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03-19-2012
CITY OF EDGEWATER POLICE OFFICERS’ PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, March 19, 2012 - 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 Welcome new Trustee John Tarr Election of Officers II. APPROVAL OF MINUTES - Quarterly Meeting - December 12, 2011 III. NEW BUSINESS/OLD BUSINESS IV. REPORTS (ATTORNEY/CONSULTANTS) 1. Foster & Foster, Actuary Presentation: October 1, 2011 Actuarial Valuation Declaration of returns 2. The Bogdahn Group, Performance Consultant Quarterly report - December 31, 2011 Discussion: investment options with Principal; rebalancing of assets 3. Lee Dehner, Plan Attorney Legislative update Status Report - Issues with Principal 4. Sheila Hutcheson, Plan Administrator Appointment of fifth member, Larry Leaf (for a term until March 17, 2014) Elected Trustee Chad Anderson’s term ends on June 5, 2012 - a notice and election will be coordinated Tax withholding on after-tax member refunds in conjunction with retirement V. PROCESSED DISBURSEMENTS/RETURN OF CONTRIBUTIONS and DEPOSITS DISBURSEMENTS $1,058.16, $270.40 Christiansen & Dehner, professional legal fees - 1. $4,500.00 2. Sheila Hutcheson, plan administration fees - ($1500/month); mileage $11.00 expense - th $3,625.00 3. The Bogdahn Group, performance consultant fees, 4 quarter, 2011 - $600.00 4. FPPTA membership dues, 2012 - 5. Per Diem/mileage expenses for Larry Leaf for FPPTA Trustees School (Feb. 5-8, $450.00; $537.00$86.00; 2012) - registration: lodging: ; per diem: mileage: $120.99; $5.37; $45.00 hotel surcharge: parking: $30.00 6. FPPTA 2011 recertification fee - Trustee Larry Leaf - $150.00 7. Principal, GASB 40 statement - (deducted from assets) $19,611.00 8. Foster & Foster, actuarial services - CITY OF EDGEWATER POLICE OFFICERS’ PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, March 19, 2012 - 1:30 P.M. Page 2 DEPOSITS $11.25; 1. American Express credit refund - credit adjustment for fee paid upon card - $10.00 cancellation(deposited by Mr. Conroy but City cannot document for deposit to pension fund) VI. STAFF REPORTS, DISCUSSION, AND ACTION VII. TRUSTEES’ REPORTS, DISCUSSION, AND ACTION VIII. REQUESTS FROM THE PUBLIC/EMPLOYEES PRESENT IX. 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, March 19, 2012 - 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 Welcome new Trustee John Tarr Election of Officers II. APPROVAL OF MINUTES - Quarterly Meeting - December 12, 2011 III. NEW BUSINESS 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. Foster & Foster, Actuary • Presentation: October 1, 2011 Actuarial Valuation • Declaration of returns 2. The Bogdahn Group, Performance Consultant • Quarterly report - December 31, 2011 • Discussion: investment options with Principal; rebalancing of assets 3. Lee Dehner, Plan Attorney • Legislative update • Status Report - Issues with Principal 4. Sheila Hutcheson, Plan Administrator • Appointment of fifth member, Larry Leaf (for a term until March 17, 2014) • Elected Trustee Chad Anderson's term ends on June 5, 2012 - a notice and election will be coordinated • Tax withholding on after -tax member refunds in conjunction with retirement VI. PROCESSED DISBURSEMENTS/RETURN OF CONTRIBUTIONS and DEPOSITS • DISBURSEMENTS 1.. Christiansen & Dehner, professional legal fees - $1,058.16, $270.40 2. Sheila Hutcheson, plan administration fees - $4,500.00 ($1500 /month); mileage expense - $11.00 3. The Bogdahn Group, performance consultant fees, 4 quarter, 2011 - $3,625.00 4. FPPTA membership dues, 2012 - $600.00 5. Per Diem/mileage expenses for Larry Leaf for FPPTA Trustees School (Feb. 5 -8, 2012) - registration: $450.00; lodging: $537.00; per diem: $86.00; mileage: $120.99; hotel surcharge: $5.37; parking: $45.00 CITY OF EDGEWATER POLICE OFFICERS' PENSION BOARD OF TRUSTEES QUARTERLY MEETING CITY HALL CONFERENCE ROOM 104 N. Riverside Drive, Edgewater, Florida 32132 AGENDA Monday, March 19, 2012 - 1:30 P.M. Page 2 6. FPPTA 2011 recertification fee - Trustee Larry Leaf - $30.00 7. Principal, GASB 40 statement - $150.00 (deducted from assets) 8. Foster & Foster, actuarial services - $19,611.00 DEPOSITS 1. American Express credit refund - $11.25; credit adjustment for fee paid upon card cancellation - $10.00 (deposited by Mr. Conroy but City cannot document for deposit to pension fund) VII. STAFF REPORTS, DISCUSSION, AND ACTION VIII. TRUSTEES' REPORTS, DISCUSSION, AND ACTION IX. REQUESTS FROM THE PUBLIC/EMPLOYEES PRESENT X. ADJOURNMENT Edgewater Plans - Invoices for Payment http: / /mail.aol.com/ 35138 - 111 /ao1- 6 /en -us /mail /PrintMessage.asp From: Sheila Hutcheson <shutch9750 @aol.com> To: niday.tonya <niday.tonya @principal.com >; fredricks.jill <fredricks.jill @principal.com> Subject: Edgewater Plans - Invoices for Payment Date: Tue, Jan 3, 2012 7:46 pm Attachments: Dec._2011_Gen.pdf (28K), Dec._2011_Police.pdf (29K) Jill, Tonya, Tonya, Attached are invoices for payment, as follows: Christiansen & Dehner, P.A. - $1,058.16 - General Christiansen & Dehner, P. 'x$1,058.16 - Police Please mail the checks to the address on the statements. 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 1 of 1 1/4/2012 2:52 PM Y'. Christiansen & Dehner, P. A 63 Sarasota Center Boulevard Suite 107 Sarasota, FL 34240- 941- 377 -2200 941- 377 -4848 Phone • Fax December 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 20606 Retirement Plan Professional Services Hours Amount 12/6/2011 Review e-mail and respond. 0.20 67.60 12/7/2011 Preparation of response to auditor. 0.30 101.40 12/8/2011 Conference call with C. Polaszek, City Attorney and R. Riggs. 0.60 202.80 12/12/2011 Preparation and attendance at Board Meeting. 1.00 338.00 Travel Time 1.50 253.50 For professional services rendered 3.60 $963.30 Additional Charges : Qty 12/7/2011 Copies 1 0.25 Postage 12/12/2011 Car Expense 1 44:55 Food Expense 1 13.50 Hotel Charge 1 36.34 Total additional charges $94 Total amount of this bill $1,058.16 Balance due • Edgewater Plans - Invoices Subject: Edgewater Plans - Invoices From: Sheila Hutcheson <shutch9750 @aol.com> Date: 2/10/2012 10:15 AM To: niday.tonya @principal.com, fredricks.jill @principal.com Tonya, Jill, Attached are invoices for payment, as follows: Christiansen & Dehner, P.A. - $270.40 - General Christiansen & Dehner, P. - 270.40 - Police Please mail the checks to the address on the statements. 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: Feb. 2012 - Police.pdf 7.7 kB Feb. 2012 - Gen..pdf 25.6 kB 1 of 1 2/10/2012 10:16 AM Christiansen & Dehner, P. A. 63 Sarasota Center Boulevard Suite 107 Sarasota, FL 34240- 941- 377 -2200 941- 377 -4848 Phone Fax January 31, 2012 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 20731 Retirement Plan Professional Services Hours Amount 1/13/2012 Preparation for and telephone conference with City Attorney, Millberg Attorney and 0.40 135.20 Actuary. Telephone conference with S. Hutcheson. 0.20 67.60 1/18/2012 Conferences with S. Hutcheson and City Manager. 0.20 67.60 For professional services rendered 0.80 $270.40 Previous balance $1,058.16 Accounts receivable transactions 1/13/2012 Payment - thank you. Check No. 16651258 ($1,058.16) Total payments and adjustments ($1,058.16) Balance due 270.46\ ** 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) SHEILA HUTCHESON 3860 GRANTLINE ROAD MIMS, FL 32754 321 - 298 -6619 December 12, 2011 The Principal P.O. Box 9394 Des Moines, IA 50306 -9394 VIA EMAIL TO: TONYA NIDAY Reference: City of Edgewater Police Officers' Pension Plan (Annuity Contract #: 4- 28312) Plan Administration Service, beginning with the payment on January 1, 2012, and the first day of each month thereafter, as approved by the Pension Board at the Dec. 12, 2011 meeting, will be $1,500 /month. Monthly payments are to be made by direct deposit instructions on file. SHEILA HUTCHESON 3860 GRANTLINE ROAD MIMS, FL 32754 321 - 298 -6619 Dec. 12, 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 December 31, 2011 Description Amount Mileage (Board's share: Dec. 12, 2011 meeting) $ 11.10 TOTAL: $ 11.10 Please mail check in the amount of $1,511.10 (monthly fee and quarterly expenses) to: MS. SHEILA HUTCHESON 3860 GRANTLINE ROAD MIMS, FL 32754 I agewater ?tans - invoices tor payment http : / /mail.aol.com/ 35775 - 111 /aol- 6 /en -us /mail /PrintMessage.asp: From: Sheila Hutcheson <shutch9750 @aol.com> To: niday.tonya <niday.tonya @principal.com >; fredricks.jill <fredricks.jill @principal.com> Subject: Edgewater Plans - Invoices for payment Date: Fri, Dec 30, 2011 1:53 pm Attachments: 12- 31- 11_Police.pdf (163K), 12- 31- 11_Gen..pdf (164K) Attached are invoices for payment, as follows for Edgewater Police and General Plans: The Bogdahn Group - 625.00 (Police) The Bogdahn Group - $3625.00 (General) Please mail the checks to the address on the statements. 