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HomeMy WebLinkAbout2012 Police and Fire Retirement System minutes FINAL OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting January 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:38 a.m. CD Present: Trustees Hecksel, Kraus, Oleson, St. Aubin, Wood — 5. 77 = Absent: Trustee Benson, Bernero, Fabus Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department);Wade Elton, Fire; Chris Lake, Bryan Epling, IAFF. It was moved by Trustee Hecksel and supported by Trustee Oleson to approve the Official Minutes of the Police and Fire Retirement Board Meeting of December 13, 2011. Adopted by the following vote: 5 - 0 Secretary's Report. 0 new fire member(s), 1 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 0 retired. Total: Active membership: 363. 0 death(s). Refunds made since the last regular meeting amounted to $32,935.87. Retirement allowances paid for the month of December 2011 amounted to $2,089,274.13. Total retirement checks printed for the P&F System: 671. Total retirement checks printed for both systems: 1514. Domestic relations order received: 0. Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the following applications for Regular and Age Service Retirement: Lori R. Baukus, Police Department, 10 years of service credits, age 55, effective January 1, 2012. (From Deferred) William T. Cochran, Fire Department, 28 years, 11 months of service, age 58, effective January15, 2012. Adopted by the following vote: 5 -0. Regular Meeting January 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Karen Williams updated the Board regarding the duty disability Applicant #2011- P1213. The Retirement Office is waiting for paperwork and documents from the applicant. There were no requests for Non Duty Disability Retirements. It was moved by Trustee Oleson and supported by Trustee Wood to approve the following request for refund of Accumulated Contributions: Shirley Xiong, Lansing Police Department, $33,310.43 Adopted by the following vote: 5 — 0. It was moved by Trustee Hecksel and supported by Trustee Oleson to excuse Trustee Benson and Trustee Fabus from the Police and Fire Retirement System meeting. Adopted by the following vote: 5 — 0. Trustee Oleson requested permission to attend the NCPERS Annual Conference to be held in New York, May 2012. It was moved by Trustee Wood and supported by Trustee Hecksel to allow Trustee Oleson to attend the NCPERS Annual Conference. Adopted by the following vote: 5 — 0 Trustee St. Aubin added item A to the Board Agenda regarding Lansing Fire Department- Early Out Incentive. Trustee St. Aubin returned to public comments for items on the agenda. Mr. Bryan Epling provided a status update of the Lansing Fire Department Early- Out Incentive. Mr. Epling reviewed the process to implement the Early-Out Incentive and discussed the final analysis from the actuary. Mr. Epling discussed that the Memorandum of Understanding had been drafted and he believed that the Early-Out Incentive could be part of the collective bargaining. Mr, Epling informed the Board that members who left under the Incentive would forego their post-retirement benefit adjustment. Mr. Epling believed there may be some confusion regarding the Early Plan because it is still pending. Mr. Epling requested .clarification on the process from Trustee Wood and Attorney Lane. Regular Meeting January 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Attorney Lane updated the Board that he was asked by the City Attorney to review the proposal submitted by Mr. Epling. Attorney Lane opined that any amendments to the system must meet the PA 314 requirements. Attorney Lane explained that there must be an actuarial analysis, which has been done. The analysis needs to e presented to the Board and provided to the City Council, 7 days before the Early-Out Incentive can be effective. Trustee Wood reviewed the process for Early Out Incentives. In the past, the City Council has requested a recommendation from the Board. The City Council has also amended the Ordinance. The Administration must make recommendation and place the item on the agenda for action. Trustee Oleson inquired what the next step to implement this Early-Out Incentive. Mr. Epling stated that he has spoken to the administration and the Incentive Plan would allow laid off firefighters to return with the retirement of firefighter on a one- to-one basis. Trustee Kraus expressed concern that firefighter who take the incentive sign an acknowledgment forgoing the post-retirement benefit adjustment. Mr. Wade Elton requested information on the status of the use of 457 funds rollover to purchase Military Service Credit. Attorney Ken Lane submitted the item to the City Attorney's Office for review. The current Ordinance does not allow for the 457 funds rollover for in-service purchase. Attorney Kenneth Lane distributed and provided an overview the final draft Ordinance for Board and the clarifications suggested by the City Attorney's Office. The City Attorney's Office has completed its review. Attorney Lane will forward a copy to the Police Supervisory union. The Ordinance was placed on pending for a recommendation at next month's meeting Attorney Lane updated the Trustee Handbooks. He distributed and reviewed the Education/Travel policy. Attorney Lane explained that there was an increase from $3000 to $4000 conference maximum. Attorney Lane distributed and reviewed a legislative update for Michigan Senate Bill 797 to amend the Public Employee System Investment Act (PA 314). Regular Meeting January 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four Trustee Wood requested a policy that the legal counsel will notify the Board through the chair if approached by an outside party regarding retirement items. It was moved by Trustee Wood and supported by Trustee Hecksel for Attorney Lane to notify the Board chairperson if he is contacted by an outside party regarding items that affect the Board. Adopted following vote: 5 — 0. It was moved by Trustee Hecksel and supported by Trustee Oleson to recess the Retirement Board meeting to allow the Duty Disability subcommittee to meet. Adopted by the following vote: 5 - 0 The Board recessed at 9:48 a.m. It was moved by Trustee Hecksel and supported by Trustee Oleson to rise from recess. Adopted by the following vote: 5 -0. It was moved by Trustee Hecksel and supported by Trustee Oleson to restart Ms. Norton's pension benefits for 45 days to show good faith for her compliance with the Board's request to medical re-examination. The medical director has requested that Ms. Norton be evaluated by a psychiatrist prior to his examination. Trustee St. Aubin explained that Ms. Norton's pension had been suspended for noncompliance with the Board's request. Ms. Norton moved out of state and sent a letter stating that address on file was incorrect. Trustee St. Aubin stated that it is the retiree's responsibility to maintain updated addressed. Trustee Hecksel added because the Medical Director requested a psychiatric evaluation. The disability subcommittee did not want Ms. Norton to have to make multiple trips to Michigan to complete the exam process. Adopted by the following vote: 5 -0. Attorney Lane updated that Board the Franklin Templeton Multi-Sector Fixed Income paperwork is ready to be signed by the chairperson and the contract will be executed. Regular Meeting January 17, 2011 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Five Karen Williams received notification from Asset Consulting Group regarding Private Advisors. Asset Consulting Group has recommended that Board put on hold any additional investments to Private Advisors due to recently announced personnel changes within the firm. Asset Consulting will provide a memo and provide an update at the February meeting. It was moved by Trustee Hecksel and supported by Trustee Wood to nominate and approve Trustee St. Aubin as Board chairperson and Trustee Oleson as Board vice chairperson. Adopted by the following vote: 5 -0. The following subcommittees were named: DISABILITY COMMITTEE - Hecksel, Kraus, St. Aubin INVESTMENT COMMITTEE - Benson, Hecksel, Kraus, Oleson, Wood EDUCATION COMMITTEE - Fabus, Oleson, St. Aubin, Wood SPECIAL PROJECTS Kraus, Oleson, St. Aubin, Wood Ex-officio Clark Hill JOINT AD.HOC COMMITTEE ON HEALTHCARE . - Benson, Fabus, Hecksel, Wood Karen Williams informed the Board of Northern Trust new products. Northern Trust has a Web Cash Movement service that would allow clients to initiate payment instructions via electronic mail. The information will be reviewed at the next meeting. Trustee Wood updated the Board regarding the Pension Software. The subcommittee narrowed the vendors down to two finalists. Trustee Wood reviewed the fee and cost structure for the vendors to host the system. Both systems were similar in price. The subcommittee will bring a full report before the Joint Board at the February meeting. Karen Williams informed the Board that it was time for the quarterly cash flow withdrawal. Asset Consulting Group at the November Joint Meeting recommends the Police and Fire Retirement System Take $3.0 million from the T. Rowe Price portfolio to fund quarterly cash withdrawals. Karen Williams also informed the Board that $10,000 was requested from Northern Trust security lending for administrative expenses. It was moved by Trustee Oleson and supported by Trustee Hecksel to approve the quarterly cash flow withdrawal recommendation from Asset Consulting to move $3.0 million from the T. Rowe Price to the Comerica Account. The Board also approves the requests to move $10,000 from Northern Trust Security Lending to Comerica for administrative expenses Adopted by the following vote: 5 -0. Karen Williams distributed and reviewed the Investment and Securities Lending Reports for month ending December 31, 2011. It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the meeting. Adopted by the following vote: 5 — 0. The meeting adjourned at 10:22 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System CITY OF LANSING POLICE & FIRE and ERS RETIREMENT SYSTEM JOINT BOARD OFFICIAL MINUTES Joint Meeting February 21, 2012 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI The meeting was called to order at 9:34 a.m. A quorum of the Police and Fire Retirement System Board and the Employees Retirement System Board was present. Trustees present: (ERS), Dedic, Kraus, Munroe,'McCaffery, Parker, Rose, Wood--7. (Police & Fire), Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood — 6. Other presents: John Jackson, Asset Consulting Group; Inc. (ACG); Karen Williams; Eric Tumbarella, Finance; Dawn Polihonki, Dewpo' int;Attorney Kenneth Lane, Clark Hill Law Office (representing the City Attorney's Office). Ms. Dawn Polihonki provided a presentation to the Joint Board regarding the Retirement System Solution Project. Ms. Polihonki provided an overview of the:search stages, the selection formula, and the "must have" requirements of the base systems. Ms. Polihonki reviewed cost and organizational co mparisons between the finalists, and reviewed the proposed next steps to select a vendor. The Board discussed the selection of'a vendor, selection of a hosted versus nori- hosted system. Information Technology Department recommended a hosted system. It was moved by Trustee Kraus and approved by Trustee Hecksel for the Police and Fire Retirement System to approve the selection of a hosted system and begin contract negotiation with Tegrit as its pension software vendor. Adopted by the following vote: 6 — 0 It was moved by Trustee Kraus and supported by Trustee Wood for the Employees