09-16-2013 - Special General Employees' Pension Board of Trustees
Minutes- Regular Mceting
September lb,2013
Page 1 of 3
CITY OF EDGEWATER
GENERAL EMPLOYEES' PENSION BOARD
Special Meeting
MINUTES
Monday, September lb, 2013
CALL TO ORDER/ROLL CALL/DETERMINATION OF A QUORUM
The Edgewater General Employees' Pension Board held its special meeting on Monday, September 16,
2013 in the City Hall Council Chambers at the City of Edgewater,Florida.
Members Present: Brenda Dewees
Tim Sopko
John Brackin
Gigi Bennington
Tyna Hilton
Bobby Lararrrore
Members Absent: John McKinney
Plan Attorney: H. Lee Debner
Board Coordinator: Julie Christine, Personnel Department
City Staff: Donna Looney, Personnel Director
Chairman Bennington called the meeting to order at 9:18 a.m. Members indicated their presence; there
was a quorum, with six members present.
Discuss Draft Operating Mules &Procedures (December 2008)-
The board discussed each section one by one-
Section 1.1 -Nothing
Section 1.2-Nothing
Section 1.3 -Member Dewees asked who prepares and distributes a Summary Plan description to the
Members of the Fund upon employment and every year thereafter. Mr. Dchncr stated whoever the board
directs to distribute will be in charge of this. Ms. Looney had a question about the second sentence;
Trustees shall be responsible for determining all claims for retirement benefits. Mr. Delmer said it is the
hoards responsible but the board directs a designated representative,
Section 1.4 -Change the first sentence to read, The Board of Trustees shall elect a Chairman and
Secretary as needed and add Vice Chairman. The Secretary, Tyna Hilton shall be responsible for making
sure that the minutes are done by the pension plan administrator.
Section 1.5 -Nothing
Section 1.6 -Ms. Looney made comment regarding this article. Mr. Definer stated that the City's policy
will be in conjunction with the City's purchasing policy.
General Employees' Pension Board of'Fruslees
Minutes-Regular Meting
Seplemher 16,2013
Page 2 of 3
Section 1.7, A_ Member Dewees stated that the general pension board should always consist of seven
members. Discussion was made between board members and Ms. Looney regarding who should be on the
board by appointment. Ms. Looney made recommendation that the section state; City Council member
appointee by the Council, one supervisor representative elected by the supervisors, one general employee
representative from the union elected by their members,City Manager appointee Department Director,
City Manager appointee Finance representative, City Manager appointee non-supervisor, and a non-
supervisor that is a beneficiary of the plan that is actively employed.
Further discussion was addressed on [lie number of years that a person sits on [lie board. Member Sopko,
Chairman Bennington,Member Laramore for December 1, 2015 and the 4 additional members, Vice
Chairman Dewees, Member Hilton, Member Brackin and Member McKinney for December 1, 2016,
Section 1.7 _ Strike B and C
Section 1.8 -Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. ".,...,neie,. among the. ident T..,,,.+ee,. ..hall be
filled by the City GouneiL The person selected to fill a vacancy shall fulfill only the remaining term of the
vacant office. In-tli"vet-nt-of-a-vaearney iii the fifth Trustee of the B,aFd die Boai-d shall .
in the gai e-ma+H+er as the initial seleetion.
Section 1.9 -Nothing
Section 1.10 -Nothing
Section 2.1 - Nothing
Section 2.2 - Nothing
Section 2.3 -Nothing
Section 2.4-Nothing
Section 2.5 -Ms. Looney questioned the medical records and keeping it confidentiality, for example if
there was a medical disability. Mr. Delmer stated there would be a waiver policy.
Section 2.6 -Nothing
Section 2.7 -Nothing
Section 2.8 -Nothing
Section 2.9 -Nothing
Section 3.1 -Nothing
Section 3.2-A copy of said rulers shall also be maintained at the ofTieso t-he-Pension--Fuznd and s
City Clerk's office.
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General Frnployees' Pension Board ol'Trustees
Minutes-Replar Meeting
September 16,2013
Page 3 of 3
Section 4.1 -Nothing
Section 4.2 -Nothing
Section 4.3 -Nothing
Section 4.4-Nothing
Chairman Bennington suggested having a list, defining the titles of positions at the beginning of the
Operating Rules and Procedures Manual.
Section 5.1 -Nothing
Section 5.2, A -Discussed the paragraph; Statements received for services or expenses which are not
pursuant to a written agreement shall be paid, but only if such statements do not exceed$250.00.
Discussion was made regarding the$250.00 arnount and all board members were okay with that amount.
Section 5.2, B -Nothing
Section 5.2, C - Discussion was made regarding this section, Authorization for payments from the Fund
shall be in writing and signed by a least two trustees of the Board or one trustee of the Board and the Plan
Administrator. Ms. Looney stated that the Hutnan Resources Department is not responsible for
authorization of signature payment. The board agreed and is keeping the sentence as is.
Section 5.3, -Member Dewees questioned the entire section and if this is the practice that is happening
now. Ms. Looney stated that this is not the practice and she became out of the loop when the previous
plan administrator was here. Chairman Betmington stated we are getting into a complicated area and
recommended reconvening at a later-date. Mr. Definer said he will get back to the board with a dale after
he reviews his calendar.
ADJOURNMENT -There was no further business and the meeting was adjourned at 10:45 a.m.
Respectfully Submitted: Approved:
Donna looney, Personnel Dir o
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