2014-11-03 General Meeting & General Fund MeetingLL T
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CITY OF OKEECHOBEE/OKEECHOBEE UTILITY ``.
AUTHORITY/POLICE/FIRE PENSION BOARDS
REGULAR MEETING MINUTES, NOVEMBER 3, 2014
CITY HALL, 55 SE THIRD "V NUE
OKEECHOBEE, FL 34974
TRUSTEE ATTENDANCE:
I
CITY OF OKEECHOBEE/OUA Jamie Mullis, Chairperson Melisa Jahner, Secretary
Daryl Roehm Robbert Ellerbee
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POLICE: Denny Davis, Chair
Ray Worley
Jack Boon
FIRE:
OTHERS PRESENT:
John Koepke, Chair
Gary Ritter
Scott Christiansen, Attorney
Jack Evatt, Bogdahn Group
Janet McKinley, OUA Financial Liaison
Basil Coule, OUA Financial Liaison
Bettye Taylor, Secretary
Bill Bartlett
Glenn Hodges
CALL TO ORDER REGULAR MEETING: Jamie Mullis called the meeting to order at 5:01 p.m.
2. PUBLIC COMMENT: Jamie asked whether there were any comments from the public. There were none.
3. INVESTMENT REPORTS: The Bogdahn Group
a) Mr. Jack Evatt, of the Bogdahn Group, presented an overview for the quarter ending September 30, 2014 as
distributed.
City General/OUA - The Total Fund Quarterly to Date: beginning 7/1/14 with $10,163,180.00 and ending 9/30/14
with $10,085,363.00. The Total Fund Year to Date: beginning 10/1/13 with $8,970,452.00 and ending 9/30/14
with $10,085,363.00.
Police - The Total Fund Quarterly to Date: beginning 7/1/14 with $7,683,522.00 and ending 9/30/2014 with
$7,646,489.00. The Total Fund Year to Date: beginning 10/1/2013 with $$6,890,491.00 and ending 9/30/14 with
$7,646,489.00.
Fire - The Total Fund Quarterly to Date: beginning 7/1/14 with $3,239,700.00 and ending 9/30/2014 with
$3,239,700.00. The Total Fund Year to Date: beginning 10/1/2013 with $2,905,928.00 and ending 9/30/14 with
$3,228,162.00.
Mr. Evatt informed that all three boards are well ahead and have exceeded the benchmark. The DANA
Investment Advisors portfolio as of Sept 30, 2014, was distributed.
He discussed the surpise departure of Bill Gross from PIMCO, and recommended to take funds from PIMCO and
transfer to Dodge and Cox. Should other options be requested they could be provided. He also asked each fund
to consider and sign the letter of direction for the Receipt and Disbursement (R & D) for the Salem Trust
Company as follows.
General/OUA & Police Fund— to maintain a target balance of $100,000 in the R & D for the payment of the Plan's
obligations. The account should be rebalanced in the following circumstances:
At the end of a quarter, if the balance in the R & D account exceeds the target baseline amount of $100,000.00
At least monthly, if the balance in the R & D account exceeds $300,000.00
At any time, if the balance in the R & D account is insufficient to meet current Plan obligations
Contributions: All contributions are to be posted to the R & D. Transfers to investment accounts will only occur
when the balance of the R & D account exceed $300,000.00
Distributions: All distrubitions will be processed out of the R & D with funds transferred out of each investment
account into the R & D account in a manner consistent with the Plan's overall asset allocation. Money will only be
raised for distributions if the balance of the R & D is insufficient to meet the Plan's upcoming obligations.
Fees: Invoices for payment to the money manager are to be paid directly from the manager's investment account.
