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01-16-1991 Regular MeetingMIAMI SHORES VILLAGE PENSION BOARD MEETING JANUARY 16, 1991 The meeting of the Village of Miami Shores Pension Board was called to order by Vice Mayor Herb Spahn at 8:00 a.m. The following were in attendance: Board Members: Also Present: Vice Mayor Herb Spahn Mayor Courtney arrived 8:12 a.m. Gail Macdonald William Walker Sgt. Ulmer Jean Bryant Kay McCoy Mr. William Fann, Village Attorney Ms.Patrlcia Varney, Plan Administrator Mr. Scott Givens, Ms. Anne Miseyko, NCNB Mr. Ray Dunleavy and Mr. Joseph J. Luksis of Sun Bank Mr. Dean McQuiddy and Mr. Bob Mitchell of Barnett Bank 1. NCNB, Sun Bank and Barnett Bank presented their proposals to the Board for appointment as an additional investment advisor. After much discussion Mr. Spahn made a motion to appoint Sun Bank as the new Investment advisor effective January 31, 1991. Sgt. Ulmer seconded the motion and the voting was as follows: Ms. McCoy abstained from voting because of her employment with Barnett Bank; Mr. Walker abstained from voting because of his accounts with Sun Bank; Ms. Macdonald opposed; Mayor Courtney, Mr. Spahn, Sgt. Ulmer and Ms. Bryant voted YES. The motion passed. (A copy of the fee schedule is attached.) Sgt. Ulmer made a motion to effective January 17, 1991; transfer a million dollars Mr. Spahn seconded the unanimously. terminate Eagle Asset Management NCNB to liquidate the funds and to Sun Bank on January 31, 1991. motion and the motion passed 2. Mr. Spahn made a motion to approve the minutes of the December 13, 1990 meeting and seconded by Ms. Macdonald, the motion passed unanimously. 3. A motion for adjournment by passed unanimously. en -y Courtn 27, Mayor . Walker at 10:00 a.m. Gall Macdonald, Secretary FEES FOR TRUSTEE WITH INVESTMENT RESPONSIBILITY/ CUSTODIAN WITH INVESTMENT RESPONSIBILITY/ INVESTMENT MANAGEMENT $10.00 per $1,000 on first $ 1,000,000 $ 7.50 per $1,000 on next $ 9,000,000 $ 5.00 per $1,000 on next $15,000,000 Over $25,000,000 fees are negotiable Computed on Market Value of Assets * Minimum Annual Fee - $3,000 Additional Charges: A reasonable hourly charge may be made for extraordinary services including, but not limited to, the acceptance or termination of an account, note collection procedures for the past due partici- pant loans, and preparation of special financial reports and schedules. A charge of $500, plus $25 per security transaction, except purchases and sales of Sun Bank Funds, will be made annually for individual participant investment accounts and segregated accounts. $25 annually per insurance policy held. $50 annually per participant loan held. $20 wire transfer charge for all incoming and outgoing wires. Master Plan Use - $1,000 includes adoption and filing with the IRS for determination and $750 for any future filing requirements. Separate fee schedules apply to investment in real estate. * Minimum fee accounts invested solely in Common Trust Funds quarterly statements. Should account require individually managed securities, the minimum annual fee will increase to $10,000. 12/1/88 Periodic Payments: 1. • SUPPLEMENT TO FEE SCHEDULE For each check issued to a participant or beneficiary, or for the payment of miscellaneous expenses. Includes production of W -2P Forms. 2. Initially and annually thereafter; notices, election forms, and W-4Ps (with an additional $1.00 per payee charge). 3. For each payee electing withholding, including remittance to IRS (annually per payee). Nonperiodic/Lump Sum Payments: 1. Cash Distributions - Notice on withholding, calculation of taxability, issuance of check, and 1099-R or W -2P Forms. 2. In Kind Distributions (including company stock) - Notice on withholding, calculation of taxability, issuance of check, and 1099-R or W -2P Forms. For Both Periodic and Nonperiodic: Quarterly reporting of withholding to IRS at $50.00 each, only applicable if any payee elects withholding during a quarter. Charges for Other Services 1. Check Stop Payment - if we are provided incorrect data, which results in a stop payment, there will be a $20.00 service charge for each. 2. Tax reporting on other than participant payments - issuance of 1099-R or W -2P Forms - $7.50 each. 3. Excessive time required to reconcile data provided by or on behalf of the employee will be billed at $50.00 per hour. $ 2.50 50.00 10.00 20.00 25.00 • All supplemental fees will be billed quarterly. 12/1/88 FORM 4 MEMORANDUM OF VOTING CONFLICT LAST NAME—FIRST NAME—MIDDLE NAME 604/kt m Wi/l.