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HomeMy WebLinkAbout2003 Employee's Retirement System Board MinutesOFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting January 23, 2003 Council Conference Room Thursday, 8:30 a.m. 10th Floor City Hall Lansing, MI The Board met in regular session and was called to order at 8:35. Present: Antekeier, Benavides, Bommarito, Brodie, Meyer, Piloske, Rhode, Rubley - 7 Absent: Hollister, Rossi- 2 Others: Gary Gustafson, Robert Swanson and Robin Noe, Finance Department, Jack Roberts, Law Department, Amy Fraser, Personnel Department. It was moved by Trustee Rhode, and supported by Trustee Antekeier to approve the minutes of the regular meeting ofJanuary 23, 2003. Adopted by the following vote: Unanimously. The Secretary reported: 1 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 4 retired. Total active membership: 511. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of November 2002 amounted $959,023.83. 6 death. Total retirement checks printed for the ERS System: 667. Domestic relations order received: 1. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was moved by Trustee Antekeier and supported by Trustee Piloske to approve the following Regular Age and Service Retirements: Aaron Cross, Radio Tech., Police Department, 25 years 2 month service credits, age 48 years, effective January 25, 2003. Robert Boyer, Public Service Department, 25 years 2 month service credits, age 53 years, effective January 10, 2003. Stanley Jenks, C & CS Department, 24 years 2month service credits, age 60 years, effective January 25, 2003. Regular Meeting Council Conference Room 10th Floor City Hall Lansing, MI January 23, 2003 Thursday, 8:30 a.m. Julie Gardner, Planning & Neighborhood Development Department, 21 years, 9 month service credits, age 44 years, effective January 15, 2003. Volker Kamirzack, Police EEMU Department, 28 years, 6 month service credits, age 53, effective January 31, 2003. Adopted by the following vote: Unanimously It was moved by Trustee Antekeier and supported by Trustee Meyer to deny John Lemmon's request for duty disability. It was Approved Unanimously. A request was made by Trustee Piloske on why there is now a health care deduction for some retirees. The board informed Trustee Piloske the reason for this, is because the base plan in the health insurance has changed according to the union contracts. Itwas moved by Trustee Brodie and supported by Trustee Antekeierto refund Sarah Doak accumulate contribution. It was Approved Unanimously. It was moved by Trustee Brodie and supported by Trustee Bommarito to excuse Trustee Hollister and Rossi. It was Approved Unanimously. Trustee Rubley gave the investment report for December, 2002. The meeting adjourned at 9:39 a.m. Minutes approved on Doug Rubley, Secretary Employees' Retirement System Douglas Rubley, Chairperson OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting February 20, 2003 Finance Conference Room Thursday, 8:38 a.m. 8th Floor City Hall Lansing, MI The Board met in regular session and was called to order at 8:38. Present: Antekeier, Benavides, Bommarito, Brodie, Piloske, Rhode, Rubley - 7 Absent: Meyer, Rossi- 2 Others: Gary Gustafson, and Robin Noe, Finance Department, Jack Roberts, Law Department. It was moved by Trustee Brodie, and supported by Trustee Antekeier to approve the amended minutes request by Trustee Piloske of the regular meeting of February 20, 2003. Adopted by the following vote: Unanimously. The Secretary reported: 0 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 5 retired. Total active membership: 506. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of February 2003 amounted $972,957.56. 0 death. Total retirement checks printed for the ERS System: 675. Domestic relations order received: 0 Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was moved by Trustee Brodie and supported by Trustee Benavides to approve the following Regular Age and Service Retirements: Larry Hicks, Parks and Rec. Department, 27 years service credits, age 54 years, effective March 15, 2003. Rudy Mazuca, O & M Public Service Department, 30 years, 2 months service credits, age 50 years, effective March 1, 2003. Cathy McCausland, Parks and Rec. Department, 25 years 4month service credits, age 51 years, effective March 15, 2003. Regular Meeting Finance Conference Room 8th Floor City Hall Lansing, MI February 20, 2003 Thursday, 8:38 a.m. It was moved by Trustee Antekeier and supported by Trustee Brodie to approve John Lemmon's request for his refund of Accumulated Contribution. It was Approved Unanimously. It was moved by Trustee Rhode and supported by Trustee Brodie to approve funding of up to $50.00 for flowers or a donation to the funeral home in the honor of Gary Gustafson's father. The request for duty disability retirement for Pasqual Diaz was referred to the Disability Committee. It was recommended by Trustee Rubley before