Retirement System to approve the selection of a' hosted system and begin contract i negotiation with Tegrit as its pension software vendor. Adopted by the following vote: 6'_ 0. The Pension Software Joint Committee scheduled a meeting for March 1, 2012 to discuss vender notification, contract negotiation and the agreement and scheduling. I Joint Meeting February 21, 2012 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI Page 2 Mr. John Jackson provided a year-end review of the Employees Retirement System and the Police and Fire Retirement System investment portfolios. Mr, Jackson .discussed the Market Environment and provided an executive summary of the Investment Reports presented to the Boards. Mr. Jackson provided an equity analysis, fixed analysis and real estate analysis of the retirement portfolios. Attorney Ken Lane provided an update on the status of the Retirement Ordinance. Attorney Lane provided a statutory interpretation of Public Act 314. Karen Williams informed the Joint Retirements Board of Northern Trust new products. Northern Trust has a Web Cash Movement service that would allow clients to initiate payment instructions via electronic mail. The Board requested that Asset Consulting review the materials. Karen Williams informed the Retirement Board that Gregory Stump of EFI Actuaries will attend the March meetings. Trustee Mark Parker provided a review of Public Act 314 reform legislation, SB 797. Trustee Parker requested that the Retirement Boards support MAPERS by sending letters to legislators that support SB797, an amendment of Public Act 314. It was moved by Trustee Hecksel and supported by Trustee Wood for the Police and Fire System Board to send a letter of support of SB797 to its Michigan legislative representative. ;l Adopted by the following vote: unanimously It was moved by Trustee Parker and supported by Trustee Rose for the Employees RetireMent System Board to send a letter of support of SB797 to its Michigan legislative representative. Adopted by the following vote: unanimously It was moved by Trustee Oleson and supported by Trustee Kraus to adjourn the meeting. Adopted by the following vote: unanimously i i The meeting adjourned at 10:05 a.m. Minutes approved on --22--2JD 4 A g B : nett, Secre ary Scott Dedic, Chairperson Employees' Retirement System Brad St. Aubin, Chairperson Fire and Police Retirement System G y; 'I S i i i OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting February 21, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:35 a.m. Present: Trustees Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood — 7. Absent: Trustee Bernero Others: Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); John Jackson, Asset Consulting Group; Chris Lake, Bryan Epling, IAFF, Daniel Hamel, Fire retiree. It was moved by Trustee Oleson and supported by Trustee Heckel to approve the Official Minutes of the Police and Fire Retirement Board Meeting of January 17, 2012 as amended. Cti Adopted by the following vote: 7 - 0 Trustee Wood was granted permission to add item F to the agenda regarding flTb City Audit Management Letter. = Secretary's Report. 0 new fire member(s), 0 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 2 retired. Total: Active membership: 360. 1 death(s). Robert F. Swenson, Police, died February 12, 2012, age 85, no beneficiary. Refunds made since the last regular meeting amounted to $33,310.43. Retirement allowances paid for the month of January 2012 amounted to $2,121,687.53. Total retirement checks printed for the P&F System: 672. Total retirement checks printed for both systems: 1516. Domestic relations order received: 2. Domestic relations.orders pending: 0. Eligible domestic relations orders certified: 0. It was moved by Trustee Fabus and supported by Trustee Kraus to approve the following applications for Regular and Age Service Retirement: Raymond Hall, Police Department, 25 years of service credit, age 49, effective February 18, 2012. (with purchase of 16 months of service credits) Adopted by the following vote: 7 -0. Regular Meeting February 21, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Karen Williams updated the Board regarding the duty disability Applicant #2011- P1213. The Retirement Office received applicant's paperwork and the applicant has been scheduled to see the Medical Director. There were no requests for Non Duty Disability Retirements. There were no requests for Refunds of Accumulated Contribution. Karen Williams announced to the Board that the NCPERS Annual Conference will be held in New York, May 5-10. Trustees that are interested to attending the Conference should contact the Retirement Office. Trustee Brad St. Aubin opened the floor for public comments for items not on the agenda. Mr. Daniel Hamel, Fire retiree, distributed his medical report and addressed the Board regarding his concerns with the Fire Department. Mr. Hamel feels that he has been harassed by fire department members regarding his duty disability retirement. Mr. Hamel works with his local volunteer fire department. He states that he had permanent restrictions placed on him by the City's medical doctors. Mr. Hamel is willing to be re-evaluated by the Board's medical director. Trustee Hecksel stated that the Police and Fire Retirement Board received information regarding Mr. Hamel's work with his local fire department. Trustee Hecksel informed the Board that Mr. Hamel will be sent to be medical director Trustee Kraus informed Mr. Hamel that the Police and Fire Retirement Board recently received Mr. Hamel's information, and that this meeting was the first opportunity for the Board to address Mr. Hamel's concerns. Mr. Chris Lake, IAFF, addressed the Board regarding a member who is currently receiving a duty disability retirement. Mr. Lake discussed subpoenaed records that the union received due to a settlement case. Mr. Lake informed the Board that the duty disability retiree was approved for Duty Disability in 2006. The duty disability retiree was sent to be re-evaluated per the Board review's policy and the Police and Fire Retirement Ordinance. Mr. Lake believes that the medical director does not have the ability to change a duty designation to the non-duty. Mr. Lake believes that medical director can only determine if the retiree is incapacitated. Regular Meeting February 21, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Mr. Brian Epling, IAFF, provided additional information regarding the duty disability retiree. Mr. Epling believes that a change from a duty disability to non- duty disability would violate collective bargaining and the Police and Fire Retirement Ordinance. Mr. Epling stated that the duty disability retireee never requested a duty disability. Mr. Epling stated that there would be litigation the duty disability member's retirement was changed to non-duty. Trustee Benson stated that he believes that the Board will review the information and has always been fair. Trustee Benson expressed his concern that the presentation ended with a threat. Trustee Hecksel requested that the subpoenaed information regarding the member's duty disability retirement be forwarded to the retirement office. The retirement office will send the information to the Medical Director for his review. Mr. Benson was excused to leave the meeting Attorney Ken Lane distributed and reviewed the Police and Fire Outside Legal Counsel Policy. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the Police and Fire Retirement Board Outside Legal Counsel Policy. This policy shall supersede any previous policy and be placed in the Trustee Handbook. Adopted by the following vote: 6 — 0 Attorney Lane stated that Police and Fire Retirement Ordinance have been provided to the unions represented in the Ordinance. The City Attorney's Office is waiting for the review of the Ordinance by the unions. Karen Williams reported that the Duty Disability income verifications were mailed out. The verifications are due April 30, 2012. Trustee Hecksel reported that the Disability subcommittee reviewed the medical director's report for Ms. Brenda Odom. The subcommittee has recommended that concurrence with the medical director for Ms. Odom to remain on duty disability. Regular Meeting February 21, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three It was moved by Trustee Hecksel and supported by Trustee Kraus to concur with Dr. Roth's recommendation for retirant Brenda Odom to remain on duty disability. Adopted by the following vote: 6 - 0 Trustee St. Aubin moved the Northern Trust updates item to the Joint Meeting for discussion. Mr. John Jackson updated the Police and Fire Retirement Board regarding Private Advisors. Asset Consulting Group has recommended that Board put on hold any additional investments to Private Advisors due to recently announced personnel changes within the firm. Trustee Wood distributed the management letter response to the City of Lansing audit for review by the Police and Fire Retirement Board. The Board inquired to the Retirement Office when the information for the Actuary report was provided to EFI. Ms. Karen Williams informed the Board that the Retirement Office provided membership data to the new actuary in September. The finance department provided financial data in October and November. Trustee St. Aubin moved the Pension software report to the Joint Meeting for discussion. Karen Williams distributed and reviewed the Investment and Securities Lending Reports for month ending January 31, 2012. Attorney Lane informed the Board that the Employees Retirement System Ordinance provides a specific time frame for accumulated contributions to be paid back to the retirement system. The Police and Fire Retirement System Ordinance does not provide that provision. Attorney Lane inquired if the Police and Fire Board would like a policy developed to establish a similar time frame to re pay retirement contributions. Trustee Wood inquired about the legality of a Board policy versus the Police and Fire Retirement Ordinance. Attorney Lane opined that when an issue is not defined in the Ordinance, a policy adopted by the Board will be binding. The Board instructed Attorney Lane to proceed with drafting a Board policy regarding the repayment of retirement contributions. It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the meeting. Adopted by the following vote: 6 — 0. The meeting adjourned at 9:15 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System CITY OF LANSING ERS and POLICE & FIRE RETIREMENT SYSTEM JOINT BOARD OFFICIAL MINUTES Joint Meeting May 17, 2012 Council Conference Room Tuesday, 10:00 a.m. 10th Floor City Hall Lansing, MI The meeting was called to order at 10:25 a.m. A quorum of the Police and Fire Retirement System Board and the Employees Retirement System Board was present. Trustees present: (ERS), Dedic, Munroe, Parker, Rose, Taylor, Wood -6. (Police & Fire), Benson, Fabus, Oleson, St. Aubin, Wood — 5. Other presents: John Jackson, Asset Consulting Group, Inc. (ACG); Karen Williams; j Eric Tumbarella, Finance; Attorney Kenneth Lane, Clark Hill Law Office (representing the City Attorney's Office). i . Attorney Ken Lane requested permission to review an attorney-client privileged matter regarding to contract negotiations with Tegrit Software. It was moved by Trustee Rose and supported Trustee Munroe to go into closed session to discuss attorney-client privileged confidential information regarding Tegrit software contract negotiations and to allow Mr. Eric Tumbarella into closed session for the i discussion. Adopted by the following roll call vote: 6 -0 Yes: Dedic , Munroe, Parker, Rose, Taylor, Wood