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 of 1 3/18/2012 5:07 PM THE .,__Th r - Invoice BOGDAHN L „ Da te Invoice # GROU 12/30/2011 7 037 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 10/1/2011-12/31/2011 Balance Due $3,625.00 Edgewater Plans - Payment Requests Subject: Edgewater Plans - Payment Requests From: Sheila Hutcheson <shutch9750 @aol.com> Date: 12/12/2011 5:56 PM To: niday.tonya @principal.com, fredricks.jill @principai.com Dec. 12, 2011 Tonya, Jill, Attached are invoices for payment of my expenses for the quarter ending Dec. 31, 2011 (add to the checks for each plan's $1,500 monthly fees beginning as of the payment on Jan. 1, 2012 and each month therafter) as follows for Edgewater General and Police: Sheila Hutcheson. - Expense reimbursement - $11.10 (General) - total Jan. check will be 1,511.10 Sheila Hutcheson. - Plan Administration Fees - $11.10 (Police) - total Jan. check will e $1,511.10 Please mail the checks to the address on the statements. Please note that my fees for each Plan will be $1,500 /month going forward as you issue my monthly checks on the first day of each month (see attached approvals by the Boards). I have also attached requests for payments to FPPTA, as follows: olice Membership renewal for 2012 - .600. General - Membership renewal for 2012 - $600.00 Please mail the checks (with a copy of the attached renewal forms enclosed) to FPPTA to: FPPTA 2946 Wellington Circle East Tallahassee, FL 32309 Thank you for your prompt processing of these invoices. Please let me know if you need any additional information. Merry Christmas and Happy New Year to you both and your families. -- Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750 @aol.com Attachments: - - - -- — — scan0158_Partl.pdf 1.3 MB scan0158_Part2.pdf 723 kB 1 of 1 12/12/2011 5:57 PM ASSOCIATION TRUSTEES FPPTA Membership Renewal Receipt P P EN S ION UBLIC FLORIDA ,,..r 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 Police Pension - Expenses for Larry Leaf Subject: Police Pension - Expenses for Larry Leaf From: Sheila Hutcheson <shutch9750 @aol.com> Date: 2/13/2012 11:50 AM To: "jmckinney @cityofedgewater.org" < jmckinney @cityofedgewater.org >, Larry Leaf<Ileafl @att.net> John, Trustee Larry Leaf has sent me his expenses from the FPPTA School (attached). Please advise if you need any additional information in order to reimburse him the requested $171.36 for parking, room surcharge, and mileage. Thanks. S heila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750Paol.com — Attachments: scan0029.pdf 1.9 MB 1 of 1 2/13/2012 11:52 AM Z1 1 1 On 2 ' through 1 there will be F (Schooling) at TA 7 J t—" LA P— (C2 (City, State) (Niime of Attendee) will be attending to represent the (City/Department) Please process as soon as possible on bills and accounts charging the_ Department accordingly. Bepartittent-firad Job related Educational Development Personnel Director The expenses are as follows and the support documentation is attached: vv Registry ion: — —__` f ,,Make check payable tom L wR Cie Travel: {Aifgfteffi, tc.01 2/ S Mi . x SS. S $ &> / Z 0 , ? l q SL -1M Lodging: _ Nights @ $ /.70/tiaitrni t = Make check payable to: Meals: @ $ (Ask Finance) Per day = $ 0 Make check payable to: Books may be considered City proper and can be paid at a different time. $ 0 TOTAL OF REQUEST $ / 7 3,4 A personal / City vehicle will be used for transportation. Gas /mileage receipts will be returned for reimbursement. Review of the documentation and calculations show these expenses to be accurate. There are funds available in the 06 I f Hello Sheila. Enclosed are expenses from the FPPTA School in Jacksonville, FL From Feb 5th, to Feb 8th, 2012 Parking $15.00 Per night x3 nigh $45.00 City Surcharge @IVT9 per night X3 nights $5.37) Mil �e - � Zl�'�cSS V 1 = as, These charges have been paid by me. How do I get reimbursed from the Board? 1 3 / Are there forms I need or can you submit them? Again Again thanks for your Help Larry • H 1/ A T Hyatt Regency Jacksonville Riverfront R E G E N C Y 225 East Coastline Drive J A C K S O N V I L L E dp Jacksonville, Florida 32202 RIVERFRONT Tel: (904) 588-1234 Fax: (904) 634 -4554 INVOICE Payee Lawr"rrte Leaf Room No. 0742 Arrival 02 -05 -12 • Departure 02 -08 -12 Page No. 1 of 1 Membership GP 515341536E Folio Window 2 Bonus Code Folio 176140 Confirmation No. 6507187101 Invoice Group Name FPPTA • Date Description: • • • ;. ; C harges, Credits 02 -05-12 Parkin. Self 15.01 02 -06 -12 Parking Self 15.01 02 -07 -12 . Parking Sel 15.00 02 -05 -12 41111 1111111111M XXXXXXXXXX11110111helnalr 45.00 Your Gold Passport Account has been credited for this stay. Total 45.00 45,00 Balance 0.00 Guest Signature THANK VQU FOR CHOOSING THE HYATT REGENCY JACKSONVILLE RIVERFRONT ayroo mat my liability for this bill is not waivod and I agree to bo hold Our goal is to provide every guest wltn an exceptional slay. Should you nave any customor somcc personally liable in the event it the indicated person, company or feedback. please email vs at quseltylexritikyatt.com. eeeotcation fails to pay for any port or the full amount of these charges. For questions regarding your billing. you may contact our Customer Services department at f886) oo oot delivery or The Well Street Journal. if refused, a refund of S1,00 472.2870 or na.cuetomerservico @hyett.com. will be provided. Please remit payment to: Hyatt Regency Jacksonville Riverfront P.O Box 934927 Atlanta. GA 31193-4827 H YY, +T T Hyatt Regency Jacksonville \ Riverfront R F G F N c V 225 East Coastline Drive j A C K S O N V l t 1 F • Jacksonville, Florida 32202 • RIVERFRONT Tel:(904)588 -1234 Fax: (904) 634 -4554 INVOICE Payee Lawrence Leaf Room No. 0742 l Arrival 02-05-12 Departure 02 -08-12 Page No. 1 of 1 Membership GP 515941536E Folio Window 1 Bonus Code Folio 176137 Confirmation No. 6507187101 Invoice Group Name FPPTA • Date Description . • • `_ • Charges • Credits 02 -05 -12 Deposit Transferred at C/I 537.00 02 -05 -12 Group Room 179.00 02 -05 -12 ,, City e 1.79 02 -06 -12 Group Room . 