the Board votes on changing the regular meetings from Thursday to Fridays; to have an official request letter from Linda Rossi stating that she will be able to attend most of the meetings on Friday. It was moved by Trustee Benavides and supported by Trustee Brodie to excuse Trustee Meyer and Rossi. It was Approved Unanimously. Trustee Rubley gave the investment report for January, 2003. The meeting adjourned at 9:39 a.m. Minutes approved on Doug Rubley, Secretary Employees' Retirement System G ouglas Rubley, Chairperson OFFICIAL PROCEEDINGS OF THE BOARD OF - TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting March 20, 2003 Finance Conference Room Thursday, 8:38 a.m. 8th Floor City Hall Lansing, MI The Board met in regular session and was called to order at 8:45. Present: Antekeier, Bommarito, Meyer, Piloske, Rhode, Rubley - 6 Absent: Benavides, Brodie, Rossi- 2 Others: Gary Gustafson, Finance Department, Jack Roberts, Law Department, Amy Fraser, Personnel Department. It was moved by Trustee Antekeier and supported by Trustee Piloske to approve the minutes of the regular meeting of March 20, 2003. Adopted by the following vote: Unanimously. It was supported by Trustee Antekeier and suppported by Trustee Piloske to accept Trustee Rubley's letter of resignation. Adopted by the following vote: Unanimously. The Secretary reported: 1 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 0 retired. Total active membership: 507. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of February 2003 amounted $984,088.95. 3 deaths: Loren Boyes, retired on 02/29/80, died on 01/26/03 , age 88, no surviving spouse; Alfred Yerian, retired on 12/01/92, died on 02/22/03 age 62, no sruviving spouse; William Brenke, retired on 01/01/82, died on 03/07/03 age 86, no surviving spouse. Total retirement checks printed for the ERS System: 674. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was moved by Trustee Antekeier and supported by Trustee Piloske to approve the following Regular Age and Service Retirements: Jack Nelson, Planning and Neighborhood Development, Department, 17 years 8 months service credits, age 53 years, effective April 12, 2003. Regular Meeting Finance Conference Room 8th Floor City Hall Lansing, MI March 20, 2003 Thursday, 8:38 a.m. Joycelyn Humes -Gorman, Finance Department, 22 years, 6 months service credits, age 46 years, effective March 14, 2003. Robert Harris, Planning & Municipal Development Department, 10 years 11 month service credits, age 58 years, effective April 1, 2003. He is coming off of being deferred. Teri Cook, Finance Department, 25 years, 6 months service credits, age 49, effective March 1, 2003. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Antekeier to approve Pasqual Diaz Duty Disability request effective 03/21/03. Adopted by the following vote: Unanimously. A discussion was held on moving the meeting dates of the Board from Thursday to Friday. The Board decided not to change dates. It was moved by Trustee Meyer and supported by Trustee Bommarito to excuse Trustee Benavides, Brodie and Rossi. It was Approved Unanimously. It was moved by Trustee Rhodie and supported by Trustee Meyer to table the motion on having the Assest Consults do the investment report. Adopted by the following vote: Unanimously. Trustee Rubley gave the investment report for January, 2003. The meeting adjourned at 9:39 a.m. Minutes approved on Doug Rubley, Secretary Employees' Retirement System Jill Rhode, Chairperson OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting May 22, 2003 City Council Conference Room Thursday, 8:30 a.m. 10th Floor City Hall Lansing, MI The Board met in regular session and was called to order at 8:40. Present: Andrews, Antekeier, Benavides, Piloske, Rhode - 5 Absent: Bommarito, Meyer- 2 Others: Doug Rubley and Robin Noe, Finance Department, Jack Roberts, Law Department. It was moved by Trustee Andrews and supported by Trustee Piloske to elect Trustee Jill Rhode as Chairperson and Trustee Robert Antekeier as Vice Chairperson. Adopted by the following vote: Unanimously. It was moved by Trustee Benavides and supported by Trustee Piloske to approve the minutes of the regular meeting of March 20, 2003. Adopted by the following vote: Unanimously. The Secretary reported: 2 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 6 retired. Total active membership: 505. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of March 2003 amounted $989,173.57. Total retirement checks printed for the ERS System 678. 8 deaths: Theresa Frost, died on 03/19/03 , age 89, widow of Douglas Frost; Janet Pohl, died on 07/20/02 age 64, widow of Robert Pohl; Delano Sudberry, , Deferred retirement on 12/01/90, died on 04/09/03 age 70, surviving spouse -Martha, will get 50%; Iris Graham retired on 10/15/01, died on 04/13/03, age 65, no surviving spouse; Effie Linderman, retired on 01/11/75, died on 04/18/03, age 93, no surviving spouse; Ralph Abel, retired on 07/22/85, died on 04/20/03, age 73, surviving spouse Shirley, will receive 100%; Viola Demarchi, widow of Maurice, died on 04/30/03, age 92; Wife of Herbert Ruedisale, Betty Jean, died on 05/06/03, age 82. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI May 22, 2003 Thursday, 8:38 a.m. It was moved by Trustee Antekeier and supported by Trustee Andrews to approve the following Regular Age and Service Retirements: Jan Budden, Assessor's Finance Department, 23 years 1 month service credits, age 64 years, effective April 08, 2003. Lawrence Curtin, Parks & Rec. Department, 29 years, 7 months service credits, age 55 years, effective April 15, 2003. Robert Hand, Building Maint. Department, 28 years 3 months service credits, age 51 years, effective April 15, 2003. Alma Hinkle, City Clerk Department, 18 years, 2 months service credits, age 48, effective April 21, 2003. John Brodie, Parks Department, 25 years, 6 months service credits, age 47, effective April 26, 2003. Renee Korrey, 911 Communications Department, 21 years, 6 months service credits, age 48, effective June 14, 2003. Adopted by the following vote: Unanimously. Reuben Mylander's request for retirement was tabled, due to breaks in service. Confirmation on the breaks in service to be looked into. It was moved by Trustee Benavides and supported by Trustee Piloske to excuse Trustee Bommarito and Meyer. It was Approved Unanimously. It was moved by Trustee Piloske and supported by Trustee Antekeier to approve Linda Rossi's resignation letter. It was Approved Unanimously. It was moved by Trustee Piloske and supported by Trustee Benavides to approve the amendment to the legal agreement of Assets Consulting effective April 1, 2003. It was Approved Unanimously. It was moved by Trustee Antikeier and supported by Trustee Poliske to help with the cost of the Retirement Seminar on September 16, 2003 up to $3,000.00. It was Approved Unanimously. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI May 22, 2003 Thursday, 8:38 a.m. Hiring a clerical person to assist in the Retirement and Benefit office was handed over to the Special Project Committee. It was moved by Trustee Andrews and supported by Trustee Antikeier to have three plaques made for the board memebers that have resigned from the board. It will come out of the Security Lendings. It was Approved Unanimously. Trustee Rubley gave the investment report for April, 2003. The meeting adjourned at 9:45 a.m. Minutes approved on --� " / �- 03 Doug Rubley, Secretary Employees' Retirement System til Rhode, Chairperson OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting June 19, 2003 City Council Conference Room Thursday, 8:30 a.m. 10th Floor City Hall Lansing, MI The Board met 8:40, there was not a quorum. Present:, Antekeier, Benavides, Bommarito, Piloske, - 4 Absent: Andrews, Meyer, Rhode- 3 Others: Doug Rubley and Robin Noe, Finance Department, Jack Roberts, Law Department, Mr. Jim Buckley, Auditor. The Secretary reported: 1 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 6 retired. Total active membership: 500. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of June 2003 amounted $1,014,677.01. Total retirement checks printed for the ERS System 684. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. The board discussed certain items. 1.) To re -post the petition for John Brodies seat. 2.) There has never been an audit done for the operation audit. 3.) Mr. Jim Buckley our outside auditor gave a report. Mr. Buckley mentioned that most pension plans carries a 5 1/2% - 6% interest rate, and 8% is a little high. The board could not vote on anything. All items held over until July's meeting. Regular Meeting June 19, 2003 City Council Conference Room Thursday, 8:38 a.m. 10th Floor City Hall Lansing, MI Trustee Rubley gave the investment report for May, 2003. The meeting adjourned at 9:40 a.m. Minutes approved on / — / -)' o 3 )Jiil�—IRho'd'e, Chairperson Doug Rubley, Secretary Employees' Retirement System C I `D OFFICIAL PROCEEDINGS OF THE BOAR^0 12 TRUSTEES C` �� CITY OF LANSING LA- N1 S it i'l, UC' -1 Y GLERK EMPLOYEES' RETIREMENT SYSTEM Regular Meeting July 17, 2003 City Council Conference Room Thursday, 8:30 a.m. 10th Floor City Hall Lansing, MI The Board met 8:36 Present:, Andrews, Antekeier, Bommarito, Piloske, Rhode - 5 Absent: Benavides, Meyer- 2 Others: Doug Rubley, Gary Gustafson, and Amy Kraus, Finance Department, Jack Roberts, Law Department, Margaret, retiree. The Secretary reported: May report: 0 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 7 retired. Total active membership: 498. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of May 2003 amounted $1,004,491.65. Total retirement checks printed for the ERS System 679. 2 deaths: Blanche Chappell, died on 05/28/03 , age 102, widow of Robert Anderson (City Controller); Beatrice Switzer, died on 05/30/03 age 83, widow of John Switzer. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. June report: 1 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 7 retired. Total active membership: 499. 1 death: Mckimmy, Dora Jean, age 77, died on 06/06/03, widow of Perry McKimmy. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of June 2003 amounted $1,014,677.01. Total retirement checks printed for the ERS System 684. 0, Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was moved by Trustee Andrews and supported by Trustee Piloske to approve the minutes of the regular meeting of May 22, 2003 and June 19, 2003. Adopted by the following vote: Unanimously. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI July 17, 2003 Thursday, 8:30 a.m. It was moved by Trustee Antekeier and supported by Trustee Piloske to approve the following Regular Age and Service Retirements: Randall Eberbach, Planning, Department, T-580, 25 years 9 months service credits, age 57, effective date June 28, 2003. James Oakley, Public Service Department, UAW, 29 years 9 months service credits, age 60, effective date June 14, 2003. George Ostrom, Public Service Department, UAW, 33 years 5 months service credits, age 55, effective date June 12, 2003. Earlie Peterson, Public Service Department, UAW 31 years 2 months service credits, age 54, effective date July 12, 2003. Mary Winegar, Parks & Rec Department, non -bargaining unit 26 years 5 months service credits, age 49, effective date July 5, 2003. Kevin Reed, Planning Department, T-580, 25 years service credits, age 46, effective date June 21, 2003. Charles Winland, Public Service O & M Department, UAW, 26 years service credits, age 53, effective date July 19, 2003. Alphonzo Council, Public Service Department, UAW, 25 years 3 months service credits, age 50, effective date August 16, 2003. Daniel David, Planning Department, T-580, 28 years 5 months service credits, age 50, effective date June 14, 2003. Carolyn Branson, Parks and Rec. Department, UAW, 26 years 3 months service credits, age 56, effective date June 16, 2003. Hazen Briles, O & M Public Service Department, UAW, 25 years 7 months service credits, age 56, effective date July 15, 2003. Adopted by the following vote: Unanimously. The Duty Disability committee board required Mr. James D. Fockler to go and see Dr. Chiodo for further evaluation. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI July 17, 2003 Thursday, 8:30 a.m. It was moved by Trustee Antekeier and supported by Trustee Bommoraito to excuse board members; Benavides, and Meyer. Adopted by the following vote: Unanimously The Retirement Seminar was moved to September 10, 2003, from 5:30 p.m.- 8:30 p.m.. Trustee Andrews is a member of the Special Committee. Trustee Rhode handed out and explained the new Travel Policy. It was moved by Trustee Antekeier and supported by Trustee Andrews to adopt the new Travel Policy and that it supersede all other travel policies. A copy of the policy should be annexed to the minutes and placed in a policy book. Mr. Rubley gave the investment report for May, 2003, due to an early meeting and computer problems Mr. Rubley was unable to have June's report. The meeting adiourned at 9:12 a.m. Minutes approved on 2 - R 5- 03 Doug Rubley, Secretary Employees' Retirement System /Jill Rhode, Chairperson Police and Fire Pension and ERS Conference and Travel Policy All board members are subject to compliance with this Conference and Travel Policy. Reimbursement for travel and expenses is governed by the then current City guidelines for Travel and Business Expenses, except as amended as follows: ♦ Mileage Reimbursement. Personal vehicle use will be reimbursed at the IRS rate regardless of whether a City vehicle is available. ♦ Auto Rental. Motor vehicle rentals are excluded unless specifically approved in advance by the Board prior to the conference. If approved, the City's policy applies. ♦ Limit. The total conference expense is limited to $3,000 per attendee per conference. 2. Due to the high cost of out-of-state retirement and pension related conferences, each board member and support staff person is limited in attendance.to one out-of-state conference per calendar year, subject to the following: ♦ An out-of-state conference for a board member is allowed with approval of the Chairperson. ♦ If more than two board members (including the Chairperson) wish to attend an out-of-state conference, advance Board approval is required. The Board must approve any out-of-state conference attended by the Chairperson. ♦ Out-of-state conferences should be used for informational issues the Board cannot generally obtain at in -state conferences. 3. In -state conferences (such as MAPERS) are not limited to one a year and may be attended by any number of board members with the advance approval of the Chairperson. 4. In -state and out-of-state conferences: ♦ Conference attendance for a non -board member (support staff) requires the approval of the Board and a departmental recommendation. 