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09-15-2014CITY OF EDGEWATER FIREFIGHTERS' PENSION BOARD QUARTERLY MEETING MINUTES City Hal[ Council Chambers Monday September 15, 2014 at 6:001PM TRUSTEES PRESENT: Dominick Fede Justin Nickels Scott Hopkins Gary Butt Barbara Scott TRUSTEES ABSENT: None OTHERS PRESENT: Ferrell Jenne, Plan Administrator Jack Evatt, Investment Consultant Ken Harrison, Board Attorney David Kelly, Investment Manager Doug Lozen, Pian Actuary Donna Looney, Personnel Director 1. Call to order Dominick Fede called the meeting to order at 6:03PM 2. Roll Call As reflected above. 3. No Public Comment 4. Approval of Minutes The minutes from the June 16, 2014 quarterly meeting were approved upon motion by Justin Nickels and second by Barbara Scott, motion carried 5-0. The minutes from the August 12, 2014 special meeting were approved upon motion by Scott Hopkins and second by Justin Nickels motion carried 5-0. 5. New Business a. Barbara Scott agrees to stay on until after the investment policy statement is done unless the new applicants have an investment background. b. Trustee Gary Butt's term expiration is August 18, 2014. The Board reappointed Gary Butt for another tern as the fifth Trustee upon motion by Scott Hopkins and second by Justin Nickels, motion carried 4-0.* *Gary Butt was not able to vote on this motion. Discussion of New GASB Rules. i. September 3, 2014 letter from Foster & Foster lays out the scope of the additional work and associated fees. ii. GASB 67 will replace GASB 25 and will appear in all valuation reports moving forward. The City use uses this statement to incorporate into their financial statements. Since the valuation reports are not done until March each year, but the audit report is done prior to March, there may be a lag. However, GASB 67 can be early implemented so that this lag does not happen. Doug Lozen states that the Police and General Boards both voted for early implementation of GASB 67 and this is John McKinney's recommendation. iii. Doug Lozen informs the Board that all fees paid by the Board are reimbursed by the City. iv. GASB 68 will replace GASB 27 but will not be implemented until the October 1, 2015 valuation report. Doug Lozen states that there is an option to early implement this as well, but John McKinney requested that this be deferred until the December meeting so he has time to consult with the auditors. The Board approved early implementation of GASB 67 aid for by the Board upon motion by Barbara Scott and second by Justin Nickels motion carried 5-0. The Board approved deferring the decision to early implement GASB 68 until the December 2014 Board meeting upon motion by Justin Nickels and second by Gary Butt, motion carried 5-0. Discussion of Senate Bill 534. i. Doug Lozen states that this requires what plan funding would look like using very conservative assumptions; including taking the investment return and subtracting 200 basis points and using a very conservative mortafity table. ii. Doug states that this report will also need to be published on the City's website. iii. Board has the choice for an additional $500 to show what the plan 'Funding would look like if it earned 2% more. This is Doug's recommendation in order to show a more balanced picture. iv. Scott Hopkins asked what mortality table is being used in conjunction with SB 534 and Doug Laren stated that it is a much more conservative mortality table compared to the current table being utilized. The Board approved doing the additional 2% calculation regarding SB 534, upon motion by Barbara Scott and second by Justin Nickels, motion carried 5-0. Old Business a. Dominick Fede updated the Board that the proposed Ordinance has passed first reading and is set for second reading/adoption at the September 22, 2014 Council meeting. Reports a. The Bogdahn Group, Jack Evatt i. Quarterly report as of June 30, 2014. 1. Net earnings for the quarter were 4.23% outperforming the policy benchmark of 3.94% by 0.29% points. 2. Since inception, the fund is at 5.40%, underperforming the policy benchmark of 6.69% by 1.29% points. 3. Fiscal year to date the plan is at 14.41% (net) beating the policy benchmark of 11.77% by 2.64%, 4. Jack Evatt recommends bringing fixed income to 35% and equity to 65%n to rebalance and be in compliance with the plan document, As of 0613012014, equity is at 75.4% and fixed income is at 23.8%. if there is not a rebalance, the Pian will be going against the IPS which states a target allocation of 65% in equity and 35% in fixed income. 5. Jack Evatt reviews the compliance checklist with the Board and the Board has no questions regarding this. Bowen, Hanes & Company, David Kelly i. Quarterly report as of June 30, 2014 and report as of September 11, 2014 quarterly report. ii. David Kelly informs the Board that they have broken the 10M mark. iii. David Kelly states that he was under the impression that 65135 was a target but he has the flexibility to go a bit over if necessary. iv. As of September 11, 2014, fiscal year to date, the total portfolio is at 16.8% and the ending market value as of 09/11/2014 was $10,066,315.73. 