Loading...
12-12-2011 CITY OF EDGEWATER POLICE OFFICERS’ PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, December 12, 2011 - 1:30 P.M. Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to insure that a verbatim record of the proceedings is made. In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these proceedings should contact City Clerk Bonnie Wenzel, 386-424-2400 Ext# 1101, prior to the meeting. I. CALL TO ORDER/ ROLL CALL/DETERMINATION OF A QUORUM Election of Officers II. APPROVAL OF MINUTES - Quarterly Meeting - September 19, 2011 and Special Meeting - September 19, 2011 III. NEW BUSINESS Authorization for Foster & Foster to provide the City the Valuation, preliminary funding requirements, and related information in advance of presentation of the 2011 Valuation at the March 19, 2012 meeting IV. OLD BUSINESS 1. Discussion/Action: Draft Amendments to the Education section of the Personnel Policy; presentation of proposed policy 2. Consideration of budget for administrative expenses for FY11/12 V. REPORTS (ATTORNEY/CONSULTANTS) 1. The Bogdahn Group, Performance Consultant  Quarterly report - September 30, 2011 2. Lee Dehner, Plan Attorney  Legislative update 3. Sheila Hutcheson, Plan Administrator  Fee schedule - $1,500/month effective with payment on January 1, 2012  American Express credit card has been cancelled; discussion of travel payments  Election to fill unexpired term of Trustee Gary Conroy (Jan. 6 - March 17, 2012)  Quarterly meeting dates for 2012 (Mondays at 1:30 p.m.): March 19, 2012 June 11, 2012 September 17, 2012 December 10, 2012  FPPTA membership will be renewed for 2012 - $600.00 VI. PROCESSED DISBURSEMENTS/RETURN OF CONTRIBUTIONS and DEPOSITS  DISBURSEMENTS $338.00; $1,859.90; $407.44 Christiansen & Dehner, professional legal fees - 1. $3,300.00 Sheila Hutcheson, plan administration fees, ; special meetings fee 2. (Board’s share, 8/1 and 9/19/11) - $400.00; mileage expense - $22.20 rd 3. The Bogdahn Group, performance consultant fees, 3 quarter, 2011 - $3,625.00 $2,418.37 4. PRIA, pension fiduciary insurance premium for FY11/12 policy - CITY OF EDGEWATER POLICE OFFICERS’ PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, December 12, 2011 - 1:30 P.M. Page 2 5. Diana Floyd, commencement of retirement as of Dec. 1, 2011 (joint and 100% survivor option) and distribution of DROP account 6. Gary Conroy, commencement of retirement as of Feb. 1, 2012 (joint and 100% survivor option) and distribution of DROP account  DEPOSITS None VII. STAFF REPORTS, DISCUSSION, AND ACTION VIII. TRUSTEES’ REPORTS, DISCUSSION, AND ACTION IX. REQUESTS FROM THE PUBLIC/EMPLOYEES PRESENT X. ADJOURNMENT • CITY OF EDGEWATER POLICE OFFICERS' PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, December 12, 2011 - 1:30 P.M. Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to insure that a verbatim record of the proceedings is made. In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these proceedings should contact City Clerk Bonnie Wenzel, 386- 424 -2400 Ext# 1101, prior to the meeting. CALL TO ORDER/ ROLL CALL/DETERMINATION OF A QUORUM Election of Officers II. APPROVAL OF MINUTES - Quarterly Meeting - September 19, 2011 and Special Meeting - September 19, 2011 III. NEW BUSINESS Authorization for Foster & Foster to provide the City the Valuation, preliminary funding requirements, and related information in advance of presentation of the 2011 Valuation at the March 19, 2012 meeting IV. OLD BUSINESS 1. Discussion/Action: Draft Amendments to the Education section of the Personnel Policy; presentation of proposed policy 2. Consideration of budget for administrative expenses for FY11/12 V. REPORTS (ATTORNEY /CONSULTANTS) 1. The Bogdahn Group, Performance Consultant • Quarterly report - September 30, 2011 2. Lee Dehner, Plan Attorney • Legislative update 3. Sheila Hutcheson, Plan Administrator • Fee schedule - $1,500 /month effective with payment on January 1, 2012 • American Express credit card has been cancelled; discussion of travel payments • Election to fill unexpired term of Trustee Gary Conroy (Jan. 6 - March 17, 2012) • Quarterly meeting dates for 2012 (Mondays at 1:30 p.m.): March 19, 2012 June 11, 2012 September 17, 2012 December 10, 2012 • FPPTA membership will be renewed for 2012 - $600.00 VI. PROCESSED DISBURSEMENTS/RETURN OF CONTRIBUTIONS and DEPOSITS • DISBURSEMENTS 1. Christiansen & Dehner, professional legal fees - $338.00; $1,859.90; $407.44 2. Sheila Hutcheson, plan administration fees, $3,300.00; special meetings fee (Board's share, 