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08-15-2016•' Biel GENERAL EMPLOYEES' PENSION BOARD QUARTERLY MEETING MINUTES City Hall Council Chambers Monday, August 15, 2016 at 11:OOAM TRUSTEES PRESENT: Chris Mathewson Brenda Dewees John McKinney Tim Sopko Tyna Hilton TRUSTEES ABSENT: None OTHERS PRESENT: Lee Dehner, Christiansen & Dehner, via telephone Ferrell Jenne, Foster & Foster Jack Evatt, The Bogdahn Group Doug Lozen, Foster & Foster Julie Christine, City of Edgewater Jim Davis, Plan Member Joe Lavender, Plan Member Call to Order Brenda Dewees called the meeting to order at 11:05AM. Roll Call - As reflected above. Public Comments a. Joe Lavender commented that he had questions on SB 1128 and how the accruals are calculated. John McKinney stated that the City doesn't allow for replenishment. John advised Joe to inform the HR/City Finance Department that he wants his hours to be pensionable when he retires. b. Jim Davis asked questions regarding his benefit analysis that was prepared by Foster & Foster. Brenda DeWees requested that the discussion of the analysis be moved up to the first item under the New Business section. c. John McKinney requested that the recording be added to Granicus for the last quarterly meeting. Ferrell Jenne reminded John that they held their meeting in conference room and the City Clerk's recording device was used. The City Clerk will have to add the recording to Granicus. 4. Approval of Minutes The minutes from the March 14, 2016, quarterly meeting were approved upon motion by Tim Sopko and second by John McKinney, motion carried 5-0. New Business a. Discussion of benefit analysis for James Davis. i. Doug Lozen reviewed the June 10, 2016 analysis. Doug commented that he recommends that Lee gives his opinion before any potential adjustments are made to Mr. Davis's benefit. ii. Doug Lozen reviewed the methodology utilized in the calculation and where the offset came from. Using The Principal Group's methodology, Doug confirmed that the longer Mr. Davis remain as full-time employee of the City, makes member contributions, and collects a retirement benefit, the lower his retirement benefit will be when he terminates. Jim Davis commented that it was never explained to him that his benefit would be lower if he kept working for the City and contributing. Jim also commented he was never given the opportunity to enroll in the 401 K plan. iii. Doug Lozen stated that there is no guidance in the current Ordinance on how to handle contributions converted to a benefit. John McKinney confirmed that both the City and the member are currently contributing to the defined benefit plan. iv. Doug Lozen advised the board that they have the option to treat Mr. Davis like other retirees where his benefit is recalculated when he terminates using the formula of AFC x years of service X benefit multiplier. v. Lee Dehner commented that the legal basis is equitable estoppel and there are several factors that need to be considered: was there a mistake of fact and was communicated to Mr. Davis, establish that Mr. Davis relied on the information and acted in a manner that he would have not done, based on the information received. vi. John McKinney commented that Jim Davis is the only person that completed the election form in this manner. vii. The board agreed that Jim Davis's interpretation was not clear. John McKinney read the election form that was signed by Mr. Davis and stated that it was misleading. viii. The board requested Doug Lozen to give options on how Jim Davis's future benefit can be calculated. ix. Brenda Dewees requested Ferrell Jenne to distribute Doug Lozen' s new benefit analysis to the board for review prior to the next meeting. At the next meeting, they can review the updated analysis. x. The board discussed the defined contribution option. John McKinney stated that members are not permitted to enroll in the DC Plan until they retire from the DB Plan. b. Discussion of the revised Ordinance 2016-0-24. i. Lee Dehner advised the board that he added the language suggested by the City Manager regarding no replenishment. The board voted to approve the revised Ordinance 2016-0-24 and recommend adoption to City Council upon motion by Tvna Hilton and second by Tim Sopko, motion carried 5-0. ii. The board discussed the actuarial impact statement. Doug Lozen commented that he will check if the prior statement will apply to the revised Ordinance. The board voted to authorize Foster & Foster to do an actuarial impact statement for the revised Ordinance 2016-0-24 upon motion by Tvna Hilton and second by Chris Mathewson, motion carried 5-0. Discussion of salary information for vested terminated members. i. Doug Lozen explained that there is missing salary information for VT members dating back to the 1990's. Doug