Fire Fund — to maintain a target balance of $50,000 in the R & D for the payment of the Plan's obligations. The
account should be rebalanced in the following circumstances:
At the end of a quarter, if the balance in the R & D account exceeds the target baseline amount of $50,000.00
At least monthly, if the balance in the R & D account exceeds 150,000.00
4WW At any time, if the balance in the R & D account is insufficient to meet current Plan obligations
Contributions: All contributions are to be posted to the R & D. Transfers to investment accounts will only occur
when the balance of the R & D account exceed $150,000.00
Distributions: All distrubitions will be processed out of the R & D with funds transferred out of each investment
account into the R & D account in a manner consistent with the Plan's overall asset allocation. Money will only be
raised for distributions if the balance of the R & D is insufficient to meet the Plan's upcoming obligations.
Fees: Invoices for payment to the money manager are to be paid directly from the manager's investment account.
4. ITEMS/REPORTS FROM BOARD ATTORNEY CHRISTIANSEN.
✓ Jamie Mullis and Robert Ellerbee's terms expire Dec 31, 2014
✓ There may be vacancies according to the outcome of the City Council Elections, November 4th
(Fire — Gary Ritter, 9/30/17; and Police — Ray Worley, 9/30/15)
✓ The updated Summary Plan Description will be presented for authorization at the next meeting
✓ Janet will send a report to the City Council
✓ Each board will need to approve the suggested meeting dates: Feb 2, May 4, Aug 3 and Nov 2
✓ Each board will need to authorize the additional fees from $2,500.00 - $3,000.00 for Gabriel Roeder
Smith & Company, to provide the necessary disclosure requirements according to Senate Bill No.
534, effective October 1, 2014.
5. UNFINISHED BUSINESS TO DISCUSS IN OPEN SESSION.
General/OUA Board still needs a 5th member.
Police are due to select or reselect officers
6. NEW BUSINESS TO DISCUSS IN OPEN SESSION. None at this time.
7. RECESS FROM OPEN SESSION AND CONVENE IN INDIVIDUAL SESSIONS AT 6:01 P.M.
CITY GENERAUOUA PENSION BOARD OF TRUSTEE ITEMS
Nov 3, 2014
A. Motion to dispense with the reading and approve the minutes for the August 4, 2014, meeting.
Robbie moved to approve the May 51 2014 meeting minutes as presented: seconded by Daryl
Motion carried unanimously.
B. Motion to approve the financial reports as presented by Basil Coule, Pension Financial Liaison:
Daryl moved to approve the financial reports 1-4 as presented on the agenda: seconded by Melisa
Motion carried unanimously.
1. Check register from July 2014 through Sept 2014,
2. Statements from Salem Trust that reflect activity for the General Pension Fund for
the months July 2014 through Sept 2014 and the Oct 1, 2013 to Sept 30, 2014
year end statements for the following accounts: Receipt & Disbursement, Dana
Investments & Equity (year-end statement only).
3. Approve the list of members terminated and/or contributions refunded or rolled
over from 7/1/2014 to 9/30/2014: Cynthia Beeson & Aurelio Almazan (City).
4. New members enrolled from 7/1/2014 to 9/30/2014: Stephen White (OUA).
C. Unfinished Business or New items. It was discussed that they still were in need of a 5thmember.
✓ Robbie moved to approve transferring funds from PIMCO to Dodge and Cox.- seconded by
Jamie. Motion carried unanimousiv.
✓ Daryl moved to authorize the letter to Salem and Trust for the Receipt and Disbursement
(R & D); seconded by Melisa. Motion carried unanimously.
✓ Jamie moved to authorize Attorney Scott Christiansen to update the Summary Plan
Description; seconded by Daryl. Motion carried unanimously.
✓ Jamie moved to approve the suggested dates and time for the Pension Boards meetings
for the Year 2015 as follows: Feb 2 May 4 Aug 3 and Nov 2 to be at 5 P.M.; seconded by
Robbie. Motion carried unamimously.
✓ Jamie moved to approve the additional fees for Gabriel Roeder Smith from $2,500 00 -
$3,000.00, to provide the necessary, disclosure requirements according to Senate Bill No
534, effective October 1 2014: seconded by Daryl Motion carried unanimously.
D. Adjourn meeting. Robbie moved to adioum the meeting at 6:10• seconded by Daryl Motion carried
unanimousiv.
Minutes prepared by: Melisa Jahner, Secretary