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05-14-1998 Regular MeetingMIAMI SHORES VILLAGE PENSION BOARD MAY 14, 1998 The regular meeting of the Miami Shores Village Pension Board was held on Thursday, May 14, 1998 in the Chamber of the Village Hall. The meeting was called to order at 8:00 A.M. with the following members present: Present: Mary Ross Agosta, Mayor Joseph Charles Officer Timothy Dearden Ellen Friberg Richard Trumble Tom Benton, Interim Village Manager Absent: Louis S. Imburgia Also Present: Patricia Varney, Plan Administrator la. INVESTMENT REPORT FROM MR. BILL TARRY, STI CAPITAL MANAGEMENT Mr. Tarry reported that the total return for the quarter was 9.0%. The quarterly return on the fixed income fund just beat the Lehman Gov't Corp of 1.6% with a return of 1.7%. The equity fund return equaled the S&P 500 return of 13.9%. 1b. INVESTMENT REPORT FROM MR. CRAIG HAMILTON, MERRILL LYNCH Mr. Hamilton reported that the market surge continued during the past quarter. The total fund returned matched the target index of 9.0%. However, for the year, the total fund return of 11.9% is just below the target index of 12.3% due to Barnett Bank's performance being included. For this period, Miami Shores Village ranked 41' compared to other Florida Municipal Clients. Mr. Hamilton briefed the Board on the legislative bill that is currently being considered by the State regarding police and fire fighter pension funds. He noted that this bill would allow up to 10% of investments to be placed in international funds; a move that Merrill Lynch endorses. Mr. Hamilton will obtain any pertinent information on the subject to present to the Board at the next meeting. 2. REQUEST APPROVAL OF RETIREMENT BENEFITS FOR RICHARD HARRISION Mrs. Vamey described Captain Richard Harrision's request for retirement benefits in the amount of $3,710.50 retroactive to April 1, 1998 choosing the 50% joint survivor annuity. Officer Dearden moved to approve retirement benefits for Captain Harrison with a second by Mr. Trumble. The vote was unanimous in favor. Pension Board May 14, 1998 Page 2 3. DISCUSSION AND POSSIBLE ACTION REGARDING AN EARLY RETIREMENT WINDOW. Mrs. Varney described the early retirement incentive to the general and FPE employees who will be at least age 55 and have at least 10 years of service as of October 1, 1998. This does not apply to 411/ the police. Two different incentive plans were calculated by the actuary. Incentive 1 saves the Village $12,165 with pension benefits equal to the accrued benefit without early retirement reduction. Incentive 2 costs the Village $4,394 with benefits equal to incentive 1 plus an additional 10%. Mr. Charles asked if any other benefits were included in the early retirement package. Mrs. Varney replied there were not. Mr. Palmquist advised that the employee must be given the option of staying with the current health insurance plan. However, the employee would have to bear the cost. Discussion regarding the two incentives ensued. Mr. Benton noted that the current capabilities of some older employees does not meet the technological advancements that could enhance job performance. Officer Dearden expressed concern with the impact to the pension plan should this be approved. Mrs. Friberg observed that any incentive plan will procure costs. Mr. Pahnquist noted that the Board must consider the amount of payroll savings by offering such an incentive. Mr. Charles stated he did not believe in early retirement, but due to the practicalities of business understands that such an incentive should be offered periodically. Mr. Charles moved to offer early retirement incentive 2 with a second by Mr. Trumble. The vote was unanimous in favor. 4. DISCUSSION AND POSSIBLE ACTION REGARDING UPDATE OF INDIVIDUAL ACCOUNTS IN THE DROP PLAN. Mrs. Varney explained that the Drop Plan ordinance provides the Pension Board with the authority to design policies and procedures regarding the administration of the Drop Plan. As there are currently only two police officers eligible for the Drop Plan, she suggested that the accounts be established in-house with the help of the actuary, Mr. Palmquist. Mr. Charles moved that the administration of the individual accounts be handled internally. Mr. Trumble seconded the motion and the vote was unanimous in favor. 5. REQUEST APPROVAL FOR HE RENEWAL OF FIDUCIARY INSURANCE AND FIDELITY BOND. Mr. Charles moved for approval of the renewal of the fiduciary insurance and fidelity bond with a second from Mr. Tremble. Mrs. Varney clarified that the renewal was for Option 2 - Defense Outside the Limit of Liability. The vote was called with a unanimous vote in favor. • • Pension Board May 14, 1998 Page 3 6. REQUEST APPROVAL OF PAYMENT TO SUNTRUST Officer Dearden moved for approval of payment to SunTrust Banks of Florida, N.A. in the amount of $26,517.03 for quarterly management fees for the period ending March 31, 1998. Mr. Trumble seconded the motion and the vote was unanimous in favor. 7. REQUEST APPROVAL OF PAYMENT TO GABRIEL, ROEDER, SMITH & CO. Mr. Charles moved for approval of payment to Gabriel, Roeder, Smith and Company in the amount of $1,126.00 for the cost impact of offering an early retirement incentive plan. Mr. Trumble seconded the motion. The vote was unanimous in favor. 8. REQUEST APPROVAL OF REIMBURSEMENT TO MIAMI SHORES VILLAGE Officer Dearden moved for approval of reimbursement to Miami Shores Village in the amount of $979.15 for attendance at the pension conference as approved by the Board at the 11/13/97 meeting. Mr. Trumble seconded the motion and the vote was unanimous in favor. 9. APPROVAL OF THE FEBRUARY 12,1998 MINUTES Officer Dearden moved for approval of the February 12, 1998 minutes as submitted. Mr. Trumble seconded the motion and the vote was unanimous in favor. 10. ADJOURNMENT The May 14, 1998 meeting of the Pension Board was adjourned at 9:22 A.M. Ellen Friberg, Secr