�m MAILING ADDRESS 51(e 97 5T. CITY qq 14/114 M.) Ghort.� COUNTY THE BOARD. COUNCIL,COMMISSION, AUTHORITY, OR COMMITTEE ON WHICH 1 SERVE ISA UNIT OF: %CITY D COUNTY D OTHER LOCAL AGENCY 0 STATE DATE ON WHICH VOTE OCCURRED - 04A4 9/ y / /99/ NAME OF BOARD OUNCI COMMISSION, L, SSI O , AUTHORITY, OR COMMITTEE ; 11.1 56ortr5 Villkeve-RNbio/✓ &A.03 NAME OF POLITICAL SUBDIVISION OR STATE AGENCY WHO MUST FILE FORM 4 This form is for use by any person -serving on either an appointed or elected board, council, commission, authority, or committee, whether state or local, and it applies equally to members of advisory and non -advisory bodies who are faced with a voting conflict of interest. As the voting conflict requirements for public officers at the local level differ from the requirements for state officers, this form is divided into two parts: PART A is for use by persons serving on local boards (municipal, county, special tax districts, etc.), while PART B is prescribed for all other boards, i.e., those at the state level. PART C of the form contains instructions as to when and where this form must be filed. PART A VOTING CONFLICT DISCLOSURE FOR LOCAL PUBLIC OFFICERS [Required by Section 112.3143(3), Florida Statutes (Supp. 1984).] The Code of Ethics for Public Officers and Employees PROHIBITS each municipal, county, and other local public officer FROM VOTING in an official capacity upon any measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting in his official capacity upon any measure which inures to the special gain of any principal (other than a government agency as defined in Section 112.312(2), Florida Statutes) by whom he is retained. In any such case a local public officer must disclose the conflict: (a) PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of his interest in the matter on which he is abstaining from voting; and (b) WITHIN 15 DAYS AFTER THE VOTE OCCURS by describing the nature of his interest as a public record in this part below. NOTE: Commissioners of a Community Redevelopment Agency created or designated pursuant to Section 163.356 or Section 163.357, lorida Statutes (Supp. 1984), or officers of independent special tax districts elected on a one -acre, one -vote basis are not prohibited from Wining. In such cases, however, the oral and written disclosure of this part must be made. VAn1ua2,/ r ( , 19 9/ I, the undersigned local public officer, hereby disclose that on (a) I abstained from voting on a matter which (check one): inured to my special private gain; or inured to the special gain of , by whom 1 am retained. CE FORM 4- REV. 1044 PAGE (b) The measure on which I abstained and the nature of my interest in the measure is as follows: Apia) G144% .44,(AA'A- , - ,-4102///le- atija)jo ja„, jx‘floi,;ig ,44447/4419. 1-95-9/ Date Filed Signature Please see PART C for instructions on when and where to file this form. PART B VOTING CONFLICT DISCLOSURE FOR STATE OFFICERS [Required by Section 112.3143(2), Florida Statutes (Supp. 1984).] Each state public officer is permitted to vote in his official capacity on any matter. Mesmer, any state mels who votes in his official capacity upon any measure which inures to his special private gain or the special gain of any principal by whom he is retained is required to disclose the nature of his interest as a public record in Part B below within 15 days after the vote occurs. I, the undersigned officer of a state agency, hereby disclose that on , 19 . (a) I voted on a matter which (check one): inured to my special private gain; or inured to the special gain of , by whom 1 am retained. (b) The measure on which I voted and the nature of my interest in the measure is as follows: Date Filed Signature Please sec PART C ,.low for instructions on when and where to file this fella. PART C FILING INSTRUCTIONS This memorandum must be filed within fifteen (15) days following the meeting during which the voting conflict occurred with the persu. responsible for recording the minutes of the meeting, who shall incorporate the memorandum in the meeting minutes. This form need not be filed merely to indicate the absence of a voting conflict. NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES $112.317(1983), A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT. DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED 55,000. C£ FORM 4 - REV. 10-84 PAGE 2 FORM 4 MEMORANDUM OF VOTING CONFLICT LAST NAME -FIRST NAME -MIDDLE NAME fVC� Co� K1 