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HomeMy WebLinkAbout2009 - Defined Contribution Plan Minutes MONEY PURCHASE PLAN/DEFINED CONTRIBUTION PLAN VEBA PLAN GOVERNING COMMITTEE MEETING OF FEBRUARY 5, 2009 The Board met in regular session and was called to order at 9:07 a.m. Present: Members Jerry Ambrose (9:10), Bill Barkyoumb, Angela Beruiett, Thomas Korkoske, Antonia Kraus, Terri Singleton (9:11) - 6. Absent: Faith Rach Others: Karen E. Williams, Finance Department; Jack Roberts, Law Department; Ms Cam Honer, Comerica. Mr. Bill Barkyoumb inquired about the section of the minutes where the membership voted on excusing committee members. Mr. Barkyoumb questioned if the section could be removed because all of the membership eventually arrived to the meeting. Attorney Jack Roberts stated the minutes did not need to be corrected because the members arrived after the vote to excuse them was taken and the minutes do indicate when the members arrived. It was moved by Ms. Kraus and supported by Mr. Korkoske to approve the Administrative Board Committee Meeting Minutes for December 4, 2008. Approved by the following vote: 4—0. Mr. Ambrose and Ms. Singleton arrived to the meeting. Ms. Cam Honer distributed and reviewed the City of Lansing Money Purchase Plan for 2008 report. Ms. Honer also provided the VEBA Plan monthly statement. Mr. Ambrose inquired if a contribution has been made for the VEBA. He noted that the year-end report did not show the contribution. Ms. Bennett reported that the contribution was made in June 2008, and due to the timing of the deposit, it was not included in the report. Ms. Honer stated that she did report the amount when it was originally contributed. _ Attorney Jack Roberts recalled that Investment Managers reported to the Board last year. Attorney Roberts recalled that the managers reviewed the Investment Policy which tracked certain benclunarks and showed that the plan was within the guidelines. Attorney Roberts inquired if the investments are within the guidelines. Ms. Cam Honer reported that the City of Lansing was within range of its policy guidelines. Ms. Honer stated that the City of Lansing plan on the benchmarks. She provided an overview of some of the index fields provided for VEBA plan. Ms. Honer believed that new contributions were going to the fixed income index. There were no reports or public comments. It was moved by Mr. Ambrose and supported by Ms. Kraus to excuse Ms. Rach from the committee meeting. Adopted by the following vote: 6 —0. MONEY PURCHASE PLAN/DEFINED CONTRIBUTION PLAN VEBA PLAN GOVERNING COMMITTEE MEETING OF JUNE 4, 2009 (AS AMENDED) The Board met in regular session and was called to order at 9:10 a.m. Present: Members Jerry Ambrose (9:15), Bill Barkyoumb (9:30), Angela Bennett, Thomas Korkoske, Antonia Kraus, Faith Rach - 6. Absent: Terri Singleton Others: Karen E. Williams, Finance Department; Jack Roberts, Law Department; Sherry Stein, Foster, Swift, Collins & Smith Law Finn; Ms Cam Honer, Felecia Relief, Comerica. It was moved by Mr. Kraus and supported by Mr. Korkoske to approve the Administrative Board Committee Meeting Minutes as amended for April 2, 2009. Approved by the following vote: unanimously. Attorney Jack Roberts reported to the committee that he invited Attorney Sherry Stein to the meeting to assist'with the Wells Fargo documents. Mr. Ambrose arrived to the meeting. Ms. Cam Honer reported to the committee that Comerica has sold its retirement products to _ Wells Fargo. She indicated that her employment is changing from Comerica to Wachovia for six. months, then transition to Wells Fargo. Wells Fargo and Wachovia are going through a merger. Ms. Honer explained that the City of Lansing is on a platform called YStar, a recording keeping system. She will have an office at 4660 Hagadom in East Lansing, Michigan and her last day at Comerica will be June 19, 2009. Ms. Honer explained Comerica outsourced their recording keeping to YStar, five years ago. Ms. Honer introduced Ms. Felecia Relief and explained that the VEBA account will be represented by Ms. Relief. Wells Fargo has documents that need to be signed by the City of Lansing consenting to the merger. Attorney Roberts and Attorney Stein requested information in writing from Comerica regarding liability issues in the contract before the documents are signed. Attorney Roberts inquired if items in the contracts can be crossed out. Ms. Cain Honer stated that other clients in the past have crossed out items and initialed it. Comerica will transfer the City of Lansing assets on June 19, 2009. Comerica is requesting