179.00 02- 06 -12i r Surcharge 1 02 -07 -12 Group Room 179.00 02 -07 -12 'City Surch rag 1 02 -08 -12 XX /XX Your Gold Passport Account has been credited for this stay. Total 542.37 542.37 4/112 • Balance 0 -00 Guest Signature THANK YOU FOR CHOOSING THE HYATT REGENCY JACKSONVILLE RIVERFRONT I agree that my liability for this bill is not waived and 1 agreo to be held Our goal is to provide every guest with an excoptlonal alay. Should you havo any custcmor service' porsonally liable in the event that the indicated person, company or feeebac4, please email us at qualityjexrj @hyatt.com. association tails to pay for any part or the full amount of thoso charges. For questions regarding your billing, you may contact our Customor Services depanmont at (888) !accept aonvory of 'rho wall street Journal. If refused, a refund of 51.00 472.2670 or ne.cuatomerservice @hyettcom. will cc providod. Plosao romit peymont (b: Hyatt Regency Jacksonian° Rlverfront P.O 11ox 934527 Atlanta. GA 31193 -4627 February 13th, 2012 Mileage from To Hyatt Jacksonville, FL February 5th, 2012 109 Miles Mileage from Hyatt Jacksonville, FL February 8th, 2012 109 Miles. Total Miles 218 x gN ° • qi Lawrence Leaf Police Pension Board CITY OF EDGEWATER DATE 02/14/2012 CHECK NO. 105667 tNVOICE DATE : i . .,: ;;. PO k INVOICE'NUMBER DESCji1PTION - :i :- AMOUNT 02/05/12 02132012 FPPTA SURCHARGE 171.36 e VENDOR # _.L VENOOR.DlAME„ isa. r.: TOTAL•AMOUNT 3370 LEAF, LAWRENCE * * * ** *171.36 CITY OF EDGEWATER WELLS FARGO BANK, N.A. 7 PO Box 100 SAN FRANCISCO. CA 566 U Edgewater, FL 32132 -0100 11- 2411210 02/14/2012 ER. 316 NOT VALID AFTER 90 DAYS Pay ONE HUNDRED SEVENTY ONE AND 36/100 DOLLARS ** ****** * * * * * * * * *** *** ***" $** * ** *171.36 TO T HE ORDER OF L RENCE TWO SIGNATURES REQUIRED OVER $50.000 II' 10 566 711■ I: l 2 /000 2 20000 2886 2 74911' CITY OF EDGEWATER PO Box 100 Edgewater, FL 32132 -0100 ii LEAF LAWRENCE CITY OF EDGEWATER DATE 01/17/2012 CHECK NO. 105497 - . INVOICE DATE PO' # "' "`INVOICE NUMBER . '' - DESCRIP.TI ;.;. AMOUNT 01/13/12 FPPTA LAWRENCE LEAF MEALS 86.00 1 :.VENDOR # _.. • ...: h VENDOR NAMEr r i rM R � C ' TOTAL AMOUNT 3370 LEAF, LAWRENCE * * * * ** *86.00 CITY OF EDGEWATER WELLS FARGO BANK, N.A. 0497 PO Box 100 SAN FRANCISCO, CA 7 Edgewater, FL 32132 -0100 �1 -2 1210 01/17/2012 R. 316 NOT VALID AFTER 90 DAYS Pay EIGHTY SIX AND 00/100 DOLLARS ********** *'`******* * * *** * * * * * **** * * * **** $****** *86.00 ORDER DF THE LEAF LAW TWO SIGNATURES REQUIRED OVER 550,000 +►' LO ?II' 1:12 1000 2481:20000 21386 274911' CITY OF EDGEWATER PO Box 100 Edgewater, FL 32132 -0100 A F LLAWREN El )an 3O, 2 2:#14.,',1,.?:k-Y,.LF5:1:11,4'71.:74..Zggiril':9.ii"Enriall File Edit Commands : list H e l p • i : • i ,t: ' ..: . • ' " . , SUNGARO'Ptlgii.0 SECTOR ... 6 : i ', i ' ::::' ': • :::- : ' , : i 1, (•. (1/‘ S `K' , ...;„... ' . . ,. Vouchers/encumbrances Inquiry Vendor 3370 LEAF, LAWRENCE... . . ,7;710)Fig .. ' - ... 001!-t 1 ',.--i 2012 -."'• .' , 40 1 i% 01/30/2012 '" r 1 l' ;'; ) ... b it 7,, IP:iff - :. :5,.?.-T.,,f)A:whk ,,, . • 4 ' ' ,-.,,,■"' 'actriiTii4 --, 76';1,:.. latig at..1:01' ', i Ent7liliihrEtrICE P. Payment It- - ; :l... ,; . • 7pe Date Pro3ect iurp.fturoz. . Licikticiatior. Number Pete . : ..;......-..-.. '• .: 1. pm 01/13/2012 11.1111=1 EE.0011111111111111111111111.111 105497101/1'7/2012 I . .... • ........__. - .. ‘,./ i • . , aft . ,'. Cancel ..., 4 I I 7 Enculnliyurc..., I 1 Invoice Iota' Activity Ilittlna ... ' . i i . ..... . MN! ; ; I : . • a } stn " f'tl t -- (:A=1.24 © Jan 30. 2012 10 573fi AM EST .. "a[ `� • n 3 . File Edit Commands List Help • 3tltlibillih0'4kUSUC SECTOR :. 24./;Va xaitid'vil nu .`^i1' s Vouchers /encumbrances Inquiry Vendor. 336 FLORIDA PUAUC PENSION TRUSTEES � a,��.$�� 'r Stofiioy n 1:190511 :4 � b � f e ssrt a 3 r l .tz1 2012 a ; dr , � < t!y l 01r30I2012 Y y i1r1 y er ra ° • Pa "1D nc Pe,71, _gpe - Date Ptaject ount , Liquidt.on Number Data - I01/13/2012 1 -, 450.00 a 105494 D1117/2012 Exit e Came[ Encwntrnm:. -:.. Invoice !GUIs . Aollvity livih , ;E. MW Feb 2°11 : 411'1 File Edit Commands Help 111 . =WARP' PUBLIC SECTOR . Nev 11 r t ..1. 5 'go 5? Accounts Payable Transaction Group Infornxition Group number 037 INVOICES Accounting period 04/2012 Posting date: 01/13/2012 : . 1 Tran,traction Information , Transaction date: 01/13/2012 Invoice number: FPPTA Account number: 801-5555-580.49-10 OTHER CHARGES/OBUOATIONS Project number: Amount: 537 Liquidated amount: .00 Discount amount: .00 RSiainagearnot nt: .00 Net transaction amount: 537.00 11 . . Voucher number: PG number: if Vendor number: 1060 1-IyATT RECIENZTY JACKSONVILLE , OK Description 1: LAWRENCE LEAF 1: Description 2: • i Els Transaction type code: cancer Group Inquiry . . % • !mil° I I I 1 1 Edgewater Police - FPPTA recert fee for Trustee Larry Leaf Subject: Edgewater Police- FPPTA recert fee for Trustee Larry Leaf From: Sheila Hutcheson <shutch9750 @aol.com> Date: 1/12/2012 11:20 AM To: niday.tonya @principal.com, fredricks.jill @principal.com Tonya, Jill, Please pay the attached notice of 2011 FPPTA recertification fee ($30.00) for Trustee Lawrence Leaf and mail the check, along with the form, to FPPTA: FPPTA 2946 Wellington Circle East Tallahassee, FL 32309 Thanks. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750@aol.com — Attachments: scan0044.pdf 740 kB 1 of 1 1/12/2012 11:27 AM • CertifiedPublic Pension Trustees Program • • , • Office Use Only , SSOCIATION• ''i ':'!P: EV . i 1 Ruffin 0 Paid by check 0 Paid by credit card ,.: • '.:.,.. ; I:l l 'jji,.:.? ,:;%•••.i: rs ENSION r: , rUHLIC • Amount paid r : LORMA Date paid ". .. 1.-. . t ,..,.. . : . s' ( :''';''y..-i•-if -:id . GBS Date 01 :4!„; i,,r1:1. rSPI...C•,:i , !:-.:•,..;:11. tl z: •:?:1:41 ,si :,i,: t `f...;!; •i : I fti 1 ! . 7 5...ii:ti, .. • 1:1 1;:nttlii.t: 1 '.;•.. :'.. . . 2011 Annual CPPT Re-Certification Fee • :4 2 ' 1!, • . '; '`,': r i • 40q i:; . '',1: 4 . . I . • • . 1.i...... r 'I. 'i.!.• Amount due: $30.00 f 1 . . . . • 1.t...';'• :, :1:! .: o •10.i:: - - '?!..1::' ty.f., r ; I • :. Trustee Name: L p a) R M C , E • L I: A '!;;; ., ,,,..14. lie:...;!..;- . • • , 4 ::'4 .:.. !V Pi •`:.44 • • Pension System/Company: F.:_elefe w 4Te3/4-- P / ite Pe A- -5 /010 •!. ,pr.• ..,! .4,:.! . . •:1014 c .. i 3..: ''';'' *'''' . ' '.- Address: 1 :;:. ),. P.' ;..iii . • Itt . . .:.: • t.i ';:•.', itr.i. City • i State: FL hip: •,=:)- / 3 Liti::.,- mf.... t - fiii: c p 7 E-mail: /-Leih 0 irin kle / li • 4.1r. b.. I's!',1'... iii ''' FY Phone: .1 .. •;14: :. :-:: '4,:,...i:;,/,..•• 41. • , ' ..1.,' •!'s.f. :)1::i.:: A' •L•.., : ',.-..,f. . . • •,••••,.,, ,•.:: lc, ?, q ?;:;• • 11:.:',r 1 :•:'•'`A ,',i Please make check payable to and mail to . • - th 1 :i'L:4' el it...S, 1 /r.:." • FPPTA • . • • - i I,:t', 3„ , i';:4,'. " . . . 2946 Wellington Circle East • Tallahassee, Florida 32309 / 1 .:,. .•: . . ifij,:#17,4 61. -,,, .1,i:i. i• 800-842-4064 • Fax 850-668-8514 • ,. :10 , h" • ; . id .:: stephanie@fppta.org • www.fppta.org . • fiTti'f, ' ,,4 , ''.' ti'z'-• ',-.4.11:1; h ',..t:•::;.; :%:.;:::.,•P tp ''. ft.q;',1 • f Payment Inormation: :5 . • • , .. . .. tlliga3; . 4J Enclosed -- "7 - • ... .,- 'How El American Express . CI Visa Ei •MasterCard q; k • „,,, • :.VIO, ? 1„f! %. • A .!;.,,,,; 6 ...".',1...,,•..", r • ,. 1 i 1 A. Tig giA.,'! Name on the Card: i 0 1 Billing Zip Code: Expiration Date: •••'.--• • - r.: • .•:,. i 1 I ;pi: ; . • . s'. . t ...0„ •,,, ! :5,:,. , , , ,': : :111Tg'f.:4 .ffI'•••' Signature: • . Card number: . • . - • RE: Investment Disclosures http: / /mail.aol.com/35775- 111 /aol- 6 /en -us /mail /PrintMessage.aspa From: Niday, Tonya <Niday.Tonya @principal.com> To: John McKinney <jmckinney @CITYOFEDGEWATER.ORG> Cc: 'Sheila Hutcheson' <shutch9750 @aol.com> Subject: RE: Investment Disclosures Date: Thu, Feb 2, 2012 3:27 pm Attachments: GASB_General.pdf (16K), GASB_Police.pdf (16K) Here are the reports for both plans. a fee for is $150 for each I�ill deduct that from plan assets and will set up a reminder to have this do soon as the 09/30 numbers are final. Thanks! Tonya Niday 1 Client Service Manager 11 1 Principal Financial Group 1 PO Box 9394, Des Moines, IA 50306 -9394 1 Overnight: 710 9th Street, Des Moines IA 50309-15021 Phone (515)246 -4969 (800)543 -4015 ext. 649691 Fax (866)704 -3481 1 niday.tonva@principal.com Securities offered through Princor Financial Services Corporation, Des Moines, Iowa 50392 -2080, (800) 247 -1737, member SIPC. Princor and Principal are members of the Principal Financial Group. From: John McKinney ( mailto: imckinnev@CITYOFEDGEWATER.ORG] Sent: Wednesday, January 25, 2012 9:37 AM To: Niday, Tonya Cc: 'Sheila Hutcheson' Subject: Investment Disclosures Tonya, Can you facilit a the GASB 40 state ent for the Police and General Pensions at 9/30/11 for the audit note disclosure? Thanks Jonathan C. McKinney, CGFO Finance Director City of Edgewater 104 North Riverside Drive Edgewater Florida 32132 386.424.2400 opt 1 ext 1301 386.424.2409 Fax P Please consider the environment