2 c. Board discussion of portfolio rebalancing. i. Ken Harrison states that the plan is currently at the bottom of one range (fixed income) and the very top of another range (equity). ii. Ken Harrison states that according to the current IPS, the range for equity is 40%-75% with a target of 65%. The range for fixed income is 25%-50% with a target of 35%. The range for international, which is a part of equity, is 0%-25%. iii. Jack Evatt states that there is cost language in the Ordinance with states that the plan must maintain a maximum of 70% on equity side and a minimum of 30% on fixed income side. In the IPS, there is a section that sets targets and ranges at market. There is both cost and market language and the Pian must be in compliance with both. iv. Jack Evatt states that the money market and cash account is not fixed income. The money that is allocated to fixed income is fixed income only, you cannot include the R&D account in this. v. Jack Evatt states that you do not get to the 25% target for fixed income unless you include the R&D account. vi. Barbara Scott asks if a decision has to be made tonight regarding rebalancing since the Ordinance and IPS is getting ready to be changed. 1. Ken Harrison states that the Board can wait a quarter, knowing the changes are coming. 2. Jack Evatt states that if no changes are made at this meeting, this is what will be printed since the Board will not meet until after 09/30/2014 fiscal year has ended. vii. Jack Evatt states that the Plan is heavily outweighed in stocks and the best time to rebalance to targets is when you are at the top. The rebalancing is not about compliance but about risk control and prudent management. viii. David Kelly states that he will have to buy a $50,000 bond and sell $500,000 in stocks to raise cash in order to be back in compliance with the IPS. ix. Jack Evan recommends to rebalance to targets. The Board voted to rebalance to targets, as recommended b Jack EVatt upon motion b Barbara Scott second was not made motion did not carry. The Board approved to rebalance portfolio to align with ranoes before 0913012014 upon motion by Justin Nickels and second by Scott Hopkins, motion carried 5-0. Sugarman & Susskind, Ken Harrison i. Review and discussion of DROP application. 1. Doug Lozen asks for clarification on the last sentence of the DROP application. a. Kerr Harrison states that this means if the member does not terminate employment by the DROP termination date, then the Plan will treat this person like they never entered the DROP. Ken further states that there would be no DROP balance since they were never in the DROP but they would be credited for the service and would owe the contributions to the Plan for the years while in the DROP. 2. Board directs Ken Harrison to add the language "not guaranteeing" employment. 3. Board directs Ken Harrison to change "District" to "City" 4. Board directs Ken Harrison to add language describing what would happen if a member dies while in the DROP. The Board approved the DROP application with changes upon motion by Scott Hopkins and second by Barbara Scott,_ motion carried 5-0. Review and discussion of buyback application. 1. Doug Lozen states there are 3 types of service that can be bought back: prior service with the City, prior service as a firefighter with another plan or military service, and volunteer time. a. Leave and return, have 90 days to deposit contributions back into the Fund under Chapter 175. b. There is no software in place that will allow for payment installments, lump sum payments only at this time. 2. Board directs Ken Harrison to remove all references to installment payments. 3. Board directs Ken Harrison to add the language that you have 6 months to purchase time once you receive the buyback calculation. The Board approved the Buyback application with changes uon motion by Barbara Scott and second by Scott Hopkins, motion carried 5-0. iii. Discussion of IRS determination letter. 1. Filing fee is currently $2,500 and the fee for Sugarman Susskind to complete this is $8,500. 2. Ken Harrison advises the Board that they can wait and table the decision until the December meeting. 3, Board decides to defer a decision until the December meeting. 8. Disbursements Disbursements were approved as stat9d on the agenda upon motion made by Justin Nickels and second by Barbara Scott, mption carried 5-0. Staff Repo rtsDiscussion and Action Update on fiduciary liability insurance. i. Policy premium increased due to an increase in plan assets, the premium total is $2,799.26. The waiver of recourse policy will be separate and paid for by the City. ii. The City will pay the premium for the fiduciary liability insurance; they will decrease the City contributions by the amount of premium. Reminder about educational opportunities. i. Ferrell Jenne reminds the Board about the Division of Retirement conference taking place in Orlando and the FPPTA fall Trustee school in Bonita Springs, FL. 2015 proposed meeting dates. i. Board discusses the meeting start time. Board approved to reimburse out of pocket expenses for any Trustees who attend the Division of Retirement conference upon motion made by Barbara Scott and second by Justin Nickels, motion carried 5-0. Board voted to approve the 2015 meeting dates and change the meeting time to 5:00pm upon motion made by Justin Nickels and second by Gary Butt, motion carried 5-0. 10. Adjournment The meeting adjourned at 8:40PM 11. Next Meeting September 15, 2014 at 6:00PM 4 Respectfully su muted by: erre I Jenne, la Administrator ❑ate Approved By the Pension Board Approved by: Dominick Fede, Chairman k