8/1 and 9/19/11) - $400.00; mileage expense - $22.20 3. The Bogdahn Group, performance consultant fees, 3 quarter, 2011 - $3,625.00 4. PRIA, pension fiduciary insurance premium for FY11/12 policy - $2,418.37 CITY OF EDGEWATER POLICE OFFICERS' PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, December 12, 2011 - 1:30 P.M. Page 2 5. Diana Floyd, commencement of retirement as of Dec. 1, 2011 (joint and 100% survivor option) and distribution of DROP account 6. Gary Conroy, commencement of retirement as of Feb. 1, 2012 (joint and 100% survivor option) and distribution of DROP account • DEPOSITS None VII. STAFF REPORTS, DISCUSSION, AND ACTION VIII. TRUSTEES' REPORTS, DISCUSSION, AND ACTION IX. REQUESTS FROM THE PUBLIC/EMPLOYEES PRESENT X. ADJOURNMENT cugewaie► - iuvuiues • Subject: Edgewater Plans - Invoices From: Sheila Hutcheson <shutch9750 @aol.com> Date: 9/17/2011 11:35 AM To: niday.tonya @principal.com, fredricks.jill @principal.com Tonya, Jill, Attached are invoices for payment, as follows: Christiansen & Dehner, P.A. - $304.20 - General Christiansen & Dehner, P.338.00 - Police Please mail the checks to the address on the statement and please email me a copy of the check for each plan. Thank you for your prompt processing of these invoices. Please contact me if you have any questions or need any additional information. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 298 -6619 (cell) 321 - 267 -4728 (facsimile) shutch9750 Attachments: -- Aug. 2011- Police.pdf 390 KB Aug. 2011 - General.pdf 390 KB L of 1 9/17/2011 11:38 AM Christiansen & Dehner, P. A. 63 Sarasota Center Boulevard Suite 107 Sarasota, FL 34240- 941- 377 -2200 941- 377 -4848 Phone Fax August 31, 2011 City of Edgewater Police Officer's Retirement Plan Attn: Sheila Hutcheson 3860 Grantline Road Mims, FL 32754 Invoice Number In Reference To: City of Edgewater Police Officer's 0719 20041 Retirement Plan Professional Services Hours Amount 8/1/2011 Preparation and attendance at joint Board Meeting by phone. 0.70 236.60 8/22/2011 Preparation of memorandum to Board regarding Senate Bill 1128 Benefit 0.20 67.60 Calculation Issues. For professional services rendered 0.90 $304.20 Previous balance $33.80 Balance due $338.00 ** Please note that the "Balance Due" figure at the end of this bill reflects both "Total New Charges - Current Period" and any previous balances due. In most cases, if the previous balance(s) have already been approved for payment but not yet received in our office, you should be paying only the "Total New Charges - for services and /or expenses" . Thank you. Please indicate account number(s) with payment. (Please Deduct any payments not reflected in Balance due) ragewater rians • - invoices nttp: / /mail.aol.com/34188- 111 /aol- 1 /en -us /mail /PrintMessage.asp From: Sheila Hutcheson <shutch9750 @aol.com> To: fredricks.jill @principal.com; niday.tonya @principal.com Subject: Edgewater Plans' - Invoices Date: Thu, Oct 13, 2011 9:15 pm Attachments: Edge_P.09- 30- 11.pdf (43K), Sept._2011_- _General.pdf (52K) Oct. 13, 2011 Tonya, Jill, Attached are invoices for payment, as follows: Christiansen & Dehner, P.A. - $1,521.90 - nPral Christiansen & Dehner, P. - $1,859.90 - Police Please mail the checks to the address on the statement and please email me a copy of the check for each plan. Thank you for your prompt processing of these invoices. Please contact me if you have any questions or need any additional information. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321- 267 -3082 321 - 267 -4728 (facsimile) shutch9750Aaol. com i of 1 10/13/2011 9:15 PM Christiansen & Dehner, P. A. 63 Sarasota Center Boulevard Suite 107 Sarasota, FL 34240- 941 -377 -2200 941 - 377 -4848 • Phone Fax September 30, 2011 City of Edgewater Police Officer's Retirement Plan Attn: Sheila Hutcheson 3860 Grantline Road Mims, FL 32754 Invoice Number • in Reference To: City of Edgewater Police Officer's 0719 20220 Retirement Plan Professional Services Hours Amount 9/19/2011 Preparation and attendance at joint Board Meeting. 0.90 304.20 Preparation and attendance at Board Meeting. 2.10 709.80 Travel Time 2.70 456.30 9/21/2011 E -mail response to Sheila re: Gary McElroy. 0.10 33.80 9/28/2011 Review e-mail and settlement agreement and provide comments to Chris Robszek. 0.50 169.00 Review amended agreement and respond. 