advised that the actuary can use The Principal Group's member certificate to determine benefits in the absence of salary information from the City. ii. Brenda Dewees gave a brief overview of the situation and explained that the City has destroyed salary information based on the retention policy. Brenda commented that she feels that The Principal statements will provide the best information. The board voted to authorize Foster & Foster to use The Principal statements to calculate vested terminated employee benefits upon motion by John McKinney and second by Chris Mathewson, motion carried 5-0. d. Discussion of State acceptance letter dated May 24, 2016. i. Ferrell Jenne commented that this was added to the agenda for informational purposes only. No action is needed by the board. 2 e. Discussion of Council approved reinstatement of Donna Nichols and Julie Christine into the Defined Benefit Plan. i. John McKinney commented that this has been discussed for the past year and questioned why it has taken so long. John McKinney stated that he is not happy with the legal counsel. ii. Lee Dehner commented that depending on what was decided at the Council meeting would determine if an Ordinance is needed. iii. Doug Lozen commented that the updated March 24, 2016 analysis could be used as the actuarial impact statements since it contains all the information the State would need. iv. Lee Dehner asked if Council voted to allow the plan to be opened up or were they correcting an error. Brenda DeWees read the agenda item from the May 2, 2016 Council meeting. Lee Dehner commented that based on the information the members can be put in the Defined Benefit Plan without an Ordinance change. v. Doug Lozen commented that the entry will be reflected in the 10/1/16 valuation report. vi. Board directed the members to pay the contributions within 30 days. Per Council action of Mav 2. 2016 Julie Christine and Donna Nichols be reinstated in the Defined Benefit General Employees' Pension Plan upon receipt no later than 30 days of their required contributions per Foster & Foster's March 24 2016 studies with a copy sent to our pension board administrator, upon motion by John McKinney and second by Tim Sopko, motion carried 5-0. Discussion of adding the finance department to the list of Salem Trust authorized online statement recipients. i. Ferrell Jenne informed the board that she received a request to add the new assistant finance director to the list of online statement recipients for the fund. ii. John McKinney requested that the finance department be granted access to the Salem Trust online statements. Brenda DeWees stated that she would like to limit it to members of the finance department who are authorized by the City Manager. The board voted to add the finance director, assistant finance director, accountant, and Payroll representative to have online access to the Salem Trust custodial statements for the plan upon motion by John McKinney and second by Tim Sopko, motion carried 5-0. g. Fund activity report for March 5, 2016 — August 9, 2016. i. Ferrell Jenne reviewed the fund activity report with the board. The board voted to approve the fund activity report as presented upon motion by John McKinney and second by Tyna Hilton, motion carried 5-0. Reports a. The Bogdahn Group, Jack Evatt, Investment Consultant. i. Quarterly update as of June 30, 2016. 1. Jack Evatt gave a brief overview of the market environment during the quarter. 2. Market value of the fund as of March 31, 2016, were $11,560,243 and quarter ending June 30, 2016 were $11,499,629. 3. Gross earnings for the quarter were 2.21 %, outperforming the policy benchmark of 2.02%. Trailing returns for the 1, 3, and 5 year periods were -0.72%, 6.52%, and 6.83%. Since inception (10/1/00) gross returns were 4.45%. 4. The board briefly discussed Vanguard. 5. Jack Evatt recommended making changes to the asset allocation as a result of lowering the assumed rate of return. 3 ii. Review of the revised IPS. 1. Jack Evatt reviewed the revised IPS and adjusted target allocations. Jack confirmed that the IPS is conservative since the plan is closed. The board voted to approve the revised Investment Policy Statement as presented, upon motion by John McKinney and second by Tim Sopko, motion carried 5-0. iii. Review of the revised R&D rebalancing letter. 1. Jack Evatt reviewed the revised letter with the board and they had no questions. The board authorized the Chairperson to sign the updated R&D rebalancing letter, upon motion by John McKinney and second by Tvna Hilton, motion carried 5-0. iv. Discussion of proposed fee memo 1. Jack Evatt commented that the last fee increase was in 2010. The proposed fee increase is for $2,000 which brings the annual retainer fee to $16,500. Jack advised the board that the fee is guaranteed to not increase for at least 3 years and the effective date would be 10/1/16. 