that the City of Lansing approve this transfer. Mr. Barkyoumb arrived to meeting. Attorney Roberts suggested that another meeting be scheduled to take action on these documents. Attorney Roberts also had questions regarding the "Collective Fund Participation Agreement." The administration of the Stable Value Fund will be transferred from Comerica to Wells Fargo. Ms. Cain Honer explained that if the Agreement is not approved, Wells Fargo can eliminate the Stable Value Fund for the City of Lansing. Attorney Stein expressed concern regarding the Securities Lending aspect of the contract. Attorney Roberts requested that Comerica provide in writing that they will not participate in Securities Lending without prior approval from the City of Lansing. MONEY PURCHASE PLAN/DEFINED CONTRIBUTION PLAN VEBA PLAN—MEETING OF JUNE 412009 Page 3 Ms. Williams reported that it was time to have the amlual election of officers and subcommittee assignments, as described in the Committee's Rules of Procedure. It was moved by Mr. Ambrose and supported by Ms. Kraus that the City of Lansing Money Purchase Pension Plan committee continues with the same officers and subcommittee assignments. Adopted by the following vote: 6 — 0. Attorney Jack Roberts requested how the procedure will work for the Individual Retirement Account (IRA) for balances between $1,000 and $5,000. Ms. Cam Honer explained that the approval of the IRA should wait until after the merger. Trustee Kraus requested that this item be included in the discussion of the Wells Fargo purchase of Comerica's retirement products. Attorney Roberts explained that he may request a special meeting after receiving further information from Ms. Honer and discussing the documents with Attorney Sherry Stein. Attorney Roberts further requested pernnission from the committee to consult with Attorney Sherry Stein. It was moved by Ms. Kraus and supported by Ms. Rach to allow Attorney Roberts to contact outside legal counsel to review the necessary documents regarding the Comerica transition to Wells Fargo. Adopted by the following vote: 6— 0. It was moved by Mr. Korkoske and supported by Ms. Rach to adjourn the meeting. Adopted by the following vote: unanimously The meeting adjourned at 10:33 a.m. MONEY PURCHASE PLAN/DEFINED CONTRIBUTION PLAN VEBA PLAN GOVERNING COMMITTEE SPECIAL MEETING OF JUNE 15, 2009 The Board met in special session and was called to order at 3:02 p.m. Present: Members Bill Barkyoumb, Angela Bennett, Thomas Korkoske, Antonia Kraus, Faith Rach, Terri Singleton (3:08) - 6. Absent: Jerry Ambrose Others: Karen E. Williams, Finance Department; Jack Roberts, Law Department. Attorney Jack Roberts reviewed the documents for the consent, resignation & appointment of Wells Fargo as trustee to City of Lansing Money Purchase Pension Plan. Attorney Roberts discussed the concerns regarding the participation agreement with Attorney Sherry Stein. Attorney Roberts advised to not sign the Trust participation agreement at this time, because it would need to be altered and it may slow the process. Attorney Roberts distributed and reviewed a resolution for the Board's committee to approve to give authority to the chair to sign the consent, resignation & appointment of Wells Fargo as trustee to the City of Lansing Money Purchase Pension Plan. It was moved by Ms. Rach and supported by Mr. Korkoske to approve the resolution, as presented, that the Governing Committee consents to the resignation of Comerica as Trustee of the City of Lansing Money Purchase Pension Plan and appoint Wells Fargo Bank as Trustee. It is further resolved that the Governing Committee Chair is authorized to sign the documents necessary to effectuate the resolution, and have the resolution annexed to the Administrative Board Committee Meeting Minutes. Approved by the following vote: 6—0. Attorney Jack Roberts reported to the committee that he invited Attorney Sherry Stein to the meeting to assist with the revised restatement of the plan as required by the Internal Revenue Service. Foster Swift has a pre-approved plan that the IRS accepts. Attorney Roberts advised that he believed the Plan will still qualify as a 401 a, however it will be described as Defined Contribution plan. The Governing Committee changed the next meeting to Wednesday, August 5, 2009 at 9:00 a.m. It was moved by Ms. Kraus and supported by Ms. Rach to adjourn the meeting. Adopted by the following vote: 6—0. The meeting adjourned at 3:27 p.m. MONEY PURCHASE PLAN/DEFINED CONTRIBUTION PLAN VEBA PLAN GOVERNING COMMITTEE MEETING OF AUGUST 5, 2009 The Administrative Board met in regular