HomeMy WebLinkAboutRetirement Committee - Minutes - 10/15/1998Retirement Plan
City of Fort Collins
FORT COLLINS GENERAL EMPLOYEES RETIREMENT COMMITTEE
OCTOBER 15, 1998 MEETING MINUTES
COUNCIL LIAISON: Mayor Ann Azari
COMMITTEE MEMBERS PRESENT:
Jim Hume, 221-6776
Susan Lehman, 221-6813
Alan Krcmarik, 221-6788
Kevin Westhuis, 221-6156
OTHERS PRESENT:
Approved, As Amended, December 3, 1998
ABSENT:
Patti Teraoka, 221-6715
Russ Proctor, Watson Wyatt Worldwide, the GERP's actuarial firm
Deb Weedman & Gwen Feit, (Staff Support — Human Resources)
Greg Tempel, (Staff Support — Legal)
Bob Eichem and Julie Depperman, (Staff Support — Investments)
Sue Wilcox, (Staff Support — Clerical)
Bruce Michael, vested, disabled Plan member
Theresa Myers, ICMA Retirement Corporation
Linda Brown, Payroll Specialist
CALL TO ORDER: Chairperson Kevin Westhuis called the meeting to order at 1:20 p.m.
ITEMS OF NOTE: Kevin noted that Patti Teraoka could not attend today's meeting due to a
dental appointment.
Bob Eichem advised the Committee and staff that he has accepted a position with the City of
Westminster and will be leaving his current position as of November P. Kevin thanked Bob on
behalf of the Committee for all the work he had done relating to the GERP investments.
APPROVAL OF MINUTES: The minutes of the August 201h meeting had been distributed. It
should be noted that Item 2 "DB/DC CHOICE PROCESS" of the August 201h minutes states:
"Deb will notify those hired from July 1, 1997 through December 31, 1998 that they will have a
special meeting after January 1, 1999 to determine their wishes." This should be clarified that in
fact all employees hired in 1997 received statements of their MPP opening balance and were
given an opportunity to convert to the DC Plan. ONLY employees hired in 1998 will get an
opportunity to remain in the GERP or convert to the DC Plan in 1999.
300 LaPorte Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6788 • FAX (970) 221-6782
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In Item #4 "ELIGIBILITY OF DISABLED VESTED MEMBERS FOR BENEFITS" at the end
of the 4th line, "would" should be "could". Jim Hume moved that the August 201h minutes be
approved as amended and Susan Lehman seconded the motion. The motion carried
unanimously.
DISCUSSION TOPICS:
1. GERC PLAN MEMBER(S) COMMENTS/CITIZEN PARTICIPATION:
Susan Lehman had been approached by a GER Plan member who asked if consideration of the
"Rule of 80" could be reconsidered in 1999. A retiree asked if a retiree could be appointed a
member of the General Employees Retirement Committee, as he felt retirees' views are not
currently represented on the Committee. Greg Tempel read the rules governing GER Committee
appointments, which states that at least three of the members must be employees who are
covered by the Plan and the fourth, if not an employee, must be a taxpaying elector of the City.
A retiree could fill one opening. It was suggested that this be added to topics for discussion in
1999.
2. APPEALS RELATED TO DB/DC SELECTION PROCESS
MAIN POINTS: Kevin read the Appeal Hearing Introduction which set forth the process that
would be followed and outlined the circumstances or conditions that would permit the extension
of the DB/DC selection deadline for the individuals who wished to have their selection accepted.
Kevin also noted City Council approval of the DB/DC conversion process. The basic criteria
was that through no fault of the employee, the selection form was not filed in Human Resources
by the deadline, August 14, 1998 at 5:00 pm. The appeals were audio taped. The following
members were sworn in and their appeals heard:
Stephanie Howell, Recreation Dept. — Stephanie explained that following consultation with a
financial advisor, she had turned in her selection form on the last day, but she had done so
feeling uncertain about her decision. She spoke with a second financial advisor after she had
submitted her form. The second advisor offered reasons to remain in the GERP, but she felt she
had no alternative because she had already submitted her selection form. At that time she was
also under considerable stress due to a family concern. She wished to change her selection at
this time.
Susan Lehman moved to have the Committee convene in an executive session to receive legal
advice and opinion from attorney Greg Tempel. Jim Hume seconded the motion. The motion
carried and the executive session began at 1:30 p.m. and ended at 1:51 p.m. Kevin Westhuis
moved to resume the regular session and Susan seconded the motion, which passed unanimously.
Jim Hume told Stephanie that the members sympathized with her situation, but felt that the
Committee did not have the authority to grant a change in her vote. Alan Krcmar k suggested
Stephanie contact ICMA Retirement Corporation to discuss the degree of risk and diversification
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in the funds when they are transferred to her ICMA RC account so that she will be more
comfortable with her decision.
CONCLUSION/NEXT STEPS: Alan moved that Stephanie's request to change her election be
denied. Jim Hume seconded the motion, which passed unanimously.
3. DB/DC CHOICE DISCUSSION
MAIN POINTS: Russ Proctor of Watson Wyatt distributed a copy of the analyses of the GERP
fund before and after conversion both at actuarial value and at market value. He used the
smoothing technique to remove the volatility of contributions. The analyses showed that the
conversion would lower the costs of the GERP.