No: None It was moved by Trustee Fabus and supported by Trustee Oleson to go into closed session to discuss attorney—client privileged confidential information regarding Tegrit software contract negotiations and to allow Mr. Eric Tumbarella into closed session for the discussion. Adopted by the following roll call vote: 5 — 0. Yes: Benson, Fabus, Oleson, St. Aubin, Wood No: None The session closed at 10:30 a.m. The session resumed at 11:05 a.m. Joint Meeting May 17, 2012 i Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI Page 2 It was moved by Trustee Rose and supported by Trustee Munroe to authorize Attorney Ken Lane to arrange a meeting between the Retirement Boards and Tegrit representatives to negotiate contract document provisions. I Adopted by the following vote: 6 - 0 i It was moved by Trustee Wood and supported by Trustee Olesen to authorize Attorney Ken Lane to arrange a meeting between the Retirement Boards and Tegrit representatives to negotiate contract document provisions. Adopted by the following vote: 5 — 0 Mr. Tumbarella discussed having Qawn Polihonki as the project manager for the implementation of the software project. Trustee Rose requested information regarding projected implementation costs. The Board discussed the possible duties of the project manager and providing a new contract for services. l Mr. John Jackson distributed a memo from Asset Consulting Group and reviewed the l Quarterly Cash Flow Recommendation to provide $4,500,000 to the Employees Retirement System Board. It was moved by Trustee Rose and supported Trustee Wood to redeem $1,500,000 from T. Rowe Price, $2,000,000 from MD Sass, and $1,000,000 from Western Asset for Quarterly Cash Flow to the Comerica account, based on the written recommendation from Asset Consulting Group. Adopted by the following vote: 6 - 0. It was moved by Trustee Rose and supported by Trustee Wood to redeem $10,000 from Northern Trust Security Lending to Comerica for administrative expenses. Adopted by the following vote: 6—0. Mr. John Jackson distributed a memo from Asset Consulting Group and reviewed the Quarterly Cash Flow Recommendation to provide $5,000,000 to the Police and Fire Retirement System Board. It was moved by Trustee Fabus and supported by Trustee Oleson to redeem $1,000,000 from T. Rowe Price and $4,000,000 from Northern Trust S& P 500 Index Fund for Quarterly Cash Flow to the Comerica account, based on the written recommendation from Asset Consulting Group. Adopted by the following vote: 5 — 0 i i Joint Meeting May 17, 2012 1 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI Page 3 It was moved by Trustee Fabus and supported by Trustee Oleson to redeem $10,000 from Northern Trust Security Lending to Comerica for administrative expenses. Adopted by the following vote: 5 -0. Mr. John Jackson discussed Emerging Markets for the Joint Board's portfolio. Mr. Jackson recommended an Emerging Market manager search. i It was moved by Trustee Olesen supported by Trustee Fabus to begin a manager search to add an Emerging Market fund to the Police and Fire Retirement System portfolio. Adopted by the following vote: 6 — 0. Mr. Jackson provided a performance review of the first quarter of the Employees Retirement System and the Police and Fire Retirement System investment portfolios. Mr. Jackson discussed the Market Environment and provided an executive summary of the Investment Reports presented to the Boards. Mr. Jackson provided an equity analysis, fixed income analysis and real estate and opportunistic strategy analysis of the retirement portfolios. t Attorney Paul Novak requested permission to discuss an attorney-client privileged matter regarding investment monitoring. It was moved by Trustee Wood and supported by Trustee Rose to move into closed session to review an attorney-client privileged matter regarding investment monitoring. Adopted by the following roll call vote: 4-0 Yes: Dedic, Parker, Rose, Wood No: None It was moved by Trustee Wood and supported by Trustee Benson to move into closed session to review an attorney-client privileged matter regarding investment monitoring. Adopted by the following roll call vote: 5 — 0 Yes: Benson, Fabus, Oleson, St. Aubin, Wood No: None J The session was closed at 11:50 a.m. i The session resumed at 12:35 p.m. i The meeting adjourned at 12:36 p.m. i Minutes approved on Cp�=2���02 A�g B , nett, Secretary J "Fla. Scott Dedic, Chairperson Employees' Retirement System Brad St. Aubin, Chairperson Fire and Police Retirement System i i I � 1 � ;i i CITY OF LANSING ERS and POLICE & FIRE RETIREMENT SYSTEM JOINT BOARD OFFICIAL MINUTES Joint Meeting June 2f, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor City Hall Lansing, MI The meeting was called to order at 8:39 a.m. A quorum of the Police and Fire Retirement System Board and the Employees Retirement System Board was present. Trustees present: (ERS), Dedic, Kraus, McCaffery, Munroe, (8:51), Parker, Rose, Taylor, Wood — 8. (Police & Fire), Benson, Fabus, Hecksel, Kraus, St. Aubin, Wood —6. Other presents: Karen Williams; Angela Bennett, Finance; Attorney Kenneth Lane, Clark Hill Law Office (representing the City Attorney's Office). Trustee Wood reviewed that the Finance Department sent a reimbursement request for retirement expenses to the Police and Fire System for$4.2 million. The request was discussed in the meeting and approved. Trustee Wood expressed concerns regarding what the expenses were and for how long a period these expenses covered. Trustee Wood expressed concern that expenses may not have been paid over multiple years. Trustee Wood requested an explanation of the expenses from the Finance Department. Ms. Angela Bennett explained that the Police and Fire Reimbursement included only fiscal year 2012 expenses. The expenses included approximately $800,000 in investment managers' fee, and the remainder for federal income tax withholding, state withholding and health care premium sharing. Ms. Williams added that other expenses for the actuary, medical director and investment consultant are also paid from the Retirement System. Ms. Angela Bennett explained that the Retirement System pays the net premium pension for retirees each month. The City pays withholding, health care premium, manager investment and requests reimbursement on annual basis. Trustee Rose requested an explanation of why the total expenses are not reimbursed on a quarterly basis when the Joint Boards approves its cash flow withdrawals. Trustee Rose asked if there was an accounting rule that required annual reimbursement instead +. of more frequent reimbursement. i I Joint Meeting June 21, 2012 ( , Council Conference Room Tuesday, 8:30 a.m. 10th Floor City Hall Lansing, MI i Ms. Angela Bennett explained that the annual reimbursement has been done in the past. The Retirement System has only reimbursed the net pay monthly. Ms. Bennett explained that due to administrative and internal control issues have been why the reimbursement has been annual in the past. Ms. Bennett stated that the she is willing to review more frequent reimbursements of expenses. Trustee Wood stated that she does not remember approving this annual reimbursement in the past. Trustee Wood indicated that the gross amount for the retiree check should come out of the Retirement System on a monthly basis. Ms. Bennett indicated that the last reimbursement was made in April 2011. Trustee Fabus expressed concern that there was no accounting of expenses provided the Police and Fire Retirement Board for the reimbursement requests. Ms. Bennett explained that that going forward those detailed expenses can be made 1 i available to the Boards. Trustee McCaffery requested information regarding administrative charges for the Retirement Board. Ms. Bennett explained that there are no administrative charge to the Retirement Board. Staff to the Board is supplied by the City. f Trustee Rose requested a listing of the fees to be made available for the Boards to acknowledge. I Trustee Dedic stated that he was not comfortable transferring monies for reimbursement without a detailed listing of expenses. Trustee Dedic requested a report of the expenses It was moved by Trustee Hecksel and supported by Trustee Fabus to suspend payment of the reimbursement to the City until the Police and Fire Board has time to review an itemized list of the request and is comfortable with the accounting. Trustee Hecksel amended his motion that the approval of the reimbursement transfer be contingent upon receipt of an itemized accounting of the request by June 25, 2012 and Police and Fire Board review and approval. I Trustee St. Aubin expressed concern that the request was made in so late in the fiscal I year. Attorney Ken Lane suggested that the reimbursement would be contingent on receipt of the report by a date certain. Trustee St. Aubin requested that if information is forwarded to him, can he distribute it to members for review. Attorney Lane explained that the report would go to members for review, if members had issues they would direct their concerns to the chair. There would be no debate or discussion. If there are concerns, the transfer will not occur. The Chair could determine if there needs to be a meeting to address the concerns. j Adopted by following following vote: 6 — 0 It was moved by Trustee Rose and supported Trustee Munroe to request an itemized I report for Employees Retirement System forthe reimbursement request for retirement expenses. It was further moved that the Employees Retirement System meet Monday j to approve the transfer of monies. Trustee Dedic offered a friendly amendment that was accepted for the report to go to Trustee Rose for distribution to Trustees. Adopted by the following roll call vote: 6 -0 i f Trustee Rose set the Monday meeting at 12noon, June 25, 2012. ' Trustee Wood requested that the Boards have. a discussion in the next month's meetings regarding how expenses are paid. j The meeting adjourned at 9:35 a.m. Minutes approved on A�9 B nett, Secre any •J 1 Scott Dedic, Chairperson Employees' Retirement System Brad St. Aubin, Chairperson _ Fire and Police Retirement System I A CITY OF LANSING ERS and POLICE & FIRE RETIREMENT SYSTEM JOINT BOAR® OFFICIAL MINUTES Joint Meeting August 21, 2012 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI The meeting was called to order at 9:35 a.m. A quorum of the Police and Fire Retirement System Board and the Employees Retirement System Board was present. i Trustees present: (ERS), Munroe, Kraus, Parker(9:50 a.m.), Rose, Taylor, Wood—6. (Police & Fire), Benson, Fabus, Kraus, Oleson, St. Aubin, Wood —6. The following members were excused from the Joint Meeting: Trustee Dedic (ERS), Trustee McCaffery (ERS), Trustee Benson (P&F) 1. 