) provisions. The language in the Limitation section would be changed to "Firefighters shall have no right or access to the individual supplemental benefit account balances until retirement or termination of employment". b. Share Plan Policy i. The Board discussed changes to the most recent version of the Share Plan Policy and directed the plan attorney make the following change: The language in the Limitation section be changed to "Firefighters' shall have no rights or access to the individual supplemental benefit account balances until retirement or termination of employment". c. DROP Policy and Procedures i. Michelle Rodriguez asked the Board for direction on administrative fees referenced in Section 7 of the policy. Justin Nickels asked Doug Lozen what Foster & Foster charged to provide member DROP statements; Doug stated $60 to $75, The Board voted to establish a fee of up to $75 for the administration of the DROP Plan, upon motion by David Blair and second by Ron Hayward: motion carried 3-0. d. Summary Plan Description i. The Board discussed changes to the most recent version of the Summary Plan Description. The Board voted to remove references to specific disability types from the Summary Plan Description, upon motion by David Blair and second by Ron Hayward: motion carried 3-0. ii. The Board directed the administrator to research the reason for removing the Claims Procedure from the Summary Plan Description. Ken Harrison commented after discussing the issue with the administrator he would decide if it should be put back in the Summary Plan Description. iii. Justin asked for an explanation of Section 15 Exclusion of Health Insurance Premiums from Income. Michelle Rodriguez explained it was a tax credit allowed up to $3,000 for health insurance premiums for retirees who retained the City's health insurance after terminating employment. Note, the Board recessed at 5:25 pm. Note, the Board reconvened at 5.28 pm. Reports a. Bowen, Hanes & Co., David Kelly, Investment Manager i. Investment Report through March 1, 2021 1. David Kelly reviewed a summary of the plan portfolio and commented although recently their common stocks holdings provided lower returns than expected, they provided very good fiscal year-to-date returns of 10.8%. The ending market value of the fund on March 1, 2021 was $18,907,544.25. b. AndCo, John Thinnes, Investment Consultant i. Quarterly Report through December 31, 2020 1. John Thinnes reviewed the market environment over the last quarter and commented recent events such as the vaccine rollout and the potential for government economic stimulus had a positive effect. 2. The market value of assets as of December 31, 2020, was $18,701,234. 3. The total fund gross returns for the quarter ending December 31, 2020, were 6,21%, underperforming the policy benchmark of 8.84%. The 1-, 3-, 5-, 7- and 10 -year trailing returns were 16.17%, 10.94%, 12.09%, 9.61 % and 9.83%, respectively. Since inception (12101101), the return was 7.18%, underperforming the benchmark of 7.37%. 4. John Thinnes reviewed the compliance checklist and commented he did not have any recommendations for reallocating funds at this time. The Board voted to accept the investment reports as presented, upon motion by David Blair and second by Ron Hayward;_ motion carried 3-0. c. Foster & Foster, Doug Lozen, Plan Actuary i. October 1, 2020 Actuarial Valuation Report 1. Doug Lozen reviewed the report and commented the City's required contribution was reduced from 20% of payroll to 19.7%. Doug added this was largely because the plan overfunded at 104.3%. Doug commented the plan had a very good plan experience overall because their actuarial gain of 11.29% exceeded their 7.25% rate assumption. Doug commented the only assumption changes made in this report were switching to the state mandated mortality tables. 2. Doug reviewed the history of the plan's funded status, noting they reached overfunded status in 2015 and have remained very close to that in the following year. Doug commented since inception of the plan in July 2007, they have increased their assets by almost $15 million. 3. Justin Nickels asked if the City's liability would ever go below 20% of payroll. Doug explained the State mandates a funding requirement of the normal cost minimum, defined as the actuarial present value of benefits, in plans that are fully funded. 4. Doug recommended keeping the assumption rate at 7.25% for the time being but added they would need to start lowering it in the coming years. Doug commented currently the statewide average is 7.00% and the State retirement system was trending downward. Doug commented the rate assumption was a long-term projection, so it was not helpful to only look at last year's returns when making that determination. 5. Ron Hayward asked if there was any downside to the plan being overfunded. Doug commented the Union may think so for negotiation purposes, but realistically, the fund was held as an asset instead of a liability and added this report, for example, gave the City a $690,000 credit. The Board voted to approve the October 1, 2020 Actuarial Valuation Report as presented, upon motion by Ron Hayward and second by David Blair; motion carried 3-0. 6. John Thinnes commented he agreed with the actuary's recommendation to set the assumption rate at 7.25% currently and work towards slowly lowering it over the coming years. The Board voted the Declaration of Returns for the plan shall be 7.25% for the next year, the next several years, and the lona-term thereafter net of investment related expenses, upon motion by Ron Hayward and seconded by David Blair; motion carried 3-0. 7. Doug commented he would like to perform an actuarial study to determine the impact of lowering the assumption rate. Doug commented the cost of the study would not exceed $500. The Board voted to approve the study as proposed by the actuary, upon motion by Ron Hayward and second by David Blair; motion carried 3-0. d. Sugarman & Susskind, Ken Harrison, Board Attorney i. E -Verify Requirements Memo 1. Ken Harrison reviewed a new law and commented it required all public employers to register employees, contractors, and sub -contractors with the E -Verify system. Ken advised the Board it had been determined that public pension plans were included. Ken explained this system was run by the federal government and served to verify the immigration status of prospective employees. Michelle Rodriguez commented Foster & Foster was currently working to implement this system. ii. Legislative update 1. Ken Harrison commented a bill had been introduced to the State legislature that would change the State retirement plan to default to the defined contribution plan which would result in new hires actively having to request to participate in the defined benefit plan. Ken commented this bill had been introduced in the past and his firm was monitoring its progress. 7. Consent Aaenda a. Payment Ratification i. Warrants #76 and #77 b. Invoices for payment approval i. None c. Fund activity report for December 8, 2020 through March 1, 2021 The consent agenda was approved as presented, upon motion by David Blair and second by Ron Hayward, motion carried 3-0. 8_ Staff Reports, Discussion and Action — None. 9. Trustees' Reports, Discussion, and Action — None. 10. Adiournment — Meeting adjourned at 6:04pm_ 11. Next Meeting — June 14, 2021, at 4:00pm. Respectfully submitted by: c u Michelle Rodriguez, Plan Admi ' t r Approved by: in Nickels, Chairman Date Approved by the Pension Board: )'�� �