CONCLUSION/NEXT STEPS: Russ will update at a future meeting. No action needed at
this time.
4. DB/DC CONVERSION REPORT & TIMELINE
MAIN POINTS: Alan and Jim recapped the City Council action on the conversion from the
defined benefit to the defined contribution plan, which was approved on the Council's consent
agenda. Greg distributed signed copies of the resolutions. The final numbers showed that 375
GER Plan members voted to make this switch. Anyone terminating before January 1, 1999, will
not be eligible to receive the Money Purchase Plan opening balance, but would still be eligible to
receive the normal single sum payment upon termination.
The City staff and ICMA Retirement Corporation representatives met on October 51h and agreed
on a basic plan for the conversion. The decision was made to transfer the funds on Thursday,
December 31, 1998. This will require a change from the wording of the resolution approved by
Council, but this can be added to the appropriation ordinance for the actual funds transfer.
City staff will provide ICMA RC a spreadsheet of the amounts to be transferred, which they
must reconcile with the funds actually received. This may involve a "black -out period" during
which those employees receiving the transfer would not be able to access their new funds. Those
employees making the move to the defined contribution plan will be given an opportunity to fill
out a new ICMA RC fund allocation form for their transfer balance.
The packet of information for converting members will include: a letter listing the MPP opening
balance; their present ICMA RC fund allocations; a new allocation form just for the transfer
amount; and an information sheet from ICMA RC describing the different funds available.
Because the conversion process will overlap with the annual open enrollment period for benefits,
the ICMA RC information sessions for benefits also can be used for the conversion. A copy of
the schedule of ICMA RC information meetings will be included in the member packet.
Employees who have no ICMA RC account (thought to be only four people) will have an
account opened for them. The 20 employees who have ICMA RC 457 accounts, but not 401(a)
MPP accounts, will receive slightly different letters. A default option has been worked out for
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anyone not submitting an allocation form, but everyone will be strongly encouraged to complete
an allocation form by November 30`h. These individuals will be able to change their allocations
by calling ICMA RC directly.
Payroll Specialist Linda Brown attended the meeting to discuss with the members the changes
she will need to make in the payroll system in 1999 to accommodate the new contribution rates
for the GERP members that are converting to the money purchase plan.
CONCLUSION/NEXT STEPS: No actions besides those listed above.
5. QDROS
MAIN POINTS: Because of all the changes being made in the Plan, this topic cannot be
addressed at this time.
CONCLUSION/NEXT STEPS: This topic will be deferred to 1999.
6. SINGLE -SUM BENEFITS FOR DISABLED VESTED MEMBERS
MAIN POINTS: Debbie Weedman advised the Committee that since City Council approved
the single -sum benefit for disabled Plan members, several of these members have called asking
when they can receive their benefit. Questions have been raised about how this benefit should be
calculated, taking into consideration the various types of disability benefits available. Several
options and their consequences were discussed and other questions raised.
CONCLUSION/NEXT STEPS: Debbie, Greg Tempel, and Sue Wilcox should meet to work
out the details.
7. 1999 GERC WORK PLAN
MAIN POINTS: Because of the lateness of the hour, the committee deferred this item to the
next meeting.
CONCLUSION/NEXT STEPS: Also at this time, Chairperson Kevin Westhuis had to leave the
meeting for another appointment and Jim Hume assumed the Chair's position.
8. THIRD QUARTER,1998 INVESTMENT
MAIN POINTS: Alan and Bob summarized the steep decline in the stock market during the
last month, which caused a similar decline in the GERP fund. However, the Committee's
philosophy has been that peaks and valleys in the market are normal and a correction such as this
has been expected for a long time. Over time, it is expected that the losses will be recovered and
the value of the pension fund will continue to grow. According to the adopted investment policy,
the target allocations are 45% in domestic mutual funds, 15% in foreign mutual funds, and 40%
in fixed assets, with a 10% variance allowed. Current actual investments are 46% in domestic
mutual funds, 12% in foreign mutual funds, and 42% in fixed assets
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CONCLUSION/NEXT STEPS: No action is needed at this time. However, after the
conversion transfer is accomplished and several more months of single -sum benefits are paid, the
Committee may want to look at readjusting its allocations.
AGENDA AND SCHEDULE FOR NEXT MEETINGS
The next meeting will be Thursday, November 5, 1998 at 1:15 p.m. in the Council Information
Center (CIC) of City Hall West. The agenda will include:
1. Citizen Participation/Plan Member Comment
2. Consider approving the September 3, September 17, and October 15,1998 minutes
3. DB/DC Conversion Discussion
4. Single -Sum Benefit Payments for Disabled Members
5. Work Plan for 1999
6. Regular Investment Review
ADJOURNMENT
The meeting was adjourned at 3:45 p.m.
GERC/GERP WEB PAGE ADDRESS:
www.ci.fort-collins.co.us/CITY HALUBOARDS COMMISSIONS/RETIREMENT/index.htm
FUTURE MEETING SCHEDULE:
The General Employees Retirement Committee normally meets at 1:15 p.m. on the 151 Thursday
of each month in the Council Information Center, City Hall West.
THURSDAY, NOVEMBER 5, 1998
THURSDAY, DECEMBER 3, 1998
THURSDAY, JANUARY 7, 1999
THURSDAY, FEBRUARY 4, 1999
THURSDAY, MARCH 4, 1999
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