05-28-2014 - Special CITY OF EDGEWATER GENERAL EMPLOYEES' PENSION
BOARD SPECIAL MEETING MINUTES
City Half Council Chambers
Wednesday May 28, 2014 at 9:OOAM
TRUSTEES PRESENT: Brenda Dewees
Tim Spoko
John Brackin
John McKinney
Tyna Hilton
Bobby Laramore
TRUSTEES ABSENT: Gigi Bennington
OTHERS PRESENT: H. Lee Dehner, Board Attorney
Ferrell Jenne, Plan Administrator
1. Call to Order Brenda Dewees called the meeting to order at 9:03 AM.
2. Roll Call As reflected above.
3. No Public Comments
4. Old Business
a. Finalize operating rules and procedures document.
i. .John McKinney asks if the City Clerk is the RMLO or Ferrell as the Plan
Administrator. Lee Dehner states that it makes sense for the City Clerk to
be the Plan's RMLO.
Board votes to adopt a resolution designating the City Clerk as the Plan's RMLO
according State Statue 257.36[5](a) upon motion matte by John McKinney and second by
Tyna Hilton, motion carried 6-0.
ii. The Board discussed how many benefit calculations each active member
should receive at the Plan's expense. Lee Dehner states that the current
document draft allows two benefit calculations.
iii. The Board discussed "Attachment X
1. Lee Dehner states that the Board transition from seven members
to five members will happen after the Ordinance has passed and
the initial terms will be staggered as determined by the board of
trustees.
2. Board discussed the language in section (b) (2) under
membership. Board instructs Lee Dehner to add the language
"still employed by the city" so it reads "One of whom is a current
or retired member of the plan who is currently employed by the
City elected by a majority of current and retired members of the
Plan who are currently employed by the City."
Board votes to change the Ian ua a in Attachment A section b 2 as reflected above
upon motion made by John McKinn2y and second by Tim S oko motion carried 6-0.
iv. The Board discussed adding the language, if a Board member missed
more than two consecutive meetings in a twelve month period without
good cause, it would result in being removed from the Board as a
Trustee.
1. The Board discussed what justifies an unexcused absence and
decided to add the language that the Board decides what
constitutes an unexcused absence.
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Board votes to add language to Attachment A section [b] [6] that states if a Board member
has two unexcused absences as determined by the Board in a twelve month period would
result in removal from the Board upon motion made bit John McKinne and second by Tim
Spoko, motion carried 6-0.
v. The Board discussed rule 16, section 16.1 `Procedure"section A.,
regarding a disability affidavit be filed with the Board at least once each
year.
1. Lee Dehner will provide the forms to the Plan Administrator, who
will send the affidavit to the member(s), and then the Board will
review the affidavit(s) and make the determination if the
member(s)will continue with the disability benefit.
vi. The Board discussed "Attachment A" section (g) order of business. The
Board directs Lee Dehner to put "public comments" before the "approval
of minutes" in the order of business.
Board votes to make all changes to the operating rules and procedures document as
discussed by Lee Dehner upon motion made by Tim Spoko and second by John
McKinney, motion carried 6-0.
5, New Business
a. The Board readdressed how many benefit calculations each active member
should receive at the Plan's expense. The Board agrees to change the policy to
allow each member three benefit calculations at the Plan's expense before the
member is charged on an individual basis.
b. John McKinney makes the recommendation that both the HR director and
finance director be included on all Board notices.
Board votes to direct the Plan Administrator to include the HR director and finance
director on all pertinent pension board material upon motion made by Tyna Hilton and
second by Hobby Laramore, motion carried 6-0
c. Lee Dehner provides a legislative update to the Board. To date, no bills have
passed that will affect the Plan.
d. Lee Dehner reminds the Board to file their Form 1F by July 14 and also states
that these will need to be re-filed once the Board transitions from seven members
to five members.
6. Adjournment The meeting adjourned at 10:20 AM.
7. Next Meeting June 16, 2014 at 11:OOAM.
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ectfull shibm'tted by: Approved by:
me: �rrejJenne Name:
Title: Plan Administrator Title: A iR bU L IPA-Im"K
Date Approved By the Pension Boa rd:
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