before printing this e-mail Message Disclaimer This e-mail message is intended only for the use of the individual or entity to which it is addressed, and may contain l of 2 3/18/2012 5:14 PM Subject: Edgewater Plans - Invoices for payment From: Sheila Hutcheson <shutch9750 @aol.com> Date: 3/6/2012 7:52 PM To: niday.tonya @principal.com, "Broders, Kristi" <Broders.Kristi @principal.com> Tonya, Kristi, Attached are invoices for payment, as follows for Edgewater General and Police: Foster & Foster - Actuarial Services Fees - March 6, 2012 - 20,319.00 neral) Foster & Foster-Actuarial Services Fees - May 6, 20 - $19,611.00 (Police) Please mail the checks to the address on the statements. Thank you for your prompt processing of these invoices. S heila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750Paol.com — Attachments: March 2012 - Police.pdf 149 kB Gen. March 2012.pdf 147 kB of 1 3/6/2012 7:53 PM Foster&Fosteii. Invoice Phone: (239) 433 -5500 Date lmvoice Fax: (239) 481 -0634 3/6/2012 2627 data @foster- foster.com Bill To City of Edgewater Police Officers' Retirement Plan 3860 Grantline Road Mims, FL 32754 Terms Due Date Net 30 4/5/2012 Description A mount Letter of correspondence dated November 16, 2011 concerning Ms. Floyd's retirement benefits. 38.00 Preparation of quarterly DROP account balance schedules: CONROY (2), HAZELWOOD (2), 360.00 MUMPOWER (2) Preparation of 2011 Annual Report for Division of Retirement. 2,500.00 October 1, 2011 Actuarial Valuation and Report; preparation of member certificates; Governmental 15,194.00 Accounting Standards Board disclosure information. Calculation of liabilities using the FRS interest rate (7.75%) to comply with SB 1128. 1,519.00 Balance Due $19,611.00 Thank you for your business! Please make all checks payable to: Foster & Foster, Inc. 13420 Parker Commons Blvd, Suite 104 Fort Myers, FL 33912 American Express Subject: American Express From: Sheila Hutcheson <shutch9750 @aol.com> Date: 2/10/2012 4:42 PM To: "gconroyl @cfl.rr.com" <gconroyl @cfl.rr.com> Hi, Gary, I hope you are doing well. I got a statement from AMEX today that we now have a $10.00 credit for an adjustment to the card fee. I assume at some point they will mail me (or you) a check like they did before. I will let you know if I get it and would ask that you let me know if it comes to you. Once we get it, you will need to endorse it and turn it into the City Finance Dept. for deposit. Thanks. Keep in touch. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750Paaol.com 1 of 1 2/15/2012 10:03 AM Business Gold Rewards OPEN sM p 1/5 MERICAN EDGEWATER POLICE - ExPREss GARY T C Closing D 01/08/12 Account Ending 4 -61000 Earn points on all of your New Balance $0.00 ',purchases, everywhere you use the Card. Visit open.arnericanexpress.com/ Payment Not Required _ .. I smallbusinessrewards Account Summary See page 2 for important information about your account. Previous Balance ' CR$1125 Payments /Credits '� - • •t. Account cancelled at your request. New Charges +$11.25 Fees ` +$0.00 New Balance $0.00 Days in Billing Period: 31 Customer Care ri Pay by Computer open.com /pbc Customer Care -Pay by Phone '1 - 800 - 678 - 0745 1 -800- 472 -9297 See page 2 for additional information. Payment Coupon Pay by Computer Pay by Phone Account Ending 4 -61000 Do not staple or use paper clips Q Y Y P < be open:com/ p 1- 800 - 472 -9297 Enter account number on all documents. Make check payable to American Express. IiIIIIIIII'IIII' II III u I IIIdI 1 1 I II '11 1 1II h I' 1111111111II IIII nn GARY T CONROY Payment Not Required co Et. EDGEWATER POLICE N 3860 GRANTLINE RD Amount Due o MIMS FL 3 2754 -5209 Amount Due ° W S ir cy 11111 1IIIIri1 1 1 11 1Illli 1111n11 'III I Check here if your address or AMERICAN EXPRESS g I 1 phone number has changed. P.O. BOX 650448 ° Note changes on reverse side. DALLAS TX 75265 - 0448 0000349991490994175 00000000000000000 04 d I Business Gold Rewards OPEN p 1/5 wMERI:C N EDGEWATER P EGRESS GARY T CO OY Closing Date /06/12 Account Ending 4 -61000 . ' Ea ' arrw points on all of your New Balance CR$10.00 pur everywhere you use Amount Due $0.00 the Card. Visit open amerjcanexpress.com /.. smallbusinessrewards < , Payment Not Required Account summary previous- Balance $0.00 Payments /Credits -.$1 0.00 See page 2 for important information about your account. New char g es • +$0.00 " Fees +$0.00' - ' • ; . O Your credit balance can be applied against future transactions or y ( New Balance CRS10.00 , may request a refund. s Day in Brlling Period 29 Up to 10% savings when you use your Customer Care American Express OP EN° Business Card at Hertz. Q Pa y by Computer • Save 5% when you spend $500-$2,500 annually — open.com / pbc • Save 10% when you spend more than $2.500 annually m Learn more at hertz.com /opensavgs. W � �' [{}¢tpmer ale - Par by Phone - Terms condihons , ind restrictions apply: - 1= 800 -678 0745 '1.-- $00-472 -929 ' , See page foradditional information. b ^ Payment Coupon rr--77 Pay by Computer Do not staple or use paper clips `s' open.com /pbc ® Pay by Phone Account Ending 4 - 61000 1- 800 -472 -9297 Enter account number on all documents. Make check payable to American Express. O riIIIIIIIIII IuI III r I I I Il I 1II IIIii uII I I lu I II I , d :11 GARY T CONROY Payment Not Required cc. 4, t EDGEWATER POLICE N 3860 GRANTLINE R D Amount Due ° MINIS FL 32754 5209 rst Due 2 LL M Q 0 II' IIIIIIIIIuIIIIII I Check here if your addressor AMERICAN EXPRESS P,O. BOX 650448 phone number has changed. DALLAS TX 75265 - 0448 ° Note changes on reverse side. 0000349991490994175 10000100000000000 04 rl p VERIFY THE AUTHENTICITY OF THIS MULTI TONE SECURITY DOCUMENT M CHECK BACKGROUND AREA CHANGES COLOR GRADUALLY FROM TOP TO BOTTOM. • • TRAVEL*' ArAteriean Express "� s 0 s1 �* � ; atvi�s3scvr l R ELATED Travel Related Services Company CHECK DATE IE< IrIESS 20002 North 19th Ave. 6 a alter NUMSER 74 1929 SERYICES Phoenix AZ 85027 12/i2/1 t ® (r10�N 01,268795 An Amen°. Exp, Compmy , ., ':: v24. r r IAYABLB THROUGH FIFTH THIRD BANK LANSING MICHIGAN PAY Eleven and 25/100 Dollars TO THE ORDER OF CHECK AMOUNT 12 100- 000117 1112 1 . * * **** * *$ 1 1.25 GARY T CONROY Void II Not Cashed In 120 Days EDGEWATER POLICE / 3860 GRANTLINE RD T �/ ✓ �`C h MIMS FL 32754 -5209 AUTHORIZED SIGN TORE II ? 3268 ?9 511' 1:0 ? 24L32981: ?L6394207611' THE ORIGINAL DOCUMENT HAS A WHITE REFLECTIVE WATERMARK ON THE BACK. HOLD AT AN ANGLE TO SEE THE MARK WHEN CH ECKING THE ENDORSEMENTS. ORM NO. CD 5131 DETAILS OF PAYMENT PROCESSED DATE CHECK NO. RATE ACCOUNT BATCH / SEQUENCE 12/12/11 73268795 XXXXXXXXXX61000 4884 *219 REFERENCE GROSS DISCOUNT NET AMOUNT CREDIT BALANCE REFUND $1 1.25 ( 5 rs8e).y9 -lam 62‘i-01)C) 0,/0/ ./Q -off W city of Edzsete *+* CLEM FT EPT *1* �: 1 2 Q3 �jp� 1 - ipticn __ (1ait11y porn �T RAE FERN) IlM $1125 E�133•p7fft FERN) Tam d3t3i 1 ac 043X seam 11.25 Tata1 to -Et-Ed 11.3 Total 1:1$41131t 11.3 Tress ci313: 1/14/12 Tie: 15:34 :23 * 111-114( 'DJ RR YCIR R1WENr 44 . 191.ffr I I TOTALS $11.25 American Express TRS Company Inc. 20002 North 19th Avenue. Phoenix. Arizona 85027 REMITTANCE ADVICE DETACH BEFORE DEPOSITING TRAVEL American Express / C { Travel Related Services Company CHECK CHECK DATE > CHECK NUMBER 74-1329 c , RELATED 20002 Noun 19th Avc. 12/12/11 XXXXXXXXXX6i,i000 73268795 , SERVICES Phoenix, AZ 85027 ;,1 An American Express Company PAYABLE THROUGH FIFTH THIRD BANK LANSING, MICHIGAN PAY Eleven and 25/100 Dollars TO THE ORDER OF CHECK AMOUNT 12 100 - 000117 1112 1 I I ' GARY T CONROY Void If Not Cashed In 120 Days EDGEWATER POLICE 3860 GRANTLINE RD MIMS FL 32754 -5209 AUTHORIZED SIGN TURE ii 7 32'613%79 1 :0 7 2 4 1 3 2 981: 7 1 6 3 9 4 2 0 7 6 1 1' THE ORIGINAL DOCUMENT HAS A WHITE REFLEC U =! 