2. John McKinney asked for a RFQ for all service providers. Ferrell Jenne commented that this has been done in the past. Board requested to further discuss the vendor RFQ at the next meeting and requested Ferrell Jenne to provide the date of the last RFQ. The board voted to approve the June 13 2016 fee memo with a 3 year fee -guarantee and a 10/1/16 effective date upon motion by John McKinney and second by Tim Sopko, motion carried 5-0. b. Foster & Foster, Doug Lozen, Actuary i. Discussion of the revised October 1, 2015 valuation report. 1. Doug Lozen commented the revised valuation report is based on the reduction in the investment return assumption from 7.50% to 6.75% 2. The total required contribution increased from $667,550 to $673,060. The balance due from the City increased from $657,825 to $667,440. 3. Doug Lozen advised the board that the SB 534 calculations will be done within 60 days of the valuation approval. The board approved the revised October 1 2015 actuarial valuation report as presented, upon motion by Tim Sopko and second by Tvna Hilton, motion carried 5-0. The board voted to declare the expected rate of investment returns shall be 6.75% for the next year, the next several years and the long-term thereafter net of investment related expenses, upon motion by upon motion by Tvna Hilton and second by Tim Sopko, motion carried 5-0. 4. Jack Evatt discussed changes to the portfolio and recommended to move $330,000 from the Europacific Growth Fund to Integrity Fixed Income, $525,000 from the Vanguard Extended Market Index Fund to Integrity Fixed Income, $800,000 from Wells Fargo LC Growth Fund and add to Vanguard Growth Index. The Board voted to move $330,000 from the Europacific Growth Fund to Integrity Fixed Income $525,000 from the Vanguard Extended Market Index Fund to Integrity Fixed Income and $800,000 from Wells Fargo LC Growth Fund to Vanguard Growth Index upon motion by Tim Sopko and second by Tvna Hilton, motion carried 5-0. ii. Presentation of the mortality assumption study. 4 1. Doug Lozen advised the board that the change to the mortality assumption is mandated by HB1309 and has to implemented in conjunction with the October 1, 2016 valuation report. 2. Doug Lozen reviewed the increased funding requirements as a result of using the FRS mortality tables. John McKinney asked about smoothing in the increase and Doug advised that this was not allowed. c. Christiansen & Dehner, Lee Dehner, Attorney. i. Legal update. 1. Lee Dehner reminded the board about the SB534 posting requirements. 2. Lee Dehner reminded the board to file their Form 1, Financial Interest Statements to avoid fines. 3. Lee Dehner reminded the board that the State is holding a conference which will fulfill educational requirements. Lee commented that the minimum educational requirement for trustees is once a term. Lee reminded the board that they can fold a mini -conference to meet the educational requirement. Consent Agenda a. John McKinney asked about the fee for auditor questions on invoice #9126 from Foster & Foster's actuarial side. Doug Lozen commented it was outside their standard services and it was billed based upon the amount of time it took to answer the auditor's questions. The board voted to approve the consent agenda as presented upon motion by John McKinney and second by Tim Sopko motion carried 5-0. Staff Reports, Discussion, and Action a. Update on the 2016-2017 fiduciary liability policy. i. Ferrell Jenne commented that she completed the renewal application and sent it to John McKinney on July 18, 2016. Trustee Reports, Discussion, and Action a. John McKinney commented that he would like to look into obtaining new legal services. Tyna Hilton commented that she thought the board was waiting until the next quarterly meeting to discuss possible RFQs. John commented that he didn't want to wait until December to look for new legal services. John commented that he felt like the City spent a lot of money for the reinstatement process and it took longer than it should have. Tyna Hilton commented that she disagreed. Chris Mathewson commented that he was happy with the current legal services. Tim Sopko commented they can look, but he didn't see a pattern of concern with the current legal services. The board decided to wait until the December meeting to further discuss the RFQ. b. The board discussed a meeting start time change and agreed to change the time to 10:30am in conjunction with the quarter 4 meeting. 10. Adiournment The meeting adjourned at 1:40pm. 11. Next Meeting December 12, 2016, at 10:30am. pectfully su mitted by: Thr e: F rrell Jenne Title: Plan Administrator Approved by:1 Name: /a Title: Date Approved By the Pension Board: 5