0.20 67.60 For professional services rendered 6.50 $1,740.70 Additional Charges : Qtv 9/19/2011 Car Expense 1 71.50 Food Expense 1 18.00 Hotel Charge 1 29.70 Total additional charges $119.20 Total amount of this bill $1,859.90 • Previous balance $338.00 Accounts receivable transactions 9/27/2011 Payment - thank you. Check No. 16537802 ($338.06) Total payments and adjustments ($338.00) Edgewater Plans - Attorney's invoices Subject: Edgewater Plans - Attorney's invoices From: Sheila Hutcheson <shutch9750 @aol.com> Date: 11/14/2011 6:17 PM To: niday.tonya @principal.com, fredricks.jill @principal.com Nov. 14, 2011 Tonya, Jill, Attached are invoices for payment, as follows: Christiansen & Dehner, P.A. - $339.84 - General Christiansen & Delmer, P. 407.44 - Police Please mail the checks to the address on the statement and please email me a copy of the check for each plan. Thank you for your prompt processing of these invoices. Please contact me if you have any questions or need any additional information. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750Paol.com — Attachments: Oct. 2011- Police.pdf 21.4 kB Oct. 2011- General.pdf 21.7 kB 1 of 1 11/14/2011 6:17 PN. • Christiansen & Dehner, P. A. 63 Sarasota Center Boulevard Suite 107 Sarasota, FL 34240- 941 - 377 -2200 941 -377 -4848 Phone Fax October 31, 2011 City of Edgewater Police Officer's Retirement Plan Attn: Sheila Hutcheson 3860 Grantline Road Mims, FL 32754 Invoice Number In Reference To: City of Edgewater Police Officer's 0719 20361 Retirement Plan Professional Services Hours Amount 10/11/2011 Preparation of addendum to Actuarial Services Agreement with Foster & Foster. 0.50 169.00 10/18/2011 Review settlement agreements, e- mails and respond. 0.40 135.20 10/25/2011 Telephone conference with S. Hutcheson. 0.30 101.40 For professional services rendered 1.20 $405.60 Additional Charges : Qty 10/11/2011 Copies 4 1.00 Postage 1 0.84 Total additional charges $ Total amount of this bill $407.44 Previous balance $1,859.90 Accounts receivable transactions 10/26/2011 Payment - thank you. Check No. 16564425 ($1,859.90) Total payments and adjustments ($1 Balance due - 77 - 1 - 14) < 4— i/ / V / l Edgewater Plans - Invoices imap: / /imap.aol.com: 993 / fetch >UID> /Sent >31963930 ?header =prin Subject: Edgewater Plans - Invoices From: Sheila Hutcheson <shutch9750 @aol.com> Date: 9/19/2011 5:28 PM To: niday.tonya @principal.com, fredricks.jill @principal.com Attached are invoices for payment of my expenses for the quarter ending Sept. 30, 2011 (add to the checks for each plan's $1,100 monthly fees for Sept.) as follows for Edgewater General and Police: Sheila Hutcheson. - Expense /special meetings fees - $423.48 (General) - total Oct. 1 check will be $1,523.48 Sheila Hutcheson. - Expense /special meetings fees - $422.2 total Oct. 1 check will be $1,522.20 Please mail the checks to the address on the statements and please email me a copy of the checks. Thank you for your prompt processing of these invoices. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750 @aol.com -- Attachments: - Police expense invoice - 9- 30- 11.doc 27.0 KB General - invoice expenses 9- 30- 2011.doc 29.0 KB 1 of 1 9/19/2011 5:46 PM SHEILA HUTCHESON 3860 GRANTLINE ROAD MIMS, FL 32754 321 - 298 -6619 Sept. 19, 2011 Bill to: The Principal P.O. Box 9394 Des Moines, IA 50306 -9394 VIA EMAIL TO: TONYA NIDAY Reference: City of Edgewater Police Pension Plan (Annuity Contract #: 4- 28312) Statement for Plan Administration Expenses - quarter ending September 30, 2011 Description Amount Mileage (Board's share: Aug. 1 special and Sept. 19, 2011 quarterly meetings) $ 22.20 Special meetings fee (Board's share) - Aug. 1, 2011 & Sept. 19, 2011 $400.00 TOTAL: $422.20 Please mail check in the amount of $1,522.20 (monthly and special meeting fees plus quarterly expenses) to: MS. SHEILA HUTCHESON 3860 GRANTLINE ROAD MIMS, FL 32754 Edgewater Plans - Invoices imap: / /imap.aol.com: 993 / fetch >UID > /Sent >31964557 ?header =prir Subject: Edgewater Plans - Invoices From: Sheila Hutcheson <shutch9750 @aol.com> Date: 9/22/2011 8:38 PM To: niday.tonya @principal.com, fredricks.jill @principal.com Attached are invoices for payment, as follows: The Bogdahn Group - $3 , 1 I - General The Bogdahn Group $3,625.00 - Police Please mail the checks to the following address: The Bogdahn Group 4901 Vineland Road, Suite 600 Orlando, FL 32811 Please email me a copy of the check for each plan. Thank you for your prompt processing of these invoices. Please contact me if you have any questions or need any additional information. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750 @aol.com — Attachments: 6 - 30 - 11 Police.pdf 116 KB June 30, 2011 - General.pdf 117 KB 1 of 1 9/22/2011 8:39 PN THE Invoice nvoice GROUP Date Invoice # 9 /22/2011 6699 4901 Vineland Rd Suite 600 Orlando, FL 32811 Bill To Edgewater Police Officers' Pension Plan email - Sheila Hutcheson Description Amount Performance Evaluation and Consulting Services 3,625.00 7/1/2011- 9/30/2011 Balance Due $3,625.00 Public Risk Insurance Agency P. O. Box 2416 Edgewater, City of C ustomer Daytona Beach, FL 32115 191 -Rate ° 10/03/2011 Customer Paul Dawson ervfce Brittany O'Brien Page` Payment Information In oice umma y 2,418.37 Edgewater, City of Payment Amount City of Edgewater Pay�heifof Invoice#21631 104 N. Riverside Dr. 105453533 POLICE P. O. Box 100 Edgewater, FL 32132 -0100 Customer: Edgewater, City of Invoice Effective Transaction ocription " Amount Policy #1054535 - POLIC)0/01/2011- 10/01/2012 Travelers Cas & Co of A 21631 10/01/2011 Renew policy Fiduciary Liability - Renew policy 2,364.00 Other Company Fee - Renew policy 54.37 2,418.37 Public Risk Insurance Agency (386)252 -6176 Date P. O. Box 2416 10/03/2011 Daytona Beach, FL 32115 Law Offices Christiansen & Dehner, P.A. 63 Sarasota Center Blvd. Suite 107 Sarasota, Florida 34240 • 941- 377 -2200 • Fax 941- 377 -4848 MEMORANDUM TO: City of Edgewater Police Officers' Retirement Plan FROM: Kristin Hill RE: Proposed 2012 Meeting Dates DATE: September 30, 2011 Listed below are the proposed 2012 meeting dates based on the previous year's schedules. Should they meet with the Board's approval, please let us know and we will put them on our calendar. Should there be any discrepancies with any of the dates and/or times, please do not hesitate to contact Kristin at the office, via phone at 941 - 377 -2200 or E -Mail at kristin @cdpension.com, and we will do the best we can to comply with your requests. ALL MEETINGS WILL BE HELD AT 1:30PM: March 19, 2012 June 11, 2012 September 17, 2012 December 10, 2012 Thank you. ASSOCIATION. T RUSTEES FPPTA Membership Renewal Receipt P P ENSION usu F LORIDA Membership Year: 2012 Membership Type: Pension Boards Renewal Status: Confirmed Renewal Fee: $600.00 Organization Name: Edgewater Police Officers Pension Fund Address: 104 Riverside Drive Edgewater, FL 32132 Phone: (321) 267 -3082 Fax: (321) 267 -4728 E -mail: shutch9750 @aol.com Website: Confirmed On: 11/13/2011 11:29:28 AM By: Sheila Hutcheson Paid On: By: Payment Method: Check To Follow If you have paid for the renewal online at FPPTA.Org, you only need to keep this as your copy. If you are paying by check, please make your check payable to: Florida Public Pension Trustees Association (FPPTA) and then mail a copy of this receipt and your check to the address below: FPPTA 2946 Wellington Circle East Tallahassee, FL 32309 Phone: 800 - 842 -4064 Fax: 850 - 668 -8514 Printed on: 11/13/2011 11:29 AM CLAIMS PROCEDURES 14.1 CLAIMS OF AFFECTED PERSONS A. The Board of Trustees shall grant an initial hearing upon receipt of a written request ( "Claim "), on matters which affect the substantial rights of any person ( "Claimant "), including Members, Retirees, Beneficiaries, or any person affected by a decision of the Board of Trustees. B. The Board shall review the Claim at an initial hearing and enter an order within 90 days from the date of receipt of the Claim and, in the case of disability claims, receipt by the Board of a written medical release authorization in a form approved by the General Counsel and a completed set of interrogatories prepared by the General Counsel and provided to the Claimant. The Board may extend the time for entering the order at an initial hearing for an additional 90 days if it determines such time is necessary for full discovery and adequate review. The General Counsel and the Claimant may stipulate to further extensions of time. C. It shall be the function of the General Counsel, throughout the claims procedure, to assist the Board in the discovery and presentation of evidence in order to assure that the Board receives all relevant information prior to the Board's decision. D. The Claimant shall have the right to be represented by counsel at any or all times throughout the claims procedure. 