7 E .C°". t LD 5,T AN ANGLE TO SEE THE MARK WHEN CHECKING THE ENDORSEMENTS. )RM NO. CD 5131 DETAILS OF PAYMENT PROCESSED DATE CHECK NO. RATE ACCOUNT BATCH / SEQUENCE 12/12/11 73268795 XXXXXXXXXX61000 4884' REFERENCE GROSS DISCOUNT NET AMOUNT CREDIT BALANCE REFUND $11.25 TOTALS $11.25 American Express TRS Company Inc. 20002 Nonh 19th Avenue, Phoenix, Arizona 85027 REMITTANCE ADVICE DETACH BEFORE DEPOSITING AGENDA REQUEST Date: DATE, 2012 PUBLIC HEARING RESOLUTION ORDINANCE BOARD OTHER APPOINTMENT X CONSENT BUSINESS ITEM DESCRIPTION City Council's ratification of appointment of fifth member to the Police Officers' Pension Board of Trustees. BACKGROUND The City of Edgewater has a fifth trustee, appointed by the Board of Trustees and ratified by the City Council as a ministerial duty, on the Police Officers' Pension Board of Trustees, as outlined in F.S. 185. Mr. Lawrence Leaf is currently serving a two -year term which ended on March 17, 2012 (extended as a "hold- over" trustee for the March 19, 2012 Board meeting). The Board of Trustees, at its March 19, 2012 meeting, reappointed Mr. Leaf as the fifth member for another two -year term until March 17, 2014. RECOMMENDATION The Police Officers' Pension Board of Trustees, at its March 19, 2012 quarterly meeting, respectfully recommended that City Council ratify its reappointment of Mr. Leaf (as the fifth member) for a two -year term on the Board to March 17, 2014. ACTION REQUESTED Motion to ratify the appointment of Mr. Lawrence Leaf to a two -year term on the Police Officers' Pension Board of Trustees to March 17, 2014. FINANCIAL IMPACT: (FINANCE DIRECTOR) PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NUMBER: Respectfully Submitted By: Bonnie Wenzel City Clerk RE: Paulette Tubbs - Edgewater General - and Christi Moeller Subject: RE: Paulette Tubbs - Edgewater General - and Christi Moeller From: "Niday, Tonya" <Niday.Tonya @principal.com> Date: 2/13/2012 11:08 AM To: Sheila Hutcheson <shutch9750 @aol.com> CC: "dlooney @cityofedgewater.org" <dlooney @cityofedgewater.org >, "jachristine @CITYOFEDGEWATER.ORG" < jachristine @CITYOFEDGEWATER.ORG >, "Fredricks, Jill" <Fredricks.Jill @ principal.com>, "doug @foster- foster.com" <doug @foster - foster.com> The Tax Reform Act of 1986 changed the way earnings on after tax employee contributions (required and voluntary) are taxed when withdrawn in cash. What it essentially does is it takes the after -tax benefit of the contributions and it spreads it across the entire pension benefit - which consists of both the contributions and the annuity. If this is a calculation the Boards opt to have done by someone other than Principal or you would like to report the taxable and non - taxable portion of the payments, please let me know and we will not complete this calculation in the future. Thanks! Tonya Niday 1 Client Service Manager II 1 Principal Financial Group 1 PO Box 9394, Des Moines, IA 50306 -9394 1 Overnight: 710 9th Street, Des Moines IA 50309 -15021 Phone (515)246 -4969 (800)543 -4015 ext. 649691 Fax (866)704 -3481 1 niday.tonvaPprincipal.com Securities offered through Princor Financial Services Corporation, Des Moines, Iowa 50392 -2080, (800) 247 -1737, member SIPC. Princor and Principal are members of the Principal Financial Group. From: Sheila Hutcheson [mailto:shutch9750 @aol.com] Sent: Monday, February 13, 2012 9:59 AM To: Niday, Tonya Cc: dlooney @cityofedgewater.org; jachristine @CITYOFEDGEWATER.ORG; Fredricks, Jill; doug @foster - foster.com Subject: Re: Paulette Tubbs - Edgewater General - and Christi Moeller I guess I just can't understand why taxes are taken on monies that wer contributed on an after tax basis. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321 - 267 -3082 321 - 267 -4728 (facsimile) shutch9750 @aol.com On 2/13/2012 10:25 AM, Niday, Tonya wrote: Good morning, Ms. Paulette Tubbs did not have the actuarial present value of benefits reported, so we weren't able to calculate the taxes and paid as an after -tax contribution as noted. Attached is a copy of the e-mail correspondence that already addressed this matter. Thank you! Tonya Niday 1 Client Service Manager II 1 Principal Financial Group 1 PO Box 9394, Des Moines, IA 50306 -9394 1 Overnight: 710 9th Street, Des Moines IA 50309 -15021 Phone (515)246 -4969 (800)543 -4015 ext. 649691 Fax (866)704 -3481 1 niday.tonva()principal.com Securities offered through Princor Financial Services Corporation, Des Moines, Iowa 50392 -2080, (800) 247 -1737, member SIPC. Princor and Principal are members of the Principal Financial Group. From: Sheila Hutcheson [mailto:shutch9750@aol.com] Sent: Saturday, February 11, 2012 4:58 PM To: Niday, Tonya Cc: dlooney @cityofedoewater.orq; jachristine@CITYOFEDGEWATER.ORG; Fredricks, Jill; doug @foster - foster.com Subject: Re: Paulette Tubbs - Edgewater General - and Christi Moeller Tonya, 1 of 4 2/13/2012 11:15 AM RE: Paulette Tubbs - Edgewater General - and Christi Moeller Ms. Moller emailed me that the check for the refund of her member cont. came today. I got in today's mail your letter in this regard (attached). Please explain why now taxes were withheld from this after tax cont. We sent exactly the same information as on past benefit calculations, as you noted what you needed. On Paulette Tubbs, no tax was withheld and the same information was sent. Please advise as to your basis and let's have a consistent application of the tax withholding on after tax cont. Thanks. Sheila Hutcheson Pension Plan Administrator 3860 Grantline Road Mims, FL 32754 321- 267 -3082 321 - 267 -4728 (facsimile) shutch97500aol.com Original Message From: Niday, Tonya <Niday.Tonya(i.principal.com> To: 'Sheila Hutcheson' <shutch9750 c(ilaol.com> Cc: Fredricks, Jill < Fredricks.Jillaprincipal.com> Sent: Fri, Aug 19, 2011 3:30 pm Subject: RE: Paulette Tubbs - Edgewater General Hi Sheila, If an employee elects to take his /her after tax contributions in a lump sum and a monthly annuity separately, in order to calculate federal withholding under the Tax Reform Act of 1986 (outlined in IRS Notice 87 -13), we will need the following information: 1. Total contributions at ACD 2. Monthly accrued benefit at ACD with contributions left in 3. Present value of #2 above. This is true for both the Police and General Edgewater plans. Without this information, we will not withhold on the after -tax lump sum payment. Thanks! Tonya Niday 1 Client Service Manager 1I 1 Principal Financial Group 1 PO Box 9394, Des Moines, IA 50306 -9394 1 Overnight: 710 9th Street, Des Moines IA 50309 -15021 Phone (515)246 -4969 (800)543 -4015 ext. 649691 Fax (866)704 -3481 1 niday.tonya @principal.com From: Sheila Hutcheson [mailto:shutch9750 @aol.com] Sent Wednesday, August 17, 2011 4:09 PM To: Niday, Tonya; Fredricks, Jill Subject: Re: Paulette Tubbs - Edgewater General Tonya, Per our telecon, please email me specifically the information you need from Foster & Foster to assess the tax status of after -tax member cont. refunds in conjunction with retirements. As I stated, the same information from F &F was sent for the retirements of Donna Looney, Joe Manzi, Wayne Nichols, and Tyna Hilton and tax was withheld on their after -tax refunds. When I had questioned this in the past, you had sent some IRS information to support Principal's withholding in this regard. In our conversation today, you said that, perhaps, Principal had requested further information on Looney, Manzi, Nichols, and Hilton that would account for your withholding. We are unaware of any such request, so please advise what you need going forward. Sheila Hutcheson Pension Plan Administrator 2 of 4 2/13/2012 11:15 AN EDUCATION REQUIREMENTS Each Trustee is required but not limited to attend a Florida Public Pension Trustee school or conference regarding Trustee duties and responsibilities and matters relating to the investment program of the Plan at least twice each term. New Trustees are encouraged to attend the next scheduled school or conference after the start of their term. Trustees are encouraged to become certified public pension Trustees through the Florida Public Pension Trustee program. Trustees shall be permitted to attend conferences and schools within the state of Florida to satisfy the above requirements without prior Board approval. Conferences and schools outside the state of Florida must have prior Board approval. The Pension Administrator will maintain a current record of all Trustee training. EDUCATION EXPENSES Each Trustee will be issued a credit card to pay for conferences and accommodations and at times transportation. In the name of transparency the credit card bills will be forwarded to the Pension Administrator. The Pension Administrator will present said bills to the Board of Trustees for review.