11-12-2001 - Special
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Edgewater Firefighter's Pension Fund
Special Meeting
Monday, November 12, 2001
Station 55, 1605 S. Ridgewood Avenue
3:30 p.m.
Call To Order: Chairman Jollie called to order a special meeting of the
Edgewater Firefighters1 Pension Fund Board on MondaY1 November 131 2001 at
3:33 p.m. at Station 55.
Welcome: Chairman Jollie introduced PM Ron Hayward. PM Hayward was
elected to the Board by his fellow firefighters. PM Hayward replaced Captain
Jill Landreville.
Roll Call: Members present were Chairman Jim Jollie1 PM Ron Hayward1 Mr.
Gary Butt and Mr. Marty Tse. Also present were Chief Barlow1 Ms. Donna
LooneY1 and recording secretary Beverly Kinney-Johnson. Ms. Laura Reilly was
excused.
Approval of Minutes: The minutes of October 31 2001 meeting were presented
for approval. A motion to approve the minutes as submitted was made by Mr.
Butt1 seconded by Mr. Tse. Motion carried 4-0.
Old Business:
Volunteer Buy Back Plan CostjPension Improvements: Chairman Jollie
prepared a letter to Foster and Foster1 dated September 25,2001 regarding
changes to our pension plan allowing a volunteer "buy back" prior to full time
status. Mr. Patrick Donlan of Foster and Foster sent a letter back to Chairman
Jollie1 dated October 41 2001. The cost to do a study on the proposed volunteer
"buy back" will cost one thousand dollars ($11000.00). Chairman Jollie
suggested the Board could also include other studies requested1 such as a
military "buy back" stipend. Chairman Jollie asked the members if there was
anything they would like to add. Chief Barlow stated there were probably
enough career members to start thinking about a drop at twenty (20) years.
Chairman Jollie stated it could take two years to get these things implemented.
He also stated the buy back time for career members can be given a monthly
set amount on their pension above their normal retirement. Chairman Jollie
added he would like to see some type of stipend included for medical care and
military "buy back".
Mr. Butt moved to have Foster and Foster do an actuarial study for full-time
firefighters who began as volunteers. He added the Chairman should handle
this matter. Motion seconded by Mr. Tse. Mter some discussion Mr. Butt
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Edgewater Firefighters' Pension Fund Board
Special Meeting
November 12, 2001
Page 2
amended his motion to include military "buy back" with four (4) years
maximum service, and a possible stipend, meant for health care, for career
retirees. Amended motion seconded by Mr. Tse. Motion carried 4-0.
Chairman Jollie stated the City used to ask for a budget for the Pension Board.
The requests stopped, but the Chairman would like to see a budget for the
Board to begin once again.
Monthly Calendar: Chairman Jollie discussed the problems with daytime
meetings vs. work schedules of the members, and night meetings vs. availability
of City personnel. He added the Board is required to have a meeting in January,
April, July, and October. Chairman Jollie also stated any special meetings are
held when the Board needs hold a meeting. Chairman Jollie stated he does not
want to exclude anyone. Chairman Jollie suggested 5:15 to 5:30. Mr. Tse
moved to hold the regular Board meeting on the 3rd Tuesday (January, April,
July and October) between 5:15p.m. and 5:30 p.m. Motion was seconded by Mr.
Butt. Motion carried 4-0.
New Business:
Election oj Secretary: Chairman Jollie stated former member Captain Jill
Landreville was the secretary for the Board. Chairman Jollie opened the floor
for nominations. Chairman Jollie passed the gavel to Mr. Tse, and nominated
Ron Hayward for secretary. Mr. Butt moved the nominations be closed. Ron
Hayward was unanimously elected as the new secretary of the Board.
Election oj 5th Member to the Board.: Chairman Jollie referred the members
to a letter from Gary Butt asking for reappointment to the Board. Chairman
Jollie noted that copies of other people seeking appointment to the Board were
enclosed in the member's packets. Recording secretary Ms. Johnson stated
there were no new applications, since the year 2000, requesting appointment to
the Board. Chairman Jollie passed the gavel to Mr. Tse and nominated Gary
Butt be reappointed as the 5th member of the Board. Nominations were closed,
and Gary Butt was unanimously reappointed to the Board.
F.P.P. T.A. - 2002 Annual Membership (Florida Public Pension Trustees
Association): Chairman Jollie stated the Board let their membership lapse
about two years ago, and suggested the Board join F.P.P.T.A. at a cost of three
hundred and fifty dollars ($350.00) this year, and continue being a member of
the Trustees Association (F.P.P.T.A.). There were no objections from the Board.
Chairman Jollie asked for a motion. Mr. Hayward so moved, seconded by Mr.
Butt. Motion carried 4-0.
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Edgewater Firefighters' Pension Fund Board
Special Meeting
November 12, 2001
Page 3
Chairman Jollie discussed the new signature sheets from SunTrust to authorize
the release of funds for the Board. He added the forms should be in at any
time.
Discussion Items:
Outside Audit & Ff.duci.ary LiabUf.ty: Chairman Jollie stated Fiduciary
Liability is an insurance policy. He added that having this insurance would
offset a lawsuit.
Chairman Jollie stated the Outside Audit is required every three (3) years the
Board is suppose to have an independent agency audit our fund. Edgewater
Police Officer Gary Conroy from the Police Pension Fund visited Chairman Jollie
at his home and stated he had spoken to someone and it would cost about
seven thousand dollars ($7,000.00) for this study. Chairman Jollie continued
by saying he had spoken to Debby Sigler and Donna Looney of Human
Resources. Per Chairman Jollie, the Board has not spoken with any agency,
and City Hall is going to do a request proposal and do all of the legwork to fmd
the least expensive, and most suitable agency to do our Outside Audit as well
as our Fiduciary Liability Insurance.
There was some discussion about forwarding a letter from Chairman Jollie to
Human Resources so City Hall can start. Chairman Jollie asked for a motion.
Mr. Tse moved to have Chairman Jollie draft a letter to Human Resources to
start Fiduciary Liability R.F.P.'s. Motion carried unanimously (4-0).
Records for Pension Fund Board: Chairman Jollie stated he found a ton of
back up files and had spent a lot of time going over all the files with Lisa Miller.
He added he had read the State law, and discovered the Secretary of the Board
was responsible for keeping of the records. Chairman Jollie then asked Donna
Looney to sum up the City's procedure in the record keeping for the Fire
Pension Fund Board. Ms. Looney stated that part of Debby Sigler's function is
to oversee the pension; she explains the pension when new employees are
hired, and discusses retirement with employees, by ordering a study of what
their pension would be. Human Resources then contacts the pension company,
gives them all the information that they need and the pension company sends
back to the City the figures. Ms. Sigler then calls the employee in to discuss
their options. Human Resources (as the City) complete all the paper work and
submit it. She added they also do a yearly report on the employees.
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Edgewater Firefighters' Pension Fund Board
Special Meeting
November 12, 2001
Page 4
Chairman Jollie reminded the Board of the meetings held regarding a past
employees request for retirement. He added the Board did not need to get
involved, because Human Resources deals with all of it. He added that in the
future all requests regarding retirement or confidential personnel information
should go directly to Human Resources. Ms. Johnson stated the confidential
information kept at the Fire/Rescue Administrative office is only copies, but
should be kept in a locked area, not available to everyone.
ADJOURNMENT
There being no further business before the Board, Mr. Butt moved to adjoum at
approximately 4:30 p.m.
Minutes respectfully submitted by:
Beverly Kinney-Johnson
Recording Secretary
Pension.11120 1