Opoly ke. MAILING ADDRESS g13 r'f E CITY irY'-4 o w --I s 1--0 r2 . COUNTY THE BOARD, COUNCIL,COMMISSION, AUTHORITY, OR COMMITTEE ON WHICH I SERVE ISA UNIT OF: ICITY 0 COUNTY 0 OTHER LOCAL AGENCY 0 STATE DATE ON WHICH VOTE OCCURRED ifI(of9i NAME OF BOARD, COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE �Wlia�t. Shows Pension ward NAME OF POLITICAL SUBDIVISION OR STATE AGENCY Pi\ 10thqi Shores Village. WHO MUST FILE FORM 4 This form is for use by any person serving on either an appointed or elected board, council, commission, authority, or committee, whether state or local, and it applies equally to members of advisory and non -advisory bodies who are faced with a voting conflict of interest. As the voting conflict requirements for public officers at the local level differ from the requirements for state officers, this form is divided into two parts: PART A is for use by persons serving on local boards (municipal, county, special tax districts, etc.), while PART B is prescribed for all other boards, i.e., those at the state level. PART C of the form contains instructions as to when and where this form must be filed. PART A VOTING CONFLICT DISCLOSURE FOR LOCAL PUBLIC OFFICERS [Required by Section 112.3143(3), Florida Statutes (Supp. 1984).] The Code of Ethics for Public Officers and Employees PROHIBITS each municipal, county, and other local public officer FROM VOTING in an official capacity upon any measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting in his official capacity upon any measure which inures to the special gain of any principal (other than a government agency as defined in Section 112.312(2), Florida Statutes) by whom he is retained. In any such case a local public officer must disclose the conflict: (a) PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of his interest in the matter on which he is abstaining from voting; and (b) WITHIN 15 DAYS AFTER THE VOTE OCCURS by describing the nature of his interest as a public record in this part below. NOTE: Commissioners of a Community Redevelopment Agency created or designated pursuant to Section 163.356 or Section 163.357, W"orida Statutes (Supp. 1984), or officers of independent special tax districts elected on a one -acre, one -vote basis are not prohibited from ting. In such cases, however, the oral and written disclosure of this part must be made. I, the undersigned local public officer, hereby disclose that on 11 1 , 19 al_ : (a) I abstained from voting on a matter which (check one): inured to my special private gain; or inured to the special gain of P Arrtet Sou*, rl., w.A , by whom 1 am retained. CE FORM 4 - REV. 10-84 PAGE 1 (b) The measure on which I abstained and the nature of my interest in the measure is as follows: Qvn C Vrr -HL.j er,p1oy9-elbH 1B rnS 3ar'k of Sou+k FI, N.A. One 04 -1-11e. , r o u p s yn at. w 1-41 -j1 cam re se +Q 41'0, W ct s as r ne 1+ Trus -1- GovrIany 14 V9/ Date Filed Please see PART C for instructions on when and where to file this form. PART B VOTING CONFLICT DISCLOSURE FOR STATE OFFICERS [Required by Section 112.3143(2), Florida Statutes (Supp. 1984).] Each state public officer is permitted to vote in his official capacity on any matter. However, any state officer who votes in his official capacity upon any measure which inures to his special private gain or the special gain of any principal by whom he is retained is required to disclose the nature of his interest as a public record in Part" B below within 15 days after the vote occurs. I, the undersigned officer of a state agency, hereby disclose that on , 19 . (a) I voted on a matter which (check one): inured to my special private gain; or inured to the special gain of , by whom I am retained. (b) The measure on which I voted and the nature of my interest in the measure is as follows: Date Filed Signature Please see PART C below for instructions on when and where to file this form. PART C FILING INSTRUCTIONS This memorandum must be filed within fifteen (15) days following the meeting during which the voting conflict occurred with the persc. responsible for recording the minutes of the meeting, who shall incorporate the memorandum in the meeting minutes. This form need not be filed merely to indicate the absence of a voting conflict. NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES 1112.317(1983), A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY. REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED S3,000. CE FORM 4- REV, 1044 PAGE 2