'l Other presents: George Tarlas, Haley Rives, Asset Consulting Group, Inc. (ACG); Karen Williams; Angela Bennett; Attorney Kenneth Lane, Clark Hill Law Office (representing the City Attorney's Office); Paul Novak, Diana Gjonaj, Milberg. Trustee Robert Rose provided an update of the Tegrit Software implementation. Mr. Rose reported that Tegrit met with members of the Finance Department, Retirement Office, Information Technology, Legal counsel and Human. Resources to identify stakeholders and discuss a timeframe for implementation and project planning. fThe Tegrit team suggested that there be a Board Project Representative as project sponsor to assist with the project coordination. Trustee Rose also discussed with the Board using Dawn Polihonki as a project coordinator to assist Tegrit and sponsor with n project planning, resource coordination and project execution. Trustee Rose distributed a proposal from Dewpoint for the use of Ms. Polihonki's services as coordinator. Trustee Rose further suggested that the Board can use the remainder of the current extended contract until it runs out. At that time, the Board can vote to approve the new Dewpoint Contract on an "as needed" basis. j It was moved by Trustee Oleson and supported by Trustee Hecksel to approve Trustee Robert Rose as Software Project Sponsor for the Police and Fire Retirement System Board. Adopted by the following vote: 6 - 0. I i i 1` Joint Meeting August 21, 2012 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI Page 2 It was moved by Trustee Wood and supported by Trustee Munroe to approve Trustee Robert Rose as Software Project Sponsor for the Employees Retirement System Board. Adopted by the following vote: 5 - 0 It was moved by Trustee Hecksel and supported by Trustee Oleson to continue Ms. Dawn Polihonki's extended contract terms and use her services as project coordinator and liaison for the Police and Fire Retirement Board. Trustee Rose reported to the Board that there is $11,000 remaining on the current contract. Adopted by the following vote: 6 - 0 It was moved by Trustee Kraus and supported by Trustee Munroe to continue Ms. Dawn Polihonki's extended contract terms and use her services as project coordinator and liaison for the Employees Retirement System Board. Adopted by the following vote: 6 — 0. Mr. George Tarlas and Ms. Haley Rives provided a performance review of the second quarter of the Employees Retirement System and the Police and Fire Retirement System investment portfolios. Mr. Tarlas discussed the Market Environment and provided an executive summary of the Investment Reports presented to the Boards. Ms. Rives provided an equity analysis, fixed income analysis and real estate and opportunistic strategy analysis of the retirement portfolios. Trustee Parker arrived to the Joint Meeting. Mr. George Tarlas reported to the Joint Boards explaining the Knight Commission Recapture program. Mr.Tarlas recommended the Boards provide additional brokerage options to its managers to provide flexibility. The managers can use the brokerage firms on a voluntary basis. Mr. Tarlas reported to the Joint Boards regarding the termination of ING Clarion as of September 30, 2012. The Joint Board selected Prudential to replace ING Clarion. Mr. Tarlas reported that the Prudential investment is almost fully funded. It was moved by Trustee Hecksel and supported by Trustee Kraus to finalize the Police and Fire Retirement Board's termination of ING Clarion for the quarter ending September 30, 2012. Adopted by the following vote: 6 — 0. i Joint Meeting August 21, 2012 I Council Conference Room Tuesday, 9:30 a.m. I 10th Floor City Hall Lansing, MI Page 3 It was moved by Trustee Parker and supported by Trustee Munroe to finalize the Employees Retirement Board's termination of ING Clarion for the quarter ending September 30, 2012. I Adopted by the following vote: 6 — 0. I Mr. George Tarlas reviewed a memo from Asset Consulting Group and reviewed the I Quarterly Cash Flow Recommendation to provide $7,000,000 to the Police and Fire j Retirement System Board. It was moved by Trustee Wood and supported Trustee Kraus to redeem $2,000,000 from T. Rowe Price, $2,000,000 from Northern Trust S & P 500 Index Fund, and $3,000,000 from Western Asset portfolio for Police and Fire Retirement System Quarterly Cash Flow to the Comerica account, based on the written recommendation I from Asset Consulting Group. Adopted by the following vote: 6 - 0. It was moved by Trustee Wood and supported by Trustee Kraus to redeem $10,000 from Northern Trust Security Lending to Comerica for Police and Fire Retirement System administrative expenses. Adopted by the following vote: 6—0. Mr. George Tarlas reviewed a memo from Asset Consulting Group and reviewed the Quarterly Cash Flow Recommendation to provide $6,000,000 to the Employees Retirement System Board. It was moved by Trustee Wood and supported by Trustee Kraus to redeem$2,000,000 from T. Rowe Price and $2,000,000 from Northern Trust S& P 500 Index Fund and $2,000,000 from the Western Asset portfolio for Employees Retirement System Quarterly Cash Flow to the Comerica account, based on the written recommendation from Asset Consulting Group. Adopted by the following vote: 6 — 0 It was moved by Trustee Wood and supported by Trustee Kraus to redeem $10,000 from Northern Trust Security Lending to Comerica for Police and Fire Security Lending administrative expenses. Adopted by the following vote: 6 - 0. _i Mr. George Tarlas and the Joint Boards discussed the selection of Wasatch as the Emerging Markets managers for the Police and Fire Retirement System and the Employees Retirement Board System portfolios i i r: Joint Meeting August 21, 2012 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI Page 4 It was moved by Trustee Olesen supported by Trustee Kraus to select Wasatch as the Emerging Trends manager for the Police and Fire Retirement System portfolio as recommended by the Investment subcommittee. Adopted by the following vote: 6 — 0. It was moved by Trustee Kraus and supported by Trustee Wood to select Wasatch as the Emerging Trends manager for the Employees Retirement System portfolio as recommended by the Investment subcommittee. Adopted by the following vote: 6 — 0. Attorney Paul Novak requested permission to receive written confidential information and to discuss an attorney-client privileged matter regarding investment monitoring. It was moved by Trustee Kraus and supported by Trustee Hecksel to move into closed session to review an attorney-client privileged matter regarding investment monitoring. Adopted by the following roll call vote: 5-0 Yes: Fabus, Hecksel, Kraus, St. Aubin, Wood No: None It was moved by Trustee Wood and supported by Trustee Kraus to move into closed session to review an attorney-client privileged matter regarding investment monitoring. Adopted by the following roll call vote: 5 — 0 Yes: Kraus, Munroe, Parker, Rose, Wood No: None The session was closed at 11:05 a.m. The session resumed at 11:45 p.m. It was moved by Trustee Wood and supported by Trustee Hecksel to authorize the escrow of 100 shares of Caterpillar stock from the Police and Fire Retirement System portfolio. i Adopted by the following vote: 5 -0 Joint Meeting August 21, 2012 Council Conference Room Tuesday, 9:30 a.m. ' 10th Floor City Hall Lansing, MI Page 5 I It was moved by Trustee Wood and supported by Trustee Hecksel to authorize the j escrow of 100 shares of K-12 stock from the Police and Fire Retirement System portfolio. Adopted by the following vote: 5 — 0. i i Attorney Paul Novak reported that the Invacare derivative action has been settled. The City of Lansing Police and Fire Retirement System was awarded $8,700. The meeting adjourned at 11:54 p.m. Minutes approved on Angela Bennett, Secretary Scott Dedic, Chairperson Brad St. Aubin, Chairperson Employees Retirement System Fire and Police Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting November 6, 2012 Council Conference Room Tuesday, 8:30 a.rn. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:38 a.m. Present: Trustees Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood — 6. Absent: Trustee Benson, Bernero Others: Angela Bennett, Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Greg Stump, EFI Actuaries. It was moved by Trustee Fabus and supported by Trustee Hecksel to approve the Official Minutes of the Police and Fire Retirement System Board Meeting of October 16, 2012. Adopted by the following vote: 6 — 0 There were no comments for items on the agenda. Secretary's Report. 0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0 transfers, 0 retired. Total: Active membership: 349. 2 death(s), Michael C. Miller, Fire, died 9/7/2012, age 73, no beneficiary; Helen Kennedy, died 10/12/2012, age 95, spouse of Fire retiree. Refunds made since the last regular meeting amounted to $0.00. Reimbursements to the System year-to- date amount to $7,537.56. Retirement allowances paid for the month of October, 2012 amounted to $2,125,137.48. Total retirement checks printed for the P&F System: 675. Total retirement checks printed for both systems: 1529 Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. There were no applications for Regular Age & Service Retirement. Karen Williams updated the Board, regarding Applicant #2012-P0821. The medical director was waiting for a report from another doctor. The report has been received and the applicant has been scheduled to see the doctor. There were no requests for non duty disability retirement. There were no requests for refunds of accumulated contribution. Regular Meeting November 6, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two It was moved by Trustee Hecksel and supported by Trustee Oleson to excuse Trustee Benson from the November Police and Fire Retirement System Board Meeting. Adopted by the following vote: 6 -0 Ms. Williams updated the Board regarding the Arrivos Pension Software. Tegrit provided a demonstration of the Arrivos software for Board members. Trustee Hecksel discussed the Membership Portal, which would allow employees to perform retirement estimates and what-if scenarios. Trustee Wood expressed concern that the death check feature was not part of the base program. The Board discussed having the feature as an add-on to the software. Karen Williams reported that the MAPERS Annual Membership Fees are due for renewal. The $100 renewal fee is paid from the Securities Lending account. It was moved by Trustee Oleson and Trustee Hecksel to renew the MAPERS Annual Membership and pay the fee from the Board's Administrative funds. Adopted by the following vote: 6 — 0 Trustee St. Aubin informed the Board that the Military Service Credits would be discussed during the Actuarial Valuation with Mr. Greg Stump. Mr. Greg Stump updated the Board the status of the military service credits calculations. Mr. Stump informed the Board that he met with Attorney Kenneth Lane to determine how the calculations should be prepared in accordance with legislation. Mr. Stump stated that he did not receive an adequate response from the former actuary firm regarding how the calculations are done. However, Mr. Stump was comfortable with the legislation and his discussion with Attorney Ken Lane. Mr. Stump prepared test cases and his numbers were close to the former actuary's numbers for military service credits. Mr. Stump recommended a written policy regarding military credit that would include calculations based upon the pay rate, contribution rate, interest rate (from the date the member is hired to the date of purchase) and number of years. Mr. Greg Stump stated that he used the current funding interest rate for the calculations. Mr. Stump provided in some cases universal time can be less expensive than military time. Mr. Stump stated that the policy can also include a provision that if universal time is less expensive, the member can choose to purchase the universal time. Regular Meeting November 6, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Attorney Lane indicated that a member who elects to claim the military service credit shall pay to the retirement system an amount together with interest equal to the annual contribution rate in effect at the time of his election multiplied by the number of years (either one or two). Mr. Stump also recommended that the Police and Fire Board review and consider amendments to its EDRO policy. Trustee Kraus indicated that there is a difference between how military time and universal time is used toward health care. Military