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09-13-2010 Police Pension Board of Trustees Minutes - Quarterly Meeting September 13, 2010 Page 1 of 4 CITY OF EDGEWATER POLICE OFFICERS' PENSION BOARD OF TRUSTEES QUARTERLY MEETING MINUTES Monday, September 13, 2010 CALL TO ORDER/ ROLL CALL/DETERMINATION OF A QUORUM The Edgewater Police Officers' Pension Board held its quarterly meeting on Monday, September 13, 2010 in the City Hall Conference Room at the City of Edgewater, Florida. Members Present: Ferd Heeb Gary Conroy Lawrence Leaf Members Absent: Kevin Seymour Dan Blazi Plan Attorney: H. Lee Dehner Plan Administrator: Sheila Hutcheson Consultants: Jack Evatt, The Bogdahn Group Principal: Steve Geadelmann (by telephone) City Staff: Donna Looney, Personnel Director Julie Christine, Personnel Department John Tarr, Police Officer Secretary Conroy called the meeting to order at 1:46 p.m. The Administrator called roll and there was a quorum with three members present. APPROVAL OF MINUTES - June 7, 2010 quarterly meeting; June 7, 2010 joint special meeting; July 8, 2010 joint special meeting Member Leaf made a motion to approve the minutes of the June 7, 2010 quarterly meeting, June 7, 2010 joint special meeting, and the July 8, 2010 joint special meeting; Member Heeb seconded the motion, which passed unanimously. NEW BUSINESS /OLD BUSINESS - None. REPORTS (ATTORNEY /CONSULTANTS) Principal, Steve Geadelmann Ms. Hutcheson noted that the call -in time to Principal is scheduled for 2:00 p.m., at which time the call was placed to Mr. Steve Gaedelmann. Member Conroy opened by introducing the meeting attendees. Mr. Gaedelmann opened his report noting that the return for the calendar year through August 31, 2010 was +5.79% and stating that most equity markets were down in the choppy, volatile market; while the fixed income investment have done well. The three -year and five -year periods' returns have been below the indices. Since March, 2009, investors are willing to take on more risk. Jack Evatt, The Bogdahn Group, asked Mr. Geadelmann to outline the decision - making process that goes into the determination of the investment allocation. Mr. Geadelmann said that Principal is guided by the risk questionnaire completed by the Board, consideration of emerging liabilities, the maturity of the plan, the level of payout (for benefits) needed over the next ten years, key actuarial measures and flexibility of the plan in handling funding variations. Currently, there is 50% - 60% on emerging liabilities; 30% - 40& on risk objectives; and a small amount on actuarial measures. The risk questionnaire that the Police Pension Board of Trustees Minutes - Quarterly Meeting September 13, 2010 Page 2 of 4 Board had completed will be sent out and he will send a new one to the Board to complete. Mr. Evatt asked about the frequency of the risk evaluation and he said it is probably every three years. He also said that Russ Anthofer, Principal, would follow up with sending some information. Mr. Evatt continued by stating that the investments are inconsistent with the IPS, to which Mr. Geadelmann responded that he would look at that. Next, Mr. Evatt asked him to discuss Principal's due diligence process and evaluation of managers. Mr. Geadelmann said Principal meets regularly with the managers to review their performance. Quantitatively, Principals looks at three -year and five -year periods to review managers' actual performance and their relative performance (compared to their peers). Both qualitative and quantitative grades are given each quarter and managers can be place on a watch list, form which they can be removed or fired, depending upon future performance. Principal may also change the strategy, depending on the circumstances. He said that Principal has made some recent changes based on their assessments; e.g., Ax Rosenberg was terminated and replaced with another manager. Mr. Evatt then asked about the fixed income and large cap value investments. He discussed several investment manager changes that they have made recently in these areas. Mr. Evatt next asked about transparency of the plan's management expenses and what is being paid for services. Mr. Geadelmann said that the investment management fees plus investment advisory fees together equal approximately 6 - 7 basis points, he also said he could provide more detailed breakdown of the fees. Mr. Evatt requested that he provide the detailed information in this regard. Mr. Geadeleann said that Allen Smith in the Jacksonville office can provide this information. At this point, Attorney Dehner asked about the investment expense for Westwood and Alliance and it is 94 basis points, with a portion being paid to Principal. Mr. Geadelmann said that he and Allen Smith would attend the December 13 Board meeting. Mr. Dehner then asked about the risk questionnaire and who from Principal met with the Board in this regard. Mr. Geadelmann said it could have been Mr. Smith, Mr. Anthofer, or Mr. Corey Webber and he could obtain a list of Principal personnel who have worked with plan in the past three - five years. Next, Attorney Dehner asked Mr. Geadelmann the following: "Did Jack Ascherl meet with the Board on behalf of Principal ?" Mr. Geadelmann responded" "Yes, he may have been there on behalf of Principal." Member Heeb asked if there is an individual at Principal who reviews the performance in relation to the investment policy and Mr. Geadelmann said there is a team that is responsible for both the qualitative and quantitative analysis. If there are specifics that the Board wants to specify, the Board would need to communicate any limitations and Principal would monitor them. Mr. Evatt then mentioned Florida's quality restrictions and scrutinized companies; Mr. Geadelmann said Principal would monitor this when the information is provided by the Plan's Attorney. Mr. Dehner then advised that The Bogdahn Group has already communicated with Principal on the scrutinized investment regulations and he asked Mr. Evatt to address this for the record. Mr. Evatt discussed the statute, "Protecting Florida's Investments Act" (F.S. 215.471). Attorney Dehner stated that the Plan must comply in order to receive the State monies. Mr. Evatt said he would forward to the Administrator a copy of the letter that The Bogdahn Group sent to Principal in this regard. The telephone conference then ended. The Bogdahn Group, Performance Consultant - Quarterly report - June 30, 2010 Jack Evatt opened by noting that during the conference with Mr. Geadelmann, he seemed to state that the Board would have some input as to the investment allocations, which is different from the position taken by Principal in this regard in the past. He then discussed the performance, noting that the fund assets were $6,732,841 as of June 30, 2010, compared to $7,076,867 as of March 31, 2010. The fiscal year -to -date return was 2.92% and the one -year return was 13.68 %. He said the current quarter has been very volatile and this may continue through the end of this year. On the compliance checklist, there are not a lot of areas with which Principal is in compliance. Member Heeb asked why there are no checkmarks on the managers and Mr. Evatt said that is because of the way Principal internally Police Pension Board of Trustees Minutes - Quarterly Meeting September 13, 2010 Page 3 of 4 handles and shows individual managers. Mr. Evatt said this will be clearly detailed on each manager when the plan is separated from Principal. Member Heeb asked about the investment strategy for the benefit index funds. The Administrator said she would request that Principal discuss this at the December 13 meeting. Mr. Evatt said that this portfolio has a tremendous amount of volatility for a plan that is 55 %+ invested in fixed income and discussed that the up market/down market capture ratios are opposite from how they should be. Member Heeb also discussed obtaining details on the bond investments /managers and asked about the impact of proceeding with termination of Principal. The Administrator read from Actuary Brad Heinrichs' January, 2010 letter as to the cost impact. She said that the Actuary will update this cost. Member Heeb then asked if Principal has many plans in the benefit index and Attorney Dehner said it does not have many such plans in the public sector. H. Lee Dehner, Plan Attorney Mr. Dehner discussed the federal bill, HELPS -2, on which he has previously reported. There is some good news in that the proposed bill would expand the $3000 pre -tax treatment of retiree insurance premiums from only normal retirement and disability public safety retirees to all public plan retirees; would allow premiums to be remitted direct to insurance companies; and would index the $3000 so that it would increase periodically. This is still under consideration and hopefully will be passed. Next, he advised that the IRS has stopped sending out the mandatory surveys that he had previously discussed with the Board. Status of Principal contract Milberg is still reviewing the records that were furnished by the City and will meet with the Boards at the next quarterly meeting or at a special meeting if their review is completed before the December quarterly meeting. The Board's consensus was to expedite Milberg's review so that a special meeting could be held before December 13, and to ask Actuary Brad Heinrichs to attend the special meeting P g and provide updated cost information on the benefit index. Additionally, the Board wants to have Principal attend every quarterly meeting, as long as the contract with them continues, and to have problems with Principal documented. Sheila Hutcheson, Plan Administrator • Appointed Trustee Seymour's term ends on 10/6/10; the Board asked the Administrator to notify the City Manager that Mr. Seymour had attended only two meetings and to request consideration of the attendance record in the new appointment. • Annual Report was approved; State monies amount: $125,155.25, which should be received shortly • FPPTA Trustees' School is in September (West Palm Beach) - three trustees are attending. Member Heeb said he would recommend training opportunities that are less expensive. • The Police/Fire Conference is in October (Orlando) PROCESSED DISBURSEMENTS/RETURN OF CONTRIBUTIONS and DEPOSITS • DISBURSEMENTS 1. Christiansen & Delmer, professional legal fees - $203.00, $1,801.71, $1,164.75 2. Sheila Hutcheson, plan administration fees - $3,300.00 ($1,100 /month); postage /mileage expense - $21.22 3. The Bogdahn Group, performance consultant fees, 2nd quarter, 2010 - $3625.00 4. American Express (credit card statement) - $698.00, $423.50 Police Pension Board of Trustees Minutes - Quarterly Meeting September 13, 2010 Page 4 of 4 5. PRIA, fiduciary liability insurance premium (7/16/10 - 10 /1 /11) - $2,856.28 • DEPOSITS None Member Leaf made a motion to approve the processed disbursements /return of contributions and deposits; Member Heeb seconded the motion, which passed unanimously, upon a roll call vote. STAFF REPORTS, DISCUSSION, and ACTION/TRUSTEES' REPORTS, DISCUSSION and F ACTION; REQUESTS FROM THE PUBLIC/EMPLOYEES PRESENT - None. ADJOURNMENT The meeting was adjourned at 3:10 p.m. Respectfully Submitted: Approved: Sheila Hutcheson Dan Bl Plan Administrator Chairman