* Per Diem and mileage reimbursement will governed by the Federal Governments General Services Administration website, www.GSA.gov. It is each Trustees responsibility to calculate the correct Per Diem and mileage allowance. Once the Trustee has the correct amount he /she should contact the Pension Administrator. The Pension Administrator will then contact the appropriate vendor, request the allowance and forward the allowance to the Trustee. In the event more than one Trustee is scheduled to attend a school or conference nothing shall prohibit Trustees from car pooling and using a rental car to keep costs down. *The AmEx bills are included on each agenda for ratification by the Board (note by Sheila Hutcheson) NOTE: SINCE THIS POLICY WAS PROPOSED BY FORMER TRUSTEE GARY CONROY, THE AMEX CARD HAS BEEN CANCELLED SECTION X - EDUCATION /TRAINING 10.00 EMPLOYEE EDUCATION /TRAINING PROGRAMS The City agrees to make a good faith effort to promote on- the -job training for the purpose of improving the performance of employees, improving the quality of service rendered to the public, aiding employees to equip themselves for greater responsibilities and advancement to higher positions when available. Some of this training must, by its nature, be subject to available funds. The City will not expect any employee to attend required training to improve job performance and /or required training in specialized techniques outside his normal working hours, if possible. This policy shall govern all City employees, elected officials, appointed officials, advisory board members, pension board members and other authorized persons regarding the policies and procedures for training, travel and per diem authorization, charges and reimbursements. TRAINING It is the responsibility of the City Manager in conjunction with Department Directors and the Personnel Director to foster and promote in- service training of employees. Standards for training programs will be established to assure that training is carried out as approved by the City Manager and prepared certificates or other forms of recognition to persons who satisfactorily complete approved courses and programs will be awarded. These certificates, etc. will be logged in the individuals official personnel file as training /education accomplishments. For training required by the City as a condition of continued employment, the City shall assume financial responsibility for tuition, books, and travel, if approved in advance by the City. The time and location of all required training must be approved in advance by the City. The City will provide on duty training and /or time off with pay, including travel time as required by law, for all training required by the City for the purpose of job retention. If the employee does not satisfactorily complete the course, he may re- enroll at his expense, and take such course on his own time. Then if the employee does not satisfactorily complete the course, he may be terminated from the position. LICENSE RENEWALS /EXAMS An employee may be given leave for the purpose of taking exams to renew required licenses or obtain a new license directly related to their work. Expenses will be paid as required by law, however, no over -time will be paid to an individual taking exams; compensatory time will be given for the exam time only. The employee will be reimbursed for license renewals such as commercial drivers licenses, which are required by job description and /or deemed a benefit to the city. EDUCATION In order to increase the efficiency and productivity of City Staff, it may become necessary to enroll in a formal program or course provided by an accredited educational institution or organization. These courses will be categorized as Required or Enrichment. Required This is a course needed as a condition of continued employment with the City. Upon prior approval by the Department Director and the City Manager for enrollment, the City shall assume financial responsibility for tuition, books and transportation. If the employee does not satisfactorily complete the course, he may re- enroll at his expense, and take such course on his own time. Then if the employee does not satisfactorily complete the course, he may be terminated from the position. Enrichment May 2008July 2011 DRAFT 31 These are courses not considered a condition of employment but those, which may contribute to improved efficiency and /or work quality: A. If an employee requests to take an enrichment course, upon prior approval by the Department Director and the City Manager for enrollment, the employee will receive reimbursement for 50% of the tuition. B. If it is recommended that an employee take an enrichment course, upon prior approval by the Department Director and the City Manager for enrollment, the employee will receive reimbursement for 75% of the tuition. All reimbursements will be subject to satisfactory completion of courses and if the employee remains in the City's employment for two (2) years beyond the completion of the courses. If an employee remains in the City's employment for two (2) years after successful completion of the course, they will not be obligated to reimburse any of the course expense. Employees will be obligated to reimburse the City for course expenses if they leave the employment of the City as follows: Less than 6 months after successful completion of course = 100% 6 - 12 months after successful completion of course = 75% 12 - 18 months after successful completion of course = 50% 18 - 24 months after successful completion of course = 25% In the event an employee is required to take an enrichment course, upon prior approval by the Department Director and the City Manager for enrollment, the City shall assume financial responsibility for tuition and books. If the employee does not satisfactorily complete the enrichment course, the employee's related performance shall be addressed through his annual appraisal. SEMINARS /CONFERENCES These are programs not considered a condition of employment but as a contribution to improved efficiency, work quality, and /or job knowledge. Upon prior approval of the Department Director, and the City Manager, or Board for enrollment, the City will assume all financial responsibility by paying directly or reimbursing the employee for travel, lodging, meals, registration, books, materials, tolls, parking and other such expenses as are reasonable and justifiable for an employee to attend a seminar or conference. These expenses shall be subject to the following: A. The employee mutt city should be a member of the professional organization providing the seminar /courses (if applicable). B. The employee's position and /or function would be enhanced and thereby directly benefit the City. EDUCATIONAL INCENTIVES These courses are not considered a condition of employment but as a contribution to improve efficiency, work quality and /or job knowledge. The courses also are not reimbursable by State incentive funds. Firc Department personnel who receive certification in thc following courses shall bc eligible to pay shall commence on the first pay period of thc month following notification to the Personnel - : - -- - - - - - - -- :: - - - successfully completed thc course. Proper notification shall bc a May 2008July 2011 DRAFT 32 copy of the transcript and thc certificate of completion of degree. Employee must possess and