time can be applied for health care; universal time cannot be used for health care. The Board discussed the purchase of military time with deferred compensation. The Board recommended that the issue be resolved through collective bargaining. It was moved by Trustee Fabus and supported by Trustee Hecksel accept the Military Time Calculation Policy until there is a written policy as the Pay Rate X Contribution Rate plus Interest rate (current assumption rate at time of purchase) x Years of Military Service. Trustee Wood offered a friendly amendment that was accept that the policy is accepted as recommended by EFI actuaries and contingent upon legal counsel review from the City Attorney's Office. Trustee Wood requested that the written policy be included in the Retirement Ordinance. Mr. Greg Stump presented the City of Lansing Police and Fire Retirement System Annual Review and Funding Policy. Mr. Stump provided an update of the actuarial valuation as of December 31, 2011 and discussed the demographic and investment experience. The 2011 Demographic Experience was favorable, but the Investment experience was unfavorable due to lower than expected returns. Mr. Stump reviewed the assumption changes from the Experience Study. He reviewed long term funding and current costs. Mr. Greg Stump discussed his recommendation for a funding policy and moving to a close amortization schedule. Mr. Stump reviewed the difference between open and closed amortization. Mr. Stump discussed the, impact of implementing the new assumptions and provided an estimate of City Contributions to the Police and Fire Retirement System. Mr. Stump reviewed two alternate funding policies for the Board's review. His recommendation was to have a 1.0% increase per year (contribution amount) funding policy to implement the experience study assumptions. Mr. Stump stated that the phased in approach should catch up the actuarial cost within a reasonable time period of five years. Regular Meeting November 6, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four Trustee Kraus requested input from Ms. Angela Bennett regarding the funding policy suggestion. Ms. Angela Bennett reviewed the estimated city contributions amounts provided by EFI. Ms. Bennett agreed with the closed amortization. Ms. Bennett stated that the experience study assumptions should be phased in, taking into account the City budget challenges. Ms. Bennett had questions regarding the contributions if the experience study had not been implemented. Ms. Bennett inquired about the impact of the underfunding on the pension plan using the recommended policy. Ms. Bennett wanted to make certain that the valuation dates and the fiscal years presented were correct. The Board discussed the EFI funding policy recommendations. Trustee Kraus expressed concern that the funding policy recommendation would be accepted as the full contribution because it would below the actuarial cost Attorney Lane reviewed the proposal before the Board. Attorney Lane stated that the actuarial cost without the experience assumption changes would be $9.2 million. If all the experience study contributions are accepted, the actuarial cost would be $10.9 million. Attorney Lane reviewed that the funding policy recommendation would set the contribution at $10.2 million. Attorney Lane informed the Board that he would review Public Act 314 to make certain the recommended funding policy does not violate current law. Ms. Bennett requested that the Board delay action until she reviewed the actuarial numbers with Mr. Greg Stump regarding the valuation dates and the fiscal dates. It was moved by Trustee Oleson and supported by Trustee Wood to accept the EFI Experience Study Assumption changes and adopt the recommended funding policy, contingent upon legal counsel review; and that it supersedes previous Police and Fire Board action regarding interest and inflation rate amendments. Ms. Bennett expressed concern regarding the actuarial numbers provided in the presentation. Ms. Bennett would like to discuss the information with Mr. Stump to determine if the numbers correlate with the valuation dates and fiscal dates. Adopted by the following vote: 6 — 0 Trustee Wood requested that if there were concern regarding the actuarial numbers after Ms. Bennett and EFI met, that Mr. Stump contact the chair as soon as possible. Trustee St. Aubin reported that the 2012 Police and Fire Pension Contribution interoffice communication from Angela Bennett had been received by the Retirement Board. It was moved by Trustee Wood and supported by Trustee Hecksel to accept the 2012 Police & Fire Pension Contribution notice that the City of Lansing contributed $9,976,000 on November 1, 2012. Adopted by the following vote: 6 — 0. Attorney Ken Lane updated the Retirement Board regarding Public Act 314, immediate effect had been postponed. Attorney Lane updated the Board that there were amendments to Final Average Compensation that needed to be included in the Ordinance. Attorney Lane indicated that Wasatch did not provide all the necessary forms initially. The forms have been received and upon receiving signatures from the two chairpersons, the Wasatch investment could be funded. Ms. Williams updated the Police and Fire Retirement Board regarding the Police Trustee Election. She informed the Board that if only one nominating petition was received, there would not be elections held. Ms. Williams distributed the 2013 Meeting dates for the Police and Fire Retirement Boards. Karen Williams reviewed the Quarterly Cash Flow and October Securities Lending Report. It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the meeting. Adopted by the following vote: 6 — 0 The meeting adjourned at 10:31 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System CITY OF LANSING ERS and POLICE & FIRE RETIREMENT SYSTEM j JOINT BOARD OFFICIAL MINUTES i . Joint Meeting November 8, 2012 Council Conference Room Tuesday, 9:30 a.m. 10th Floor City Hall Lansing, MI The meeting was called to order at 9:35 a.m. j A quorum of the Police and Fire Retirement System Board and the Employees i Retirement System Board was present. Trustees present: (ERS), Dedic, Kraus, Munroe, McCaffery, Parker, Rose, Wood —7. (Police & Fire), Fabus, Kraus, Oleson, St. Aubin, Wood — 5. The following members were excused from the Joint Meeting: Trustee Benson (P&F), Trustee Hecksel (P&F) Other presents: George Tarlas, Asset Consulting Group, Inc. (ACG); Karen Williams; Angela Bennett, Finance; Attorney Kenneth Lane, Clark Hill Law Office (representing i the City Attorney's Office); John Lawson, Jennifer O'Hara Martin, TRowe Price. Trustee Robert Rose .provided an update of the Tegrit Software implementation. i Trustee Rose discussed the Arrivos Product Demonstration that provided an overview of the system. The demonstration featured pension administration, benefit calculator, workflow, reporting, security and audit trails and member self-service. The Joint Boards i discussed adding death check services to the pension system software. Trustee Mark Parker discussed the proposed Retirement Conference for 2013. Trustee Parker suggested a possible September date for the Conference. He reviewed the conference information from 2008. Trustee Parker will contact the Lansing Center for available dates for the Conference. Trustee Parker requested volunteers from the Police and Fire Board for a committee to plan the Conference. Trustee Fabus and Trustee St. Aubin volunteered to represent the Police and Fire Board. Trustee Parker will also meet with the Deferred Compensation and Defined Contribution Boards for volunteers to assist with the Conference planning. Mr. John R. Lawson and Ms. Jennifer O'Hara Martin presented a performance review of the TRowe Price Investment. Mr. Lawson provided an overview and a discussion of the investment team and process. Ms. Martin provided a portfolio review of the U.S Structured Research strategy and a discussion of the portfolio holdings. 1 i I Mr. George Tarlas, Asset Consulting Group reviewed the Cash Flow Withdrawal Requests. Ms.Williams reported the balance of the Comerica accounts with the recent City of Lansing annual contributions. The Employees Retirement System Board and the Police and Fire Board agreed to quarterly cash flow withdrawals for administrative expenses. It was moved by Trustee Wood and supported by Trustee Parker to approve quarterly cash flow withdrawal of$20,000 from the Northern Trust Securities Lending account to the Comerica account for Employees Retirement System administrative expenses. I Adopted by the following vote: 7— 0. It was moved Trustee Fabus and supported by Trustee Kraus to approve quarterly cash j flow withdrawal of$20,000 from the Northern Trust Securities Lending account to the Comerica account for Police and Fire Retirement System administrative expenses. i Adopted by the following vote: 5— 0. Mr. George Tarlas informed the Joint Boards that he received the SAS 70 report for review. Mr. Tarlas indicated that he would provide the Boards a memo of his recommendation once he has completed his review. Mr. Tarlas also informed the Joint i Boards that he would like to have an educational session, Tuesday, December 4,2012 f to discuss investment options. 3 k Mr.Tarlas reviewed the third quarter investment performance reviewforthe Employees i Retirement System Board portfolio.and the Police and Fire Retirement System Board j portfolio. Mr. Tarlas provided a market environment review and discussed the equity, 1 fixed income.and real estate investment. Mr. Tarlas recommended that the Mondrian investment be placed on the watch list for the Police and Fire Retirement System portfolio. Mr. Tarlas also recommended that the Invesco investment be placed on the watch list for the Employees Retirement System portfolio. Mr. George Tarlas distributed and discussed the updates to the investment policy statement to include recent investment strategies and additions to the portfolio. It was moved by Trustee Kraus and supported by Trustee Oleson to accept the amendments to the Police and Fire Retirement System Investment Policy as recommended by Asset Consulting Group. Adopted by the following vote: 5 — 0. It was moved by Trustee Kraus and supported by Trustee Wood to accept the amendment to the Employees Retirement System Investment Policy as recommended by Asset Consulting Group. Adopted by the following vote: 6 - 0. i I i I The meeting adjourned at 11:44 p.m. r k / � V Minutes approved on /2 2t� 20/3 A g lei BOhnett, Secretary Scott Dedic, Chairperson Employees' Retirement System Brad St. Aubin, Chairperson Fire and Police Retirement System { i I 1 s 1 S d 1y 1 If � 1 13 F 1f1f� I . i 3C4 OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:46 a.m. Present: Trustees Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood — 6. Absent: Trustee Benson, Bernero Others: Angela Bennett, Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Gregory Stump, EFI Actuaries; Chris Lake, IAFF. It was moved by Trustee Hecksel and supported by Trustee Fabus to approve the Official Minutes of the Police and Fire Retirement Board Meeting of February 21, 2012 as amended. Adopted by the following vote: 6 - 0 It was moved by Trustee Fabus and supported by Trustee Oleson to approve the Official Joint Minutes of the Police and Fire Retirement Board and the Employees Retirement System Board Meeting of February 21, 2012 as amended. Adopted by the following vote: 6 - 0 Mr. Chris Lake, IAFF, addressed the Board regarding military service credit calculations. Mr. Lake stated that he believes legislation allows military service credit purchases to be calculated at a more favorable rate that universal time. Mr. Lake stated that member had a calculation done recently and the cost was very expensive similar to universal time. Mr. Lake requested that the Board review the legislation regarding the calculation of military service credit purchases. Secretary's Report. 