session and was called to order at 9:05 a.m. Present: Members Jerry Ambrose, Bill Barkyoumb, Thomas Korkoske, Antonia Kraus - 4. Absent: Angela Bennett, Faith Rach, Terri Singleton Others: Karen E. Williams, Finance Department; Jack Roberts, Law Department; Sherry Stein, Foster, Swift, Collins & Smith Law Firm; Ms Cam Honer, Wachovia; Felecia Relief, Comerica; Gary Bender, Alexander V. Illyasov, World Asset Management. It was moved by Mr. Korkoske and supported by Mr. Ambrose to approve the Administrative Board Committee Meeting Minutes as amended for August 5, 2009. Approved by the following vote: unanimously. It was moved by Mr. Ambrose and supported by Mr. Korkoske to approve the Administrative Board Committee Special Meeting Minutes as amended for June 15, 2009. Approved by the following vote: unanimously. Attorney Jack Roberts presented an overview of the process and amendment needed for the IRS Restatement of the Defined Contribution Money Purchase Pension Plan. Attorney Sherry-Stein provided a detailed presentation regarding the proposed amendments for the Defined Contribution Money Purchase Pension Plan. The IRS mandates a restatement of the Plan every six years. Attorney Stein recommended changing the name of the plan to the Employees Defined Contribution Plan. Attorney Stein also recommended that the Plan move from a money purchase plan to a profit sharing plan. Mr. Ambrose inquired how the changes would affect the ordinance. Attorney Stein advised that many of the changes are boilerplate and would not change the current Plan. Attorney Jack Roberts stated that the amendments, such as the name change, can be updated in the Ordinance. Attorney Stein requested direction on a clear definition for membership of the Plan. Mr. Ambrose inquired, why is the membership defined by who is excluded instead of who is eligible? Attorney Roberts will work with Attorney Stein to include current eligible members to the Plan. Attorney Stein distributed a summary of the current plan document. Attorney Stein, Attorney Roberts and the Administrative Committee reviewed and recommended amendments to the general plan features, employer contribution features, employer contribution features and miscellaneous provisions. Attorney Stein explained that the normal retirement age has been increased to age 62 and its impact on distributions. Attorney Stein recommended eliminating all forms of distributions options except lump sum. Attorney Stein reported that she will send an email to Attorney Roberts that outlines the proposed amendments to the Plan. CITY OF LANSING MONEY PURCHASE DEFINED CONTRIBUTION PLAN VEBA PLAN GOVERNING COMMITTEE MEETING OF OCTOBER 1, 2009 The Administrative Board met in regular session and was called to order at 9:08 a.m. Present: Members: Bill Barkyoumb, Thomas Korkoske, Antonia Kraus, Terri Singleton -4. Absent: Jerry Ambrose, Angela Bennett, Faith Rach Others: Karen E. Williams, Finance Department; Jack Roberts, Law Department; Ms Cam Honer, Wachovia. It was moved by Mr. Korkoske and supported by Ms. Kraus to approve the Administrative Board Committee Meeting Minutes for August 5, 2009. Approved by the following vote: unanimously. Ms. Cam Honer reviewed City of Lansing Money Purchase Plan from l/l/2009 through 8/31/2009. Ms. Honer reported to the Committee that she received invoices for Attorney Stein's. _ services. Those invoices have been paid. Ms. Honer reviewed the Wells Fargo process for payment of invoices. Attorney Jack Roberts requested further explanation regarding the Wells Fargo "Know.:your Customer" Form. Attorney Roberts requested approval that after his review of the form, he-will have take it to Tom Korkoske to verify the account number and have the chair then sign the form on the behalf of the Board. It was moved by Ms. Kraus and supported by Ms. Singleton that Attorney Roberts has the committee's permission to review and approve the form for signature by the chair. Approved by the following vote: unanimously Attorney Roberts also updated the Committee on the Comerica Participation Agreement. Attorney Roberts is reviewing the document, is in the process of making amendments that will be sent to Comerica. Attorney Roberts reported that he has been in contact with Attorney Sherry Stein regarding the proposed amendments for the Defined Contribution Money Purchase Pension Plan. Attorney Roberts suggested that upon receiving the proposed amendments, he will review it with Attorney Stein and then forward it to Committee Members. Committee Members will have time to review it prior to the December meeting. Also, Attorney Roberts report current invoices received by Attorney Sherry Stein that will be forwarded to Cam Honer for payment. It was moved by Ms. Singleton and supported by Mr. Korkoske to excuse the absent members, Jerry Ambrose, Angela Bennett, Faith Rach. Adopted by the following vote: unanimously CITY OF LANSING MONEY PURCHASE PLAN/DEFINED CONTRIBUTION PLAN VEBA PLAN MEETING OF DECEMBER 3, 2009 The Administrative Board met in regular session and was called to order at 9:06 a.m. Present: Members: Jerry Ambrose (9:09), Bill Barkyoumb, Thomas Korkoske, Antonia Kraus, Faith Rach - 5. Absent: Angela Bennett, Terri Singleton Others: Karen E. Williams, Finance Department; Jack Roberts, Law Department; Attorney Sherry Stein.. Mr. Barkyoumb informed the members that he would take the agenda out of order to take up_the Defined Contribution plan amendments and restatement. Attorney Roberts provided a preview of the Amendment to the PPA and Heart Acts. Attorney Sherry Stein described current pension law and regulations. Attorney Stein explained the Pension Protection Act and how it affects the City of Lansing Defined Contribution Plan. The Plan is on a six-year cycle and the plan must comply with current federal law since the last restatement. Attorney Stein reviewed the default provisions of the amendments, regarding non- spousal beneficiary ability to rollover, and normal retirement age, as required by the Internal Revenue Service. It was moved by Mr. Ambrose and supported by Mr. Korkoske to approve Resolution 2009-A: RESOLVED that the Amendment to the City of Lansing Defined Contribution Plan for PPA, Heart Act and Other Law Changes as presented is hereby adopted effective as set forth therein, a copy of which is attached to and made a part of the minutes, and FURTHER RESOLVED that the Chairperson of the Governing Committee is hereby authorized to execute the Amendment and related documents on behalf of the City. Adopted by the following vote: 5—0. Attorney Stein and Attorney Roberts reviewed and discussed with the Governing Committee restated Defined Contribution Plan 'for the IRS. Attorney Stein stated that the plan restatement deadline is April 2010. The Administrative Board discussed the Summary of the City of Lansing Defined Contribution Plan highlights. The Board discussed defining eligible employees and normal retirement age provisions. Ms. Rach inquired about the forfeitures provisions. She explained that the forfeitures were to be used for administrative expenses, not to offset employer contributions. Attorney Stein stated that the use of the forfeitures are at the discretion of the board and she will revised that section on the plan to reflect the Governing Committee's requirements. Attorney Roberts reported to the Board that he did not have opportunity to review the changes to the VEBA Investment Policy with Ms. Rach. Attorney Roberts advised that the members that Board discussed adding international funds as an investment. An amendment to the policy could be made at a later date. It was moved by Mr. Korkoske and supported by Ms. Kraus to amend the investment policy to include international fluids to the VEBA portfolio up to 10%. Adopted by the following vote: 4—0. Mr. Barkyoumb tabled the discussion on the Proposed changes to the Investment Policy. The Board requested that the Retirement Office contact Ms. Felecia Relief to begin the paperwork to fund the International Fund recommended by World Asset Management. The paperwork will be reviewed by legal counsel so that it may be approved at the next meeting. Karen Williams distributed and requested approval for the Public Meeting notice for 2010. It was moved by Ms. Kraus and reported by Ms. Rach to approve the 2010 Defined Contribution Plan Meeting Schedule. Adopted by the following vote: 4 —0. Attorney Roberts updated the Administrative Board regarding the status of the pending items on the agenda. Attorney Roberts inquired if Ms. Cam Honer presents an annual investment review for the Defined Contribution Plan. Mr. Barkyoumb stated that there is an annual review process. He stated that Ms. Honer normally would bring the Standard and Poors recommendation regarding the portfolio mix for review and approval. Attorney Jack Roberts reviewed the "Know Your Customer" form from Wells Fargo. The form is required by the Bank Security Act and the Patriot Act, both federal laws. Attorney Roberts recommended that the form be signed by Mr. Barkyoumb. It was moved by Mr. Korkoske and supported by Ms. Kraus to adjourn the meeting. Adopted by the following vote: 4 - 0 The meeting adjourned at 10:23 a.m.