14.2 INITIAL HEARING A. At the initial hearing, the only evidence to be considered by the Board shall be documentary evidence contained in the pension file, including but not limited to, correspondence, medical records and reports of treating physicians and/or examining physicians and evidence received pursuant to paragraph B. B. Other than questions from the Trustees, there will be no taking of additional evidence at the initial hearing, except that the Claimant will be afforded 15 minutes to make a presentation, which shall be limited to comments and/or arguments as to the evidence or information already contained in the pension file, including the report of the examining physician. C. Upon completion of the review of the Claim at the initial hearing, the Board shall enter an order setting forth its findings and conclusions on the Claim. The written order shall be provided to the Claimant. The order shall include: (1) The specific findings and conclusions of the Board, including specific references to pertinent provisions of the Plan on which such conclusions are based; (2) A description of any additional material or information that the Board may deem necessary for the Claimant to perfect his Claim, together with the reasons why such material or information is necessary; and (3) An explanation of the right to a full hearing on the Claim and the time limit in which a full hearing must be requested in writing. D. The decision of the Board at the initial hearing shall not be final until after the time has expired to request a full hearing or, if a full hearing is requested, until the Board makes a decision at the conclusion of the full hearing. 14.3 FULL HEARING A. Any Claimant may request a full hearing on the issues presented to the Board at an initial hearing and upon which the Board has entered an order as provided in subsection 2.C. above. B. A full hearing must be requested by the Claimant within 90 days of the receipt of the Board's order. The order will be deemed received three days following the date it is mailed to Claimant at the address provided to the Board by Claimant. C. Upon receipt of the request for a full hearing and considering the amount of discovery which might be conducted, the Board shall establish a date for the full hearing and cause notice to be given to the Claimant. The full hearing shall be held within 90 days from the receipt of the request from the Claimant. The full hearing may be postponed, if necessary and with the consent of the Claimant, to permit full discovery of the facts. D. Copies of all documents to be offered into evidence at the full hearing, including depositions, and a complete witness list with names and addresses of witnesses expected to be called, shall be furnished to the Board and the General Counsel by the Claimant at least 20 days prior to the full hearing. Documents not furnished to the Board within the prescribed time limit may be excluded from evidence at the full hearing if a reasonable explanation is not provided for the delay in providing the documents. E. A Claimant or the General Counsel may obtain discovery by deposition and/or interrogatories prior to the full hearing. Written notice of any depositions and/or interrogatories shall be given to the General Counsel and the Claimant. F. The costs of any discovery, except discovery requested by the Board or the General Counsel, the appearance of witnesses at the hearing, and the making of a verbatim record of the proceedings shall be the responsibility of the Claimant. G. The Claimant shall be responsible for the appearance of any witnesses which he wishes to have testify at the hearing. The Board shall, however, have the power to subpoena and require the attendance of witnesses and the production of documents for discovery prior to and at the proceedings provided for herein. The Claimant may request in writing the issuance of subpoenas by the Board. A reasonable fee may be charged for the issuance of any subpoenas not to exceed the fees set forth in Florida Statutes. H. Testimony at the full hearing may be submitted in the form of a deposition. Depositions timely submitted will be part of the record before the Board at the full hearing and will not be read in totality at the full hearing; provided, however, that this does not preclude the Claimant or the General Counsel from reading parts of depositions in an opening or closing statement. I. Irrelevant and unduly repetitious evidence shall be excluded. J. Any person who knowingly gives false testimony is guilty of a misdemeanor of the first degree, punishable as provided in Section 775.082 or 775.083, Florida Statutes. K. The file maintained by the Board, including but not limited to various medical reports therein, is part of the record before the Board at the full hearing. L. All proceedings of the Board shall be conducted in public. M. In cases concerning an application for pension benefits, including applications for disability retirement benefits, the burden of proof, except as otherwise provided by law, shall be on the Claimant seeking to show entitlement to such benefits. N. In cases concerning termination of pension benefits, including re- examination of Retirees receiving disability retirement benefits, the burden of proof shall be on the Board. 0. Except as to those records which are exempted from the provisions of Chapter 119, Florida Statutes, Florida's Public Record Law, records maintained by the Board are open for inspection and/or copying during normal business hours at a reasonable cost for the copying. P. Should a Claimant requesting an initial or full hearing decide to appeal any decision made by the Board, with respect to any matter considered at such hearing, the Claimant requesting an initial or full hearing will need a record of the proceedings and may need to assure that a verbatim record of the proceeding is made. The Claimant requesting an initial or full hearing will be responsible for obtaining a court reporter or otherwise making a record of the proceedings before the Board. Q. The decisions of the Board after the requested full hearing shall be final and binding. R. Within 15 days after making a decision at the full hearing, the Board shall enter a final order setting forth its findings and conclusions and a copy of the order shall be provided to the Claimant. S. Judicial review of decisions of the Board shall be sought by the filing of a timely petition for writ of certiorari with the. Clerk of the Circuit Court, in the appropriate county. 14.4 CONDUCT OF THE FULL HEARING A. The Chairman shall preside over the hearing and shall rule on all evidentiary, procedural, and other legal questions that arise during the hearing. The Chairman's rulings shall stand unless overruled by a majority of the Trustees present. The Chairman shall open the full hearing by explaining the procedures to be followed. B. The Claimant shall have the right to be represented by counsel or be self - represented. The General Counsel shall advise the Board. C. The Claimant shall be allowed to make an opening statement not to exceed ten minutes. D. Testimony of witnesses shall be under oath or affirmation. Depositions and affidavits shall be admissible. E. The Chairman, any Trustee, the General Counsel, the Claimant or the Claimant's counsel, upon recognition by the Chairman, may direct questions to any witness during the proceedings. F. Both the Claimant or the General Counsel shall have the right to present evidence relevant to the issues, to cross - examine witnesses, to impeach witnesses and to respond to the evidence presented. G. The Claimant shall be permitted a closing argument not to exceed 15 minutes. H. The Board shall deliberate and make a decision following closing argument and thereafter enter an order as provided herein. 14.5 DISABILITY CLAIMS - ADDITIONAL PROCEDURES A. All applications for disability pensions shall be in writing. Forms for such applications may be provided by the Board. B. Upon receipt of the application for disability, the General Counsel will provide the Claimant with a set of interrogatories or questions to be answered under oath and a medical release authorization. Both documents will be completed by the Claimant and returned to the General Counsel. C. Upon receipt of the properly completed interrogatories and medical release authorization, the General Counsel will request medical records from all relevant treating physicians; personnel records from the employer, copies of relevant workers' compensation records, and copies of other records deemed to be relevant to the Claim. The Board shall pay, from the Fund, the cost of any medical examinations required by the Board and for copies of medical records. D. The General Counsel will, if authorized by the Board, upon receipt of the medical records from the treating physicians, schedule an independent medical examination (IME) or examinations with an appropriate independent examining physician or physicians who will be asked to render an opinion about Claimant's physical condition as it relates to the claimed disability. E. Upon receipt of the IME report or reports from the examining physician or physicians, the General Counsel will provide all records of treating physicians, relevant workers' compensation claims records, the independent medical evaluation, and all other relevant documents to the Board for inclusion in the pension file and the Board shall then schedule the initial hearing.