0 new fire member(s), 0 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 1 retired. Total: Active membership: 358. 0 death(s). Refunds made since the last regular meeting amounted to $0.00. Retirement allowances paid for the month of February 2012 amounted to $2,121,687.53. Total retirement checks printed for the P&F System: 672. Total retirement checks printed for both systems: 1516. Domestic relations order,received: 0 Domestic relations orders pending: 1. Eligible domestic relations orders certified: 1. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. loth Floor, City Hall Lansing, MI Page Two It was moved by Trustee Fabus and supported by Trustee Kraus to approve the following applications for Regular and Age Service Retirement: Lisa M. Phillips, Police Department, 25 years of service credit, age 49, effective March 15, 2012. Adopted by the following vote: 6 -0. Karen Williams updated the Board regarding the duty disability Applicant #2011- P1213. The Retirement Office received the Medical Director report and it was submitted to the disability subcommittee for review. It was moved by Trustee Fabus and supported by Trustee Hecksel to move into closed session to review applicants' medical reports. Adopted by the following roll call vote: 6 - 0 Yes: Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood Session was closed at 8:56 a.m. Session resumed at 9:03 a.m. It was moved by Trustee Kraus and supported by Trustee Fabus to concur with the Medical Director's report and approve the duty disability of Ms. Teresa Eisfelder. Adopted by the following vote: 6 — 0. Ms. Williams'reported that the Retirement'Office has received a request for Non Duty Disability Retirement from Applicant 92012-F0320. It was moved by Trustee Hecksel and supported by Trustee Oleson to send Applicant #2012-F0320 to the Medical Director for review for Non-Duty Disability. Adopted by the following vote: 6 — 0. Trustee Wood requested to move irito closed session to review confidential litigation issues with legal counsel. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three It was moved by Trustee Wood and supported by Trustee Oleson to discuss a potential litigation issues with legal counsel. Adopted by the following roll call vote: 6 — 0 Yes: Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood Session closed at 9:08 a.m. Session resumed at 9:13 a.m. Ms. Williams reported that Mr. Johnathan Hallet of the Police Department has requested a refund of his accumulated contributions of $23,746.27. Mr. Hallett was not vested and submitted a request form. It was moved by Trustee Fabus and supported by Trustee Wood to approve the request for Refund of Accumulated Contributions for Mr. Johnathan Hallett, Police of$23,746.27. Adopted by the following vote: 6 -0. Ms. Williams reported that Trustee Benson contacted the Retirement Office and stated that he would not be able to attend the meeting due to illness. It was moved by Trustee Oleson and supported by Trustee Hecksel to excuse Trustee Benson from the March Police and Fire Retirement System Board meeting. Adopted by the following vote: 6 — 0. Karen Williams announced to the Board that the Asset Consulting Group will provide Trustee Training, April 19, 2012. The NCPERS Annual Conference is scheduled to be held in New York, May 5- 10, John Jackson of Asset Consulting Group has recommended a due diligence visit to local Investment managers, May` 7 for trustees planning to attend the Annual Conference. The MAPERS Spring Conference is scheduled for May 20 — 22, 2012. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Page Four Lansing, MI Mr. Greg Stump, EFI Actuaries provided a review of the 12/31/2010 report. Mr. Stump provided a definition and purpose of Asset Smoothing, and its parameters. Mr. Stump reviewed the Police and Fire System's Economic Assumption regarding inflation, salary increases and investment returns. Mr. Stump updated the Retirement Board regarding the Experience Study, the valuation as of 12/31/2011, new assumption recommendations and the impact of changes in assumption or other policy components. Trustee Wood requested that legal counsel review the plan provisions listed in the Actuary report. Ms. Bennett inquired if the Experience Study should be delayed due to the PA152, the State of Michigan EVIP (Economic Vitality Incentive Program). Mr. Stump stated that Experience Study will not be affected by the PA 152. Mr. Stump stated that a benefit study may need to be completed if there will be proposed changes to retirement benefits. Attorney Ken Lane reviewed the Repayment of Refunded Accumulated Contribution Policy. Attorney Lane explained that the policy would allow a six- month payment plan. The Board discussed the policy and determined that it is the member's responsibility to initiate payment. Trustee Kraus expressed concern there exp expressed to limited the Boatime yd that if there is the policy to repay the system. Trustee Kraus no time frame, it would harm the system: Trustee Oleson requested a respond tio�s should be his inquiry regarding if the, repayment of refunded accumulat d cont done through collective bargaining. Mr. Chris Lake, IAFF, stated that he believed that the repayment provisions are not specific in the Police and Fire Retirement Ordinance as in the Employees Retirement System Ordinance. Mr. Lake believed that the item should be done through collective bargaining. Attorney Ken Lane opined that a policy can be enacted and used for clarification for instances where there is grey area regarding a subject. Trustee Wood suggested that the policy language could be submitted and included in the draft Police and Retirement Ordinance and the Board could also adopt the policy, to cover the issue until'the Ordinance is approved. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Page Five Lansing, MI It was moved by Trustee Wood and supported by Trustee Oleson to submit the policy language to be included in the draft Police and Fire Retirement Ordinance, and that the Repayment of Refunded Accumulated Contribution Policy be adopted. The Policy will replace and supercede all other repayment of Refunded Accumulated contribution policies and be placed in the Trustee Handbook. Adopted by the following vote: 6 — 0. Attorney Ken Lane updated the Board regarding Draft Police and Fire Retirement Ordinance. The Draft Ordinance is being reviewed by the unions. Trustee Hecksel updated the Board regarding duty disability retirees that will be scheduled for re-examinations. The following members were selected for review: Stephen Barnes, LaMarr Bowers, Christopher Durbin, John Lindsey, Cris Morrison, Luis Negron, Robert Vargas. Trustee Hecksel also reported that the disability subcommittee received the medical report regarding Mr. Frank Lain. The disability subcommittee recommends concurrence with the Medical report to continue duty disability status. It was moved by Trustee Hecksel and supported by Truste Oleson to concur with the Medical Director's report and continue duty disability for Mr. Frank Lain. Adopted by the following vote: 6 — 0. Trustee St. Aubin reported to the hBOsubcommDtee regarding ard that r. Roth is reviewing Young. Dr. information forwarded to him by Roth will have a report available for next month's meeting. The Board discussed inquiries regarding differences between the calculation of military and air time. Attorney Ken Lane informed the Board that the Retirement Office had contacted him regarding if there was beneficial treatment for the calculation of military time. Attorney Lane reviewed the IRS Code and did not find information regarding differences. Attorney Lane was requested by the Board to review the state of Michigan HB 5055 and report at next month's meeting. Mr. Greg Stump stated that he will review the previous military service calculations with Gabriel, Roeder and Smith. dressed he Mr. Daniel Hamel, Fire retires wdhttheuted his medical Fire Department.reMr��Hamel and dfeels that he Board regarding his concern has been harassed by fire department members regarding his duty disability retirement. Mr. Hamel works with his local volunteer fire department. He states that he had permanent restrictions placed on him by the City's medical doctors. Mr. Hamel is willing to be re-evaluated by the Board's medical director. Trustee Hecksel stated that the Police and Fire Retirement Board received information regarding Mr.and that Hamel's Mr Hamel wilhbelocal fire department. tee Hecksel informed the Bo sent to be medical director Trustee Kraus informed Mr. Hamel that the Police and Fire Retirement Board recently received Mr. Hamel's information, and that this meeting was the first opportunity for the Board to address Mr. Hamel's concerns. Mr. Chris Lake, IAFF, addressed the Board regarding a member who is currently receiving a duty disability retirement. Mr. Lake discussed subpoenaed records that the union received due to a settlement case. Mr. Lake informed the Board that the duty disability retiree was approved for Duty Disability in 2006. The duty disability retiree was sent to be re-evaluated per the Board review's policy and the Police and Fire Retirement Ordinance. Mr. Lake believes that the medical director does not have the ability to change a duty designation to the non-duty. Mr. Lake believes that medical director can only determine if the retiree is incapacitated. Mr. Brian Epling, IAFF, provided additional information regarding the duty disability retiree. Mr. Epling believes that a change from a duty disability to non- duty disability would violate collective bargaining and the Police and Fire Retirement Ordinance. Mr. Epling stated that the duty disability retiree never requested a duty disability. Mr. Epling stated that there would be litigation the duty disability member's retirement was changed to non-duty. Trustee Benson stated that he believes that the Board will review the information and has always been fair. Trustee Benson expressed his concern that the presentation ended with a threat. Trustee Hecksel requested that the subpoenaed information regarding the member's duty disability retirement; be forwarded to the retirement office. The retirement office will send the information to the Medical Director for his review. Mr. Benson was excused to leave the meeting Attorney Ken Lane distributed and reviewed the Police and Fire Outside Legal Counsel Policy. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the Police and Fire Retirement Board Outside Legal Counsel Policy. This policy shall supersede any previous policy and be placed in the Trustee Handbook. Adopted by the following vote: 6 — 0 Attorney Lane stated that Police and Fire Retirement Ordinance have been provided to the unions represented in the Ordinance. The City Attorney's Office is waiting for the review of the Ordinance by the unions. Karen Williams reported that the Duty Disability income verifications were mailed out. The verifications are due April 30, 2012. Trustee Hecksel reported that the Disability subcommittee reviewed the medical director's report for Ms. Brenda Odom. The subcommittee has recommended that concurrence with the medical director for Ms. Odom to remain on duty disability. It was moved by Trustee Hecksel and supported by Trustee Kraus to concur with Dr. Roth's recommendation for retirant Brenda Odom to remain on duty disability. Adopted by the following vote: 6 - 0 Trustee St. Aubin moved the Northern Trust updates item to the Joint Meeting for discussion. Mr. John Jackson updated. the Police and Fire Retirement Board regarding Private Advisors. Asset Consulting Group has recommended that Board put on hold any additional investments to Private Advisors due to recently announced personnel changes within the firm. Trustee Wood distributed the management letter response to the City of Lansing audit for review by the Police and Fire Retirement Board. The Board inquired to the Retirement Office when the information for the Actuary report was provided to EFI. Ms. Karen Williams informed the Board that the Retirement Office provided membership data to the new actuary in September. The finance department provided financial data in October and November. Trustee St. Aubin moved the Pension software report to the Joint Meeting for discussion. Karen Williams distributed and reviewed the Investment and Securities Lending Reports for month ending January 31, 2012. Attorney Lane informed the Board that the Employees Retirement System Ordinance provides a specific time frame for accumulated contributions to be paid back to the retirement system. The Police and Fire Retirement System Ordinance does not provide that provision. Attorney Lane inquired if the Police and Fire Board would like a policy developed to establish a similar time frame to re pay retirement contributions. Trustee Wood inquired about the legality of a Board policy versus the Police and Fire Retirement Ordinance. Attorney Lane opined that when an issue is not defined in the Ordinance, a policy adopted bh draft the ggard a Boal be binding. The yd policy regarding Board instructed Attorney Lane to proceed the repayment of retirement contributions. It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the meeting. Adopted by the following vote: 6 — 0. The meeting adjourned at 9:15 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement Systern Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIDE RETIREMENT SYSTEM Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:46 a.m. Present: Trustees Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood -6. Absent: Trustee Benson, Bernero ^' 1-J Others: Angela Bennett, Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Gregory Stump, --:-:7 i- EFI Actuaries; Chris Lake, IAFF. J c It was moved by Trustee Hecksel and supported by Trustee Fabus to approve the Yl Official Minutes of the Police and Fire Retirement Board Meeting of February 21, s; `'7 2012 as amended. C. 1 Adopted by the following vote: 6 - 0 It was moved by Trustee Fabus and supported by Trustee Oleson to approve the Official Joint Minutes of the Police and Fire Retirement Board and the Employees Retirement System Board Meeting of February 21, 2012 as amended. Adopted by the following vote: 6 -0 Mr. Chris Lake, IAFF, addressed the Board regarding military service credit calculations. Mr. Lake stated that he believes legislation allows military service Deleted:t_._.-..---------l credit purchases to be calculated at a more favorable rate than�unlversal-time.— - - r. Lake stated that a member had a calculation done recently and the cost was very expensive similar to universal time. Mr. Lake requested that the Board review the legislation regarding the calculation of military service credit purchases. Secretary's Report. 0 new fire member(s), 0 new police members, 0 reinstatement(s), 1 reftlnd(s), 0 transfers, 1 retired. Total: Active membership: 358. 0 death(s). Refunds made since the last regular meeting amounted to $0.00. Retirement allowances paid for the month of February 2012 amounted to $2,121,687.53. Total retirement checks printed for the P&F System: 672.Total retirement checks printed for both systems: 1516. Domestic relations order received: 0 Domestic relations orders pending: 1. Eligible domestic relations orders certified: 1. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two It was moved by Trustee Fabus and supported by Trustee Kraus to approve the, following applications for Regular and Age Service Retirement: Lisa M. Phillips, Police Department, 25 years of service credit, age 49, effective March 15, 2012. Adopted by the following vote: 6 -0. Karen Williams updated the Board regarding the duty disability Applicant #2011- P1213. The Retirement Office received the Medical Director report and it was submitted to the disability subcommittee for review. It was moved by Trustee Fabus and supported by Trustee Hecksel to move into closed session to review applicants' medical reports. Adopted by the following roll call vote: 6 -0 Yes: Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood Session was closed at 8:56 a.m. Session resumed at 9:03 a.m. It was moved by Trustee Kraus and supported by Trustee Fabus to concur with the Medical Director's report and approve the duty disability of Ms. Teresa Eisfelder. Adopted by the following vote: 6—0. Ms. Williams reported that the Retirement Office has received a request for Non Duty Disability Retirement from Applicant#2012-F0320. It was moved by Trustee Hecksel and supported by Trustee Oleson to send Applicant#2012-F0320 to the Medical Director for review for Non-Duty Disability. Adopted by the following vote: 6—0. Trustee Wood requested to move into closed session to review confidential litigation issues with legal counsel. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three It was moved by Trustee Wood and supported by Trustee Oleson to discuss a potential litigation issues with legal counsel. Adopted by the following roll call vote: 6—0 Yes: Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood Session closed at 9:08 a.m. Session resumed at 9:13 a.m. Ms. Williams reported that Mr. Johnathan Hallet of the Police Department has requested a refund of his accumulated contributions of $23,746.27. Mr. Hallett was not vested and submitted a request form. It was moved by Trustee Fabus and supported by Trustee Wood to approve the request for Refund of Accumulated Contributions for Mr. Johnathan Hallett, Police of$23,746.27. Adopted by the following vote: 6 -0. Ms. Williams reported that Trustee Benson contacted the:'Retirement Office and stated that he would not be able to attend the meeting due to illness. It was moved by Trustee Oleson and supported by Trustee Hecksel to excuse Trustee Benson from the March Police and Fire Retirement System Board meeting. Adopted by the following vote: 6—0. Karen Williams announced to the Board that the Asset Consulting Group will provide Trustee Training, April 19, 2012. The NCPERS Annual Conference is scheduled to be held in New York, May 5- 10. John Jackson of Asset Consulting Group has recommended a due diligence visit to local Investment managers, May 7 for trustees planning to attend the Annual Conference. The MAPERS Spring Conference is scheduled for May 20—22, 2012. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four Mr. Greg Stump, EFI Actuaries provided a review of the 12/31/2010 report. Mr. Stump provided a definition and purpose of Asset Smoothing, and its parameters. Mr. Sturnp reviewed the Police and Fire System's Economic Assumption regarding inflation, salary increases and investment returns. Mr. Stump updated the Retirement Board regarding the Experience Study, the valuation as of 12/31/2011, new assumption recommendations and the impact of changes in assumption or other policy components. Trustee Wood requested that legal counsel review the plan provisions listed in the Actuary report. Ms. Bennett inquired if the Experience Study should be delayed due to the PA152, the State of Michigan EVIP (Economic Vitality Incentive Program). Mr. Stump stated that Experience Study will not be affected by the PA 152. Mr. Stump stated that a benefit study may need to be completed if there will be proposed changes to retirement benefits. Attorney Ken Lane reviewed the Repayment of Refunded Accumulated Contribution Policy. Attorney Lane explained that the policy would allow a six- month payment plan. The Board discussed the policy and determined that it is the member's responsibility to initiate payment. Trustee Kraus expressed concern that there remain limited time frames in the policy to repay the system. Trustee Kraus expressed to the Board that if there is no time frame, it would harm the system. Trustee Oleson requested Mr. Chris Lake, IAFF to respond to his inquiry regarding if the repayment of refunded accumulated contributions should be done through collective bargaining. Mr. Chris Lake, IAFF, stated that he believed that the repayment provisions are not specific in the Police and Fire Retirement Ordinance--as in the Employees Retirement System Ordinance. Mr. Lake believed that the item should be done through collective bargaining. Attorney Ken Lane opined that a policy can be enacted and used for clarification for instances where there is grey area regarding a subject. Trustee Wood suggested that the policy language could be submitted and included in the draft Police and Retirement Ordinance and the Board could also adopt the policy, to cover the issue until the Ordinance is approved. Regular Meeting March 20, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Five It was moved by Trustee Wood and supported by Trustee Oleson to adopt the Repayment of Refunded Accumulated Contribution Policy and to submit the policy language to be included in the draft Police and Fire Retirement Ordinance. The Policy will replace and supersede all other repayment of Refunded Accumulated contribution policies and be placed in the Trustee Handbook. Adopted by the following vote: 6—0. Attorney Ken Lane updated the Board regarding Draft Police and Fire Retirement Ordinance. The Draft Ordinance is being reviewed by the unions. Trustee Hecksel updated the Board regarding duty disability retirees that will be scheduled for re-examinations. The following members were selected for review: Stephen Barnes, LaMarr Bowers, Christopher Durbin, John Lindsey, Cris Morrison, Luis Negron, and Robert Vargas. Trustee Hecksel also reported that the disability subcommittee received the medical report regarding Mr. Frank Lain. The disability subcommittee recommends concurrence with the Medical report to continue duty disability status. It was moved by Trustee Hecksel and supported by Trustee Oleson to concur with the Medical Director's report and continue duty disability for Mr. Frank Lain. Adopted by the following vote: 6—0. Trustee St. Aubin reported to the Board that Dr. Roth is reviewing additional information forwarded to him by the subcommittee regarding Mr. Young. Dr. Roth will have a report available for next month's meeting. The Board discussed inquiries regarding differences between the calculation of military and air time. Attorney Ken Lane informed the Board that the Retirement Office had contacted him regarding if there was beneficial treatment for the calculation of military time. Attorney Lane reviewed the IRS Code and did not find'information regarding differences. Attorney Lane was requested by the Board-.to review the state of Michigan HB 5055 and report at next month's meeting. Mr. Greg Stump stated that he will review the previous military service calculations with Gabriel, Roeder and Smith. Attorney Ken Lane updated the Board regarding the pension software project. Attorney Lane is reviewing documents provided by Tegrit Technologies. Karen Williams reviewed the February Investment and Securities Lending Report. It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the meeting. Adopted by the following vote: 6—0. The meeting adjourned at 11:12 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting April 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:36 a.m. Present: Trustees Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood — 7. Absent: Trustee Bernero Others: Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department), Trustee Bob Rose, Employees Retirement System Board. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the Official Minutes of the Police and Fire Retirement Board Meeting of March 20, 2012 as amended. Adopted by the following vote: 7- 0 Secretary's Report. 0 new fire member(s), 0 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 1 retired. Total: Active membership: 356. 3 death(s), Catherine = t E. Hibbard, died January 20, 2012, age 61, spouse of Police retiree; Thomas D. McNamara, Fire, died, March 31, 2012, age 80, spouse to receive 50%; Derold Husby, Police, died February 16, 2012, no surviving beneficiary. Refunds made since the last regular meeting amounted to $23,746.27. Retirement allowances paid for the month of March 2012 amounted to $2,121,884.26. Total retirement checks printed for the P&F System: 671. Total retirement checks printed for both systems: 1517. Domestic relations order received: 0 Domestic relations orders pending:. 0. Eligible domestic relations orders certified: 1. Mr. Benson inquired about beneficiary option of 50% mentioned in the secretary report. Fle asked if the option was a part of the Ordinance. Ms. Williams responded that the option was chosen at retirement in accordance with the options available to the member. Trustee Hecksel further explained that Fire Contract allows four options that are available to members to select at the time of retirement. Regular Meeting April 17, 2012Tuesday, 8:30 a.m. Council Conference Room loth Floor, City Hall Page Two Lansing, MI d inquired to the Retirement Office regarding the NonDutyr Death The Boar q provisions. Ms. Williams distributed deceased reviewed theOreiBoard discussed on regarding the Allowance for spouse the health care eligibility provisions and calculation of the benefit for the widow. It was moved by Trustee Hecksel and supported by Trustee OIeson to Service approve the following applications for Regular and Age Retirement: Chad Childs, Fire Department, 15 years, 11 months of service credit, age 40, Effective March 25, 2012. (NonDuty Death) Adopted by the following vote: 7 -0. There were no requests for Duty Disability. There were no requests for Non Duty Disability Retirement. There were no requests for Refund of Accurnulated Contributions. Ka ren Williams reviewed the Travel and Expense Reportle Departmentams will informed the Police and Fire R ort s ecifment BallydforatheeRefirement Boards. Ms. be constructing a fellable p p Williams requested suggestions for the fillable report. Mr. Benson suggested that written guidelines be provided for the report. Karen Williams announced to the Board that the Asset Consulting Group will provide Trustee Training, April 19, 2012. ustees Karen Williams reviewed the Due Diligence'-, schedule scheduled or to to be held in New York, who were attending The NCPERS Annual Conference is May 5-10. Conferees will join Mr. John Jackson of Asset Consulting Group to visit to local Investment managers, May 7. The MAPERS Spring Conference is scheduled for May 20 — 22, 2012. Regular Meeting April 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Page Three Lansing, MI Attorney Lane explained that Trustee Rose noticed that the policy specifically referred to Gabriel, Roeder and Smith as actuary and requested the policy be updated to reflect a change in actuaries and. fees. Attorney Lane distributed and reviewed. a modified version of the e ligible ed for Domestic changes inRactulons ariesOorder fee Payment Policy that would not need to b amend s. Trustee Wood left the meeting. It was moved by Trustee Oleson and supported by Trustee Hecksel to approve the Eligible Domestic Relations Order (EDRO) Payment Policy amendment. The new EDRO payment Policy will supersede all other outside legal counsel policies and the policy will be added to the Trustee Book. Adopted by the following vote: 6 — 0. Attorney Lane updated the Board that he met with Karen Williams of the Retirement Office to review the plan provisions in the Actuary Report. Attorney Lane informed the Board that there wre winor changes to th th the amendmenhe ts. plan provisions. Karen Williams contacted the EFl Actua Trustee Wood returned to the meeting. Attorney Ken Lane updated the Board regarding the Draft Police and Fire Retirement Ordinance. Attorney Lane reported that he met with the IAFF Union President, Chris Lake regarding the definition of Final Average Compensation and definition of dependents. Attorney Lane also discussed with the Board that he will meet with the City Attorney's Office to add language regarding in service purchase of military service time with 457 monies. Trustee Hecksel reported that the disability subcommittee met regarding the re- examination of Mr. Michael Young and recommends that the Police and Fire Board concur with the Medical Director's report to continue duty disability. It was moved by Trustee Hecksel and supported by Trustee Oleson to concur with the Medical Director's report and continue the duty disability of Mr. Michael Young. Adopted by the following vote: 7 — 0. Trustee Kraus reported that the disability subcommittee met regarding the re- examination of Mr. Daniel Hamel and recommends that the Police and Fire Board concur with the Medical Director's report to continue duty disability. Regular Meeting April 17, 2012Tuesday, 8:30 a.m. Council Conference Room 10th Floor, City Hall Page Four Lansing, MI It was moved by Trustee Kraus and supported by Trustee Fabus to go into closed sessions to review and discuss the Medical Director's report of Mr. Hamel. Adopted by the following roll call vote: 7 — 0. Yes: Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood No: 0 The session was closed at 9:08 a.m. The session resumed at 9:29 a.m. It was moved by Trustee Kraus and supported by Trustee Fabus to concur with the Medical Director's report and continue the duty disability for Mr. Daniel Hamel. Trustee Oleson stated that he was very disappointed with the recommendation of the Board does not support the motion. Trustee Kraus stated that the Board is bound by the Medical Director's opinion. Trustee Wood requested a legal opinion on the past practices of the Board regarding the Medical Director's report. Attorney Ken Lane opined that the Ordinancea pra only ctice the has Boardbees the to authority ollow t the to concur with the Medical Director. P recommendation of the Medical Director. Trustee Kraus requested a letter from legal counsel to the Onondaga Fire Department that Mr. Hamel should not be actively fighting fires. Trustee Hecksel inquired if the Board had any alternatives to the medical report, such as seeking a second opinion. Trustee Kraus was not supportive of the idea of seeking alternate opinion to the medical report. Trustee Oleson requested a roll call vote. Adopted by the following roll call vote: 5 — 2 Yes: Benson, Fabus, Kraus, St. Aubin, Wood:, No: Hecksel, Oleson Regular Meeting April 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Page Five Lansing, MI Trustee Oleson left the meeting. Ms. Williams requested di of uterom Master b the �IGabice neld, Roeder aFire lnd Smit(GRS). rement System regarding the continuation The fee range for the calendar year $1,900 to $2,700, Trustee Oleson returned to the meeting Trustee Kraus expressed that Minute Master is a separate and distinct product offered by GRS that provides a searchable database of the Board's minutes. Trustee Kraus suggested keeping the Minute Master Service until the Pension Software system is in place and the Board determines if the software is capable of maintaining minutes. It was moved by Trustee Kraus and supported by Trustee Benson to approve the continuation of Minute Master. Trustee amendment Woodt was offered a friendly amendment to not exceed $1,900 lower range. The Adopted by the following vote: 7 -0 Trustee Rose updated the Board on the Pension Software project. Trustee Rose informed the Board that the Information Technology department requested to extend Dewpoint's contract for the implementation of the software. Trustee Rose stated that the Joint Boards need to discuss 'a change of scope for services and review the need to continue the current contact. Information Technology is invited to the Joint meeting to discuss the change of scope for the Board. Attorney Lane updated the Board regarding the Pension Software contract. Attorney Lane reviewed the proposed contract with Eric Tumbarella, Information Technology and Karen Williams. Tegrit has requested an amendment to the start date for implementation. Tegrit Technologies stated that they would like to have 30 days after the contract is signed to assemble the project team. Attorney Lane updated the Board regarding the Military Service Credits. Attorney Lane reviewed Michigan HB 5505 and informed the Board that for systems that are not regulated by Act 345, that military time is calculated at different rate. Attorney Lane provided that information tarhecalcuglationspwithFGabrielrl Roeder Stump was going to review p Y and Smith. Karen Williams reviewed the March Investment and Securities Lending Report. The meeting adjourned at 9:49 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting June 19, 2012 Tuesday, 8:30 a;m. Council Conference Room 10th Floor, City Hall Lansing, MI The Board was called to order at 8:35 a.m. Present: Trustees Benson, Fabus, Hecksel, Kraus, St. Aubin, Wood — 6. P Absent: Trustee Bernero, Oleson Others: Karen E. Williams, Angela Bennett Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department). It was moved by Trustee Kraus and supported by Trustee Hecksel to approve the Official Minutes of the Police and Fire Retirement Board Meeting of April 17, 2012. Adopted by the following vote: 6- 0 It was moved by Trustee Hecksel and supported by Trustee Fabus to approve the Official Joint Minutes of the Employees Retirement System and the Police and Fire Retirement System Meeting of May 17, 2012. Adopted by the following vote: 6 - 0 Secretary's Report. 0 new fire member(s), 1 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 1 retired. Total: Active membership: 353. 1 death(s), Robert Curtis, Police, died 5/22/2012, age 91, spouse to receive 50%. Refunds made since the last regular meeting amounted to $0.00. Retirement allowances paid for the month of May, 2012 amounted to $2,114,889.32. Total retirement checks printed for the P&F System: 674. Total retirement checks printed for both systems: 1524. Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. It was moved by Trustee Kraus and supported by Trustee Hecksel to approve the following application for Regular Age and Service Retirement: Brian Hunter, Police Department, 25 years of service credit, age 50, effective May 16, 2012. Adopted by the following vote: 6 - 0 Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Ms. Williams reported that there were three requests for duty disability: Applicant #2012-P0619; Applicant#2012-F0620; Applicant#2012-F0621. It was moved by Trustee Kraus and supported by Trustee Hecksel to recess to allow the disability subcommittee to meet and review the requests for duty disability. Adopted by the following vote: 6 -0. The meeting recessed at 8:39 a.m. It was moved by Trustee Hecksel and supported by Trustee Wood to rise from recess. Adopted by the following vