Loading...
HomeMy WebLinkAboutRetirement Committee - Minutes - 03/07/2002COUNCIL LIAISON: COMMITTEE MEMBERS PRESENT: ABSENT: GENERAL EMPLOYEES' RETIREMENT COMMITTEE March 7, 2002, MEETING MINUTES Mayor Ray Martinez Susan Lehman, 221-6813 Bill Switzer, 221-6713 Jim O'Neill, 221-6779 Michele Hays -Johnson, 416-2158 Approved, as amended, April 12, 2002 Dottie Nazarenus, 204-4429 Alan Krcmarik, 221-6788 OTHERS Greg Tempel (City Attorney's Office) Julie Depperman (Finance) PRESENT: Nancy Wagner (Milliman USA) Vincent Pascale and Debbie Weedman (Human Resources) CALL TO ORDER: Susan Lehman called the meeting to order at 1:18 p.m. PLAN MEMBER COMMENTS: Bill Switzer asked for some background on the Notices that staff sent to Plan Members regarding the Plan Amendments. On February 21, 2002, Tom Rogers of Gorsuch Kirgis (external legal counsel for pension matters) informed Greg Tempel that the Plan should send out notices to all parties that have an interest in the Plan. The Internal Revenue Service regulations require the process of notification. The timelines for conducting the notice process and submitting forms to the Internal Revenue Service were very tight. Finance and Human Resources Department staff developed mailing lists for all categories of Members. Staff mailed the first notices February 22, 2002. After further review and discussion, staff sent out a revised notice on February 27. The changes that were made to the Plan last year were intended to comply with legislative acts that have taken place since the prior restatement of the Plan in 1992. The Committee believes that the changes should earn a determination of tax - qualified from the IRS. The Committee and staff also believe that the changes do not affect the benefits that Members have earned under the Plan. Members of the Plan have the ability to comment on the changes to the Plan and on Plan provisions in general. In response to the notice, approximately 20 persons have contacted staff. APPROVAL OF MINUTES: Alan Krcmarik handed out the minutes from the February 7, 2002 meeting. The Committee noted a few minor grammatical amendments. Dottie Nazarenus moved to approve the amended minutes. Bill seconded the motion. The Committee approved the minutes unanimously, 5-0. General Employees' Retirement Committee March 7, 2002, Meeting Minutes Page 2 of 3 DISCUSSION ITEMS Plan Philosophy Bill asked about the investment strategy for the Plan's assets. With a closed Plan, he asked if the Plan should shift to less volatile types of investments. Alan responded that during the annual review of the actuarial status of the Plan, it is appropriate to determine how the investment strategy fits the remaining membership. The Plan has a long-term outlook because the Members of the Plan expect benefits far into the future. The Committee will review the investment strategy after the annual valuation report is presented. 2. Personal Retirement Planning Statements Update Nancy Wagner reported that the majority of the statements had been printed. Additional Committee letterhead is needed to finish the task. Nancy indicated the final statements should be sent to the Finance Department in advance of the March 22 paycheck distribution. 3. Death Benefit Follow-up The Committee moved discussion of this topic to after the presentation of the annual valuation report. Any increase or extension to the death benefit provisions will likely increase costs to the Plan. Given the weakness in the investment markets over the last two years, the Committee will have to weigh carefully any changes that increase the costs to the Plan. 4. Monthly Investment Report Julie Depperman provided a brief investment report. Through the first two months of the year, the total portfolio is up 1.86%. The national economy is showing some signs of recovery; however, fixed income rates of return are very low compared to historical averages. 5. Status Report on Part-time Plan Change Julie reported that going through the personnel files for active Members is taking more time than initially expected. She also noted that the number of employees with some part-time service in their work history is higher than the survey indicated. She was referring to a survey of active Members that was conducted in 2001. 6. Other Business • Required Amendment to the Plan Greg Tempel initiated discussion about a required Plan amendment to comply with provisions of the Economic Growth and Tax Relief Reconciliation Act (EGTRRA). Tom Rogers provided a draft of proposed amendment up to Greg, which he forwarded to Committee members and staff. The proposed amendment will prevent the Committee from making single sum distribution pay- ments to terminated Members who have an Accrued Benefit present value of more than $1,000 and less than $5,000, but who have failed to provide direction for investment of the distribution. The Committee reviewed and discussed the proposed resolution, which would adopt this second amendment. The Committee suggested several minor changes to the resolution. Since there is no rush to complete this amendment and since the IRS may soon issue with regulations General Employees' Retirement Committee March 7, 2002, Meeting Minutes Page 3 of 3 which would provide "safe harbor' guidance for distribution amounts between $1,000 and $5,000, the Committee decided to have staff place this on the June agenda. • 401(a)(9) minimum distribution provisions Debbie Weedman asked to review and clarify the minimum distribution provisions in the Restated Plan. The Plan incorporates Section 401(a)(9) of the Internal Revenue Code by reference. This section guides how staff will calculate joint and survivor benefits. Nancy Wagner explained that the Plan has two joint and survivor benefit options, one at 50% of the Members benefit and one at 100% of the benefit. The restrictions on the joint and survivor benefits apply only to non -spouse beneficiaries. The regulations prevent a Member from electing the 100% option for a non -spouse beneficiary when their beneficiary is more than 10 years younger than the Member is. There is no restriction on electing 100% benefit if the spouse is more than 10 years younger than the Member is. To assist staff in making the proper benefit determination in situations like this, the Committee asked Nancy to provide the appropriate joint and survivor benefit adjustment tables. The Committee also briefly discussed situations in which the beneficiary was not a spouse, perhaps a child or grandchild. Nancy indicated that there were tables for this situation as well. Since such payments could stretch out over many years, Greg suggested that one way to handle this situation would be to purchase an annuity. Adjournment: Susan adjourned the meeting at 2:33 p.m. Topics for Next Regular Meeting Plan Member Comments Approval of Minutes Retirement Philosophy Valuation Report Preparation for Council Review Monthly Investment Report Status on Part-time Plan Change Other Business General Employees' Retirement Plan Web Page The City Clerk's Office maintains a web page for boards and commissions at www.fcgov.com/city clerk. The Committee's 2001 Annual Report, 2002 Work Plan, and monthly minutes are available at the site. 2002 MEETING SCHEDULE The Committee meets at 1:15 p.m. on the first Thursday of each month. The regular location is the Council Information Center at City Hall. For 2002, the Committee has set the following meetings: daRuaFy 10 April 4 July 11 October 3 Fi--ebFuaFy ;E May 2 August 1 November 7 AAaFGh June 6 September 5 December 5