5. No additional compensation (i.e., overtime, compensatory time) shall be received by a board member or support staff for time attended at a conference or traveling to or from a conference and travel or conference on a non-scheduled work day is not allowable as overtime. 6. "Due diligence" trips, established as such by the Chairperson, are not considered conferences, but all other travel policies apply. These trips do not count as out-of-state travel. CITY of LANSING INTEROFFICE COMMUNICATION TO: All Departments & FROM: Robert W. S SUBJECT: Travel and B of Finance Expenses - Finance Procedure No. 4 Effective 1/1/03, the policy is as follows: January 13, 2003 1. Mileage reimbursement 36 cents per mile for personal vehicles. If a City vehicle is available and an employee chooses to drive their own vehicle, the reimbursement rate is ,: 11•«/l �V �Lre-C—ity-eost-n. 2. Meals The following rates include amounts spent for food, beverages (excluding alcohol), taxes and related tips. Tips are limited to 15 per cent. A. Maximum daily, $50 with receipts, $30 without receipts. For each day you must choose either the "with receipts" option or the "without receipts" option. You cannot mix the options in the same day. B. For travel periods less than 24 hours, individual meal expenses are limited to the following: With receipts Without receipts breakfast $8.00 $5.00 lunch 15.00 10.00 dinner 27.00 15.00 3. Travel The actual cost of travel is an allowable expense. Travel by air is limited to the coach fare rate. If an employee chooses to drive a personal vehicle, the reimbursement cannot exceed the coach fare rate. 4. Lodging Actual cost of room, limited to medium range available. 5. Special Events Actual cost of meal ticket replaces normal meal rates. 6. Auto Rental Not allowable without documentation that the cost of public transportation, taxis, and/or shuttles exceeds the cost of the auto rental. 1 :.r 7. Travel Time Travel time during your regular work hours, (for examp F . am to 5pm) is compensated. This applies for all days of the week, even when it is iiot ;our regular work day. For one day assignments, travel time outside of your re, work hours is compensated. For overnight travel, travel time outside of your regular :,work hours is not compensated unless the City requires you to drive. 8. Limit $2,100 per employee per trip which may be waived -only upon written authorization from the Mayor. 9. Expense Advances Cash needed for travel and business expenses cante advanced to the employee. An Expense Advance Authorization form must be filled out and approved by a Finance Operations supervisor on the 8th Floor of City Hall. The form is then presented to the Treasurer's Office on the 1st Floor to receive the cash. 10. Personal Credit Cards Employees can also use their personal credit cards for expenses and then be reimbursed by city check. 11. Expense Reports Expense reports must be filed with the Finance Department within ten business days of the employee's return to work. Miscellaneous tipping is not reimbursable. Departments with overdue expense reports will not be issued additional expense advances until overdue reports are filed. _ OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI The Board met 8:35 August 21, 2003 Thursday, 8:30 a.m. Present:, Andrews, Antekeier, Benavides, Bommarito, Meyer, Piloske, Rhode - 7 Others: Robin Noe, and Amy Kraus, Finance Department; Jack Roberts, Law Department; John Bensinger, Labor Relations. John Bensinger updated and explained to the board on the new T-580 CTP and T-580 Sups contract and terms of the new contract. The Secretary reported: 2 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 6 retired. Total active membership: 494. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of July 2003 amounted $1,033,934.84. Total retirement checks printed for the ERS System 690. 0 deaths: Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was moved by Trustee Meyer and supported by Trustee Antekeier to approve the minutes of the regular meeting of July 17, 2003, with the approved corrections and a addition clause. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Antekeier to approve the following Regular Age and Service Retirements: Cleophas Rochan, Parks and Rec, Department, UAW, 30 years 2 months service credits, age 50, effective date September 4, 2003. Robert G. Alim-Young, City Clerk Department, T-580, 24 years 1 months service credits, age 50, effective date August 15, 2003. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI August 21, 2003 Thursday, 8:30 a.m. Stephen R. Sawyers, Law Department, deferred, Exempt, 9 years 8 months service credits, age 58, effective date August 1, 2003. David Springstead, W.W.T.P. Department, UAW, 25 years service credits, age 53, effective date July 22, 2003. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Antekeier to add Trustee Bommarito and Trustee Rhode to the Duty Disability committee. Adopted by the following vote: Unanimously. Trustee Rhode recommended that Mr. James D. FockleR and Mr. Richard Ghastin be referred to the Sub -committee after Dr. Chiodo report was presented. Mr. Larry Graham was referred to Dr. Chiodo for an evaluation of his Non -Duty Disability. Jill Rhode gave an update report on the Retirement Conference. It was moved by Trustee Meyer and supported by Trustee Benavides to adopt the new Credit card Policy with amended changes and that it supersede all other Credit card policies. A copy of the policy should be annexed to the minutes and placed in a policy book. It was moved by Trustee Meyer and supported by Trustee Piloske to investigate the possibilities of having a web site for information for health care. Amy Kraus presented a case of an a employee lump sum repayment to the city. The board could vote on the court order until they know which fund it needs to go in. Jack Roberts reported that he did talk with Dr. Chiodo about the HIPPA law. Dr. Chiodo feels he is not governed by this law because he does not see the employee for treatment that the retirement board refers to him. Dr. Chiodo does have the employee sign a letter acknowledging that they are aware this information is turned over to the retirement board to review. Mr. Rubley was unable to attend to give the investment report for June, 2003. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI The meeting adjourned at 9:45 a.m. _ /Aff�) Minutes approved on t--� *Jillhode, Chairperson August 21, 2003 Thursday, 8:30 a.m. Doug Rubley, Secretary Employees' Retirement System Police and Fire Pension and ERS Credit Card Policy A credit card will be maintained to purchase goods and services related to the activities of the Boards. Each Board will maintain its own account. The card may be used for conferences, including registrations, hotel reservations, and airfare. The Board's chairperson and the City's Retirement Analyst will be the only persons to authorize use of the cards. The credit card activity will be monitored by the Board and payments will be authorized at that time. Credit card invoices will be paid from the Fund's Securities Lending Account. The credit card will have a limit not to exceed $10,000. OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI The Board met 8:35 September 18, 2003 Thursday, 8:30 a.m. Present:, Andrews, Antekeier, Benavides, Bommarito, Dedic, Meyer, Piloske, Rhode - 8 Others: Gary Gustafson, Amy Kraus, and Doug Rubley Finance Department; Jack Roberts, Law Department; Amy Fraser, Personnel Department, Margaret, public. The Secretary reported: 0 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 3 retired. Total active membership: 489. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of August 2003 amounted $1,043,952.52. Total retirement checks printed for the ERS System 692. 2 deaths: Albert Baker, retired on 11/21/92, died on 08/24/03, age 66, surviving spouse is Suzanne Baker picked Option A(100%); Charlene Langstaff retired on 02/01/81, died on 08/31/03 age 86, no surviving spouse. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was 2_6 d by Trustee Meyer and supported by Trustee Antekeier to approve the minuteg`of the regular meeting of August 21, 2003. Adopted by _the following vote: Unanimously. Trustee Rhode presented a plaque to Trustee John Brodie and Linda Rossi; and, a plaque/clock to Trustee Doug Rubley for their years of service on the Employee's Retirement. System Board. It was moved by Trustee Dedic and supported by Trustee Benavides to approve the following Regular Age and Service Retirements: Deborah Starkey, Parks and Rec, Department, UAW, 28 years service credits, age 55, effective date October 15, 2003. Jon L. Shaffer, Public Service Department, T-580 Sup, 22 years 3 months service credits, age 48, effective date October 1, 2003. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI September 18, 2003 Thursday, 8:30 a.m. John B. Vogt, Public Service; O & M Department, UAW, 17 years 5 months service credits, age 60, effective date October 3, 2003. Adopted by the following vote: Unanimously. It was moved by Trustee Antekeier and supported by Trustee Andrews to deny Mr. James Fockler's request for Duty Disability. Adopted by the following vote: Unanimously. It was moved by Trustee Dedic and supported by Trustee Antekeier to approve Mr. Richard Ghastin request for Duty Disability. Adopted by the following vote: Unanimously. It was moved by Trustee Antekeier and supported by Trustee Dedic to approve Mr. Larry Graham's request for Non Duty Disability. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Andrews to approve Mr. Jon K. Ingersoll's request for his refund of Accumulated Contribution with conditions of receipt of signed letter. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Piloske to accept money from the 457 Deferred Compensation Plan to purchase service credits for the Defined Benefit Plan under the new contracts. Adopted by the following vote: Unanimously. Mr. Rubley gave investment report thru August, 2003. Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI The meeting adjourned at 9:33 a.m. Minutes approved on J�II Rhode, Chairperson September 18, 2003 Thursday, 8:30 a.m. Doug Rubley, Secretary Employees' Retirement System OFFICIAL PROCEEDINGS OF THE'BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES' RETIREMENT SYSTEM Regular Meeting City Council Conference Room 10th Floor City Hall Lansing, MI The Board met 8:36 October 23, 2003 Thursday, 8:30 a.m. Present:, Andrews, Antekeier, Cunningham, Dedic, Meyer, Piloske, -6. Others: Gary Gustafson, Amy Kraus, Doug Rubley and Jill Rhode, Finance Department; Jack Roberts, Law Department. The Secretary reported: 12 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 3 retired. Total active membership: 500. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of September 2003 amounted $1,092,716.43. Total retirement checks printed for the ERS System 694. 1 deaths: Delores Cannady, retired on 09/06/86, died on 10/03/03, age 75, no surviving spouse. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. It was moved by Trustee Piloske and supported by Trustee Andrews to approve the minutes of the regular meeting of September 18, 2003. Adopted by the following vote: Unanimously. It was moved by Trustee Piloske and supported by Trustee Andrews to approve the following Regular Age and Service Retirements: Barbara Aberly, Public Service, Department, T-580, 8 years, 7 months service credits for computation purposes, actual years of service credit; 15 years, 2 months age 62, effective date October 24, 2003. Orand Parker, Parks and Rec Department, UAW, 29 years, 2 months service credits, age 63, effective date November 1, 2003. Basil C. Teal; Management Services Department, T-580, 13 years, 1 months service credits, age 60, effective date October 4, 2003. Employees Retirement System Regular Meeting of October 23, 2003 page 2 Roddy Bruce Yeager; Public Services Department, T-580, 25 years, 10 months service credits, age 52, effective date October 18, 2003. Adopted by the following vote: Unanimously. It was moved by Trustee Antekeier and supported by Trustee Andrews to deny Mr. James Fockler's request for Duty Disability. Adopted by the following vote: Unanimously. It was moved by Trustee Dedic and supported by Trustee Antekeier to approve Mr. Richard Ghastin request for Duty Disability. Adopted by the following vote: Unanimously. It was moved by Trustee Andrews and supported by Trustee Meyer to have Trustee Antekeier as Chairperson. Adopted by the following vote: Unanimously. It was moved by Trustee Dedic and supported by Trustee Andrews to have Trustee Piloske as Vice Chairperson. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Meyer to excuse board member Benavides. Adopted by the following vote: Unanimously. Trustee Benavides came in after he was excused. Mr. Rubley gave a briefing on the Ingham County Circuit Court order providing for restitution as a condition of probation in the City employee criminal conviction for embezzlement. Mr. Roberts informed the Board about the Michigan Public Employees Retirement Benefits Forfeiture Act and possible alternative orders that may be presented to the Circuit Court regarding pension forfeiture and restitution. The Board was presented with a copy of the actuarial determination prepared by Gabriel, Roeder, Smith and Company showing the net present value of the monthly pension reduction if contributions on behalf of the employee to ERS were reduced by the amount of restitution ordered. It was demonstrated that the reduction for restitution would not have a negative affect on the ERS system. It was moved by Trustee Meyer and supported by Trustee Cunningham to authorize the City Attorney to prepare an order for presentation to the Circuit Court to order restitution of $122,767.00 from the retiree's accumulated contribution credit with the resulting monthly pension reduction attributable thereto as calculated by the Board's actuary. Employees Retirement System Regular Meeting of October 23, 2003 page 3 Adopted by the following vote: Unanimously It was moved by Trustee Meyer and supported by Trustee Cunningham to accept the court order that was presented to the Board. Adopted by the following vote: Unanimously. It was moved by Trustee Andrews and supported by Trustee Cunningham to pay one half of the fees for the Minute Master. Adopted by the following vote: Unanimously. It was moved by Trustee Meyer and supported by Trustee Dedic to pay one half of the dues to International Foundation Membership. Adopted by the following vote: Unanimously. Jill Rhode discussed the issues on the Ordinance Recodification, Benefits book and on the Retirement web sit. Mr. Rubley gave investment report thru September, 2003. Minutes approved on /-- - System Robert Antekeier, Chairperson )Dog Rubley, Secretary `t" Employees' Retirement OFFICIAL PROCEEDINGS OF THE BOAR; �VED Y TRUSTEES CITY OF LANSING DEC 2 P, 2003 EMPLOYEES' RETIREMENT SYSTEMPU13LIC -SERVICE DEPT, OPER. & MAIN7 Regular Meeting November 20, 2003 City Council Conference Room Thursday, 8:30 a.m. 10th Floor City Hall Lansing, MI The Board met 8:35 Present:, Andrews, Antekeier, Cunningham, Dedic, Piloske, -5. Others: Gary Gustafson, Amy Kraus, Doug Rubley and Jill Rhode, Finance Department; Jack Roberts, Law Department. The approval of the minutes of October 23, 2003 were tabled until December in order to revise them.. - The Secretary reported: 0 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 3 retired. Total active membership: 497. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of October 2003 amounted $1',060,024.73. Total retirement checks printed for the ERS System 699. 0 deaths: Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. Dean Johnson spoke to the board about the possibilty of the window people being able to purchase some of their time using 457 plan money. It was moved by Trustee Dedic and supported by Trustee Piloske to approve the following Regular Age and Service Retirements: Susan Cantlon, Planning Department, T-580, 28 years service credits, age 57, effective date November 22, 2003 Douglas Rubley, Finance Department, Executive Plan, 29 years 4 months service credits, age 51, effective date November 22, 2003. Paul McComb, Police Department Legal Advisor, T-214, 26 years 4 months service credits, age 52, effective date November 22, 2003. Employees Retirement System Regular Meeting of November 20, 2003 page 2 Emil Winnicker, Planning Department Executive Plan, 26 years service credits, age 54, effective date November 22, 2003. Thomas Dunneback, Parks & Rec Department, UAW, 28 years 9 months service credits, age 51, effective date December 13, 2003. Adopted by the following vote: Unanimously. It was moved by Trustee Dedic and supported by Trustee Andrews to excuse board members Benavides and Meyer. Adopted by the following vote: Unanimously. The investment report for October was not available. Minutes approved on Jill Rhode, Secretary E ploy Retirement System Robert Antekeier, Chairperson OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES U CITY OF LANSING ; EMPLOYEES' RETIREMENT SYSTEM Regular Meeting December 18, 2003 City Council Conference Room Thursday, 8:30 a.m. 10th Floor City Hall Lansing, MI The Board met in regular session and was called to order at 8:40 Present:, Andrews, Antekeier, Benavides, Cunningham, Dedic, Murphy, Piloske, Rhode - 8 Others: Amy Kraus, Finance Department; Jack Roberts, Law Department. It was moved by Trustee Dedic and supported by Trustee Cunningham to approve the minutes of October 23, 2003 and November 20, 2003. Adopted Unanimously The Secretary reported: 3 new member(s) 0 reinstatement(s), 0 refund(s), 0 transfers, 5 retired. Total active membership: 495. Refunds made since the last regular meeting amounted to 0. Retirement allowances paid for the month of November 2003 amounted $1,070,789.57. Total retirement checks printed for the ERS System 703. 2 deaths: Charles Mays, retired on 11/14/96, died 12/09/03, age 70, no surviving spouse; Herbert Ruedisale, retired on 08/03/85, died 12/15/03, age 82, no surviving spouse. Domestic relations order received: 0. Domestic relations orders pending: 0 Eligible domestic relations orders certified: 0. The board was informed of the sending of James Crisp and Robert Beasley to Dr. Chiodo. for Duty Disability Evaluations .It was moved by Trustee Rhode and supported by Trustee Murphy to excuse board member Meyer. Adopted by the following vote: Unanimously. Mapers schedule and one day conference dates were discussed Mike Murphey was introduced as the new citizen representative on the board Employees Retirement System Regular Meeting of December 18, 2003 page 2 Trustees were appointed to the following Sub -Committees Special Projects - Cunningham, Rhode Disability - Antekeier, Cunningham, Rhode Investment - Antekeier, Dedic, Piloske Education - Andrews, Murphy, Rhode It was moved by Trustee Benavides and supported by Trustee Andrews to pay the MAPERS annual membership fee. Adopted Unanimously Jack Roberts gave an update on the pension forfeiture case explaining that the information has been submitted to the courts. He also stated that an outside opinion has been received on the switch from Defined Contribution to a Defined Benefit pension plan. Trustee Rhode spoke to the board that forms have to be filled out on the DC-DB switch regardless of choices made. It was moved by Trustee Andrews and supported by Trustee Dedic to approved the meeting dates for 2004. Adopted Unanimously Trustee Rhode gave the Investment report for November Minutes approved on 3 946'/_ obert Antekeier, Chairperson �1 . u Rhode, Secretary Ei`nployees' Retirement System