rctain two courses in a cote:: $25.00 per month (per category). Catcgory One Category Two Catcgory Three CPR Instructor First Aid Instructor ACLS Instructor Fire Instructor Driver /Engineer PEPP /PALS Instructor Rope Onc Firc Inspector BTLS Instructor Rcd Card CERT Inspector BTLS for EMT's Rope 2 Car S at Technician Catcgory Four Category Five Confined Space Technician Emergency Management PDS Fire Instructor 2 NFA 2 week Firc Inspector 2 Education Mentor Firc Officer 2 Firc Officer Secondary degrees Arson i The Firc Department assignecl—p-er-sen-net assigned- en—net Department Director or designee will be responsible for maintaining employee achievement records and providing the any approved incentives due each employee to the Personnel Department, based upon the certifications/ degrees received as provided by thc groupings identified above in a formalized and approved education incentive program. The maximum City compensated incentive pay that an employee will be eligible to receive is $100.00 per month. Travel Procedures: A. General Information This procedure contains travel regulations and instructions to complete the Travel Request and Expense Voucher. City employees, elected officials, appointed officials, advisory board members, pension board members and other authorized persons traveling on official business for the City of Edgewater are expected to use reasonably priced lodging accommodations and are required to use economy or tourist class air travel fares unless no other alternative class is available and the traveler has prior written approval by the City Manager to travel first - class. Under no circumstances are travelers on City business permitted to accept gratuitous upgrades to first class. Meals, tips and lodging must be reasonable in relation to the area visited and reimbursement will be limited to a reasonable allowance. Preplanning in advance in an effort to secure registration discount rates and minimizing the number of staff who will attend the same training session will contribute toward cost control. Travel, whether by public transportation, privately -owned automobile, City -owned vehicle, or a for -hire conveyance, shall be over the most direct, practicable route. Any deviations from a direct route must be explained on the voucher. B. Travel Authorization Elected officials authorize their own travel and must comply with all policies stated herein. Board Members' and other authorized persons' travel will be authorized in advance by either the Board May 2008July 2011 DRAFT 33 they serve or Department Director that they are assigned too provided that such travel has been appropriately budgeted. The authorizing official for each employee traveling for the benefit of the City will be their Director, or designee, except as specified below. Only one authorizing signature is required on the Travel Request and Expense Voucher. Travel during work hours and outside of their regularly assigned work area and at the City's expense will be authorized in advance of travel. Specific expenses and /or conditions of travel must be authorized by the designated official as described below: 1. City Manager, or their designees: a. Car rental b. Entertainment expenses c. Travel and training in excess of 5 consecutive work days. d. Out -of -state travel. e. To hold position in a professional organization for which travel to meetings is required. f. Waiver of reimbursement agreement. g. Out -of- country travel. 2. Department Directors, City Manager: a. Travel outside of the city for authorized training. b. Any use of privately -owned vehicle. c. All other travel not defined. For example, to evaluate a product or to give testimony. In the event of a public safety emergency situation when the employee cannot obtain prior authorization, travel documents shall be approved upon the employee's return to work. C. Travel /Training Guidelines All travel covered by this policy must be for the direct benefit of the City. A direct benefit to the City will promote the economic and financial welfare of the continuing professional education and new technological and management training, or represent the interests of the City at board and committee meetings of an organization in which the employee was authorized and /or appointed to hold an office. Employees whose travel expense is to be reimbursed by an outside agency must so indicate on the Travel Request and initiate a billing to the agency immediately upon return to work. A copy of the billing must accompany the final reconciliation submitted to the Finance Department. D. Prior /Post Travel Accountability for Reimbursement Although travel costs may have been included in the City budget, City officials and employees shall obtain written approval to perform the travel, attend meetings, schools, trainings, conferences etc., before making any commitment to pay registration fee, to purchase a transportation ticket or to incur any other cost. Each official, employee or member shall first prepare a Travel Request for individual expenses and submit to the appropriate authorizing official or board. In no event shall a travel form be submitted for approval unless funds for payment of the proposed travel are available in the proper charge code. May 2008July 2011 DRAFT 34 When the travel form has been approved and funds have been allocated, the Director, employee or member is then authorized to incur expenses and to be reimbursed. Request for advance payment may not be drawn more than ten days prior to the beginning of travel. At the completion of travel, the traveler will sum each category and submit the Travel Reimbursement form. Receipts for all reimbursable expenses, where it is feasible or possible to obtain receipts, shall be attached to the completed Travel Request and Reimbursement form. Receipts for hotels, public transportation, convention registration fees, car rental, tolls, and similar items must be attached. All reimbursable items for which a receipt cannot or was not obtained must be explained in writing. Tips and similar items that occasionally cannot be will be included in per diem amounts. All reimbursable items of a miscellaneous nature must be itemized. The compiled Travel Request and Reimbursement form must be prepared by the traveler and submitted to the Department Director or designee within seven working days of completing travel. The Director or designee will review the forms before approving and should obtain explanation on any questionable item, keeping in mind they are authorizing that the expenses were incurred for City business and a reimbursable obligation of the City. If costs incurred exceed the amount of expense authorized by the appropriate official and the employee requests reimbursement for the additional amount, the authorizing official should provide an explanation and a recommendation to the Finance Department for payment. All forms must be submitted to Finance within ten working days of completing travel. The Finance Director or designee shall review the expenses to make certain that all items of expense are properly charged and are not otherwise questionable. If additional information is needed for approval, the form shall be returned to the Department for revision. If the charges are found to be correct and the Department Director or designee authorizes reimbursement, the Reimbursement form will be forwarded to Finance for final audit and payment. All unused portions of money pre -paid directly to the traveler for reimbursable travel expenses shall be repaid within ten (10) working days from time of return to work. If the traveler has not settled the reimbursement of unused or undocumented cash advance(s) within 30 calendar days of return to work, Personnel shall authorize a deduction of the amount advanced from the traveler's wanes. E. Governing Regulations The following regulations are established and will be the basis upon which reimbursement of expenses will be approved. 1. Transportation a. Travelers are expected to use the mode of travel that is most advantageous to the City. This would include consideration of bus or shuttle service to and from terminals or extended parking at terminals. The traveler is permitted reimbursement of mileage from point of departure (home or work location), whichever is the shorter distance. The use of a privately -owned vehicle for official travel in lieu of publicly -owned vehicles or common carriers must be authorized by the Department Director. Whenever travel is by privately -owned vehicle, the traveler shall be entitled to a May 2008July 2011 DRAFT 35 mileage allowance at a fixed rate not to exceed IRS guidelines per mile or the air carrier rate for such travel, whichever is lower. Where two or more authorized persons travel in one private vehicle, the person supplying the vehicle shall receive transportation reimbursement at the rate consistent with IRS regulations. Employees or members deviating from the most direct route will have to bear the extra cost. b. City Vehicle When authorization is requested to use a City vehicle, indicate the car vehicle number. All travelers must attach gas /other auto - related expense receipts for reimbursement. c. Taxicabs Reimbursement for taxicabs to and from airports, train stations, etc., will be made only when receipts are provided. d. Car Rentals Prior approval must be received from the City Manager if the traveler must rent a car. e. Airline Airline reservations may be acquired if approved by the appropriate official. Tickets may be purchased through a local travel agency (at no extra charge). Air travelers must attach their boarding passes to the Travel Request and Travel Reimbursement forms. 2. Lodging a. Expenses may vary with the area traveled, but all expenditures must be reasonable; primary responsibility for the reasonableness of amounts charged rests with the official who authorized the requests. Excessive charges must be explained fully in a written memorandum by the Department Director. When additional nights of lodging and per diems are charged to the City based on more economical fares for weekend stays, a cost comparison prepared by an independent party with third -party verification (i.e., travel agent, airline rate schedule) must be approved and attached to the Travel Reimbursement forms. b. When traveling in the State of Florida, the advance check should be made payable to hotel, motel, lodge, etc., to ensure exemption of sales tax. Accounting will include the Tax Exempt #74-8012076511-2 on the check stub. When lodging is not paid in advance, the traveler must seek exemption from payment of tax on rental of hotel rooms. All travelers will be provided a Tax Exempt Card made out to the hotel /motel concerned. If the hotel does not honor the tax exempt card, please indicate in your travel voucher that the card was presented to the hotel but was denied. Accounting will then follow -up to insure May 2008July 2011 DRAFT 36 exemption is honored in the future. 3. Meals and Tips a. Reimbursement for meals is based on F.S. 112.061 at the following per diem amount: In- State: Breakfast (6AM - 8AM): $ 6.00 includes tip and tax Lunch (11 AM - 1 PM): $ 11.00 includes tip and tax Dinner (5PM - 8PM): $19.00 includes tip and tax Out of state will be in accordance with the U.S. GSA "CONUS" Rates" by geographic region where travel is to occur. b. Same day travel by employees, elected officials, or members allows reimbursement for reasonable meal expenses based on F.S. 112.061 In cases where the traveler did not find it necessary to spend the night out of town but was unable to return home by 8:00 p.m. in time for dinner, reimbursement will be allowed for the evening meal. Similarly, when the traveler finds it necessary to leave home before 6:00 a.m. and extends beyond 8:00 a.m., reimbursement for breakfast would be in order. c. Meals provided as part of registration or by an airline should be reported on the Travel Expense Worksheet as meals furnished. 4. Other a. Registration fees for functions related to City business may be reimbursed when an employee is expected to attend due to the nature of the position. b. While entertainment on behalf of the City, under certain circumstances and conditions, clearly meets a public purpose, these instances are subject to planning and preparation; and thus it is a specific policy of the City to require approval by either the Mayor, the City Manager, or their designees of the nature, purpose, and anticipated cost of entertainment undertaken with public funds. For purposes of this policy, "entertainment" may include meals, sporting events, theatrical productions, concerts and similar activities. When approval is granted, it is specifically required that the nature of the entertainment, those present and a brief summary of the business discussed be provided for inclusion in the City's records. Further, although the purchase of alcoholic beverages is discouraged, expenditures for such purchases may be approved by the Mayor or City Manager, or their designees, in connection with approved entertainment. The following exceptions to this policy are stated and made a part hereof: (1) When the City agrees to reimburse a job applicant for expenses to come to an interview (air -fare, motel and meals). (2) While the City acknowledges that attendance and participation in professional association meetings constitutes a public purpose in relation to the training and education of its professionals, the City will reimburse the cost of meals and attendance to such meetings May 2008July 2011 DRAFT 37 only if it is established that the meeting has a professional and not social purpose. (3) In recognition of a City Councils entertainment and /or association or affiliation commitments, the City will reimburse reasonable meal costs for other than City Officials, members or employees. c. Out -of -state travel, whether by personal or City -owned automobile, requires prior written approval by the City Manager, or his designees. Approval to use a City vehicle provides the traveler(s) a substitute for an airline ticket; therefore, "en- route" expenses other than gasoline /vehicle expense will not be reimbursed. Travel time in excess of the most advantageous mode of travel to the City may be chargeable as leave to the employee(s). Any area not covered by this policy, F.S. 112 shall be used as prevailing guidance. May 2008July 2011 DRAFT 38 EDGEWATER POLICE PENSION PLAN Administrative Expenses - Fiscal Year 2010/2011 (reported on quarterly meeting agendas) The Bogdahn Group, performance monitoring fees $14,500.00 Christiansen & Dehner, professional legal fees /expenses $11,435.55* Education/training, registration, lodging, per diem, mileage expenses $ 7,080.70 FPPTA, annual membership fee $ 600.00 Foster & Foster, actuarial services $20,551.00 ** Pension Fiduciary Liability Insurance, premium (7/16/10 - 9/30/11) $ 2,856.28 Sheila Hutcheson, plan administration fees /expenses $13,327.93 Grand Total: $70,351.46 * may receive additional bills from Lee Dehner in Sept. 2011 - average cost per meeting is: $2,858.89 ** F &F's costs could be greater if they receive a percentage of the negotiated settlement amount with Principal, if termination occurs in the upcoming fiscal year EDGEWATER POLICE PENSION PLAN Administrative Expenses - Fiscal Year 2009/2010 (reported on quarterly meeting agendas) The Bogdahn Group, performance monitoring fees $12,250.00 Christiansen & Dehner, professional legal fees /expenses $12,829.99 Education/training, registration, lodging, per diem, mileage expenses $12,356.75 FPPTA, annual membership fee $ 600.00 Foster & Foster, actuarial services $22,297.00 Pension Fiduciary Liability Insurance, premium (7/16/10 - 9/30/11) $ 2,856.28 Principal Financial Group, preparation of plan amendmentsNCP $ 2,320.00 Sheila Hutcheson, plan administration fees /expenses $12,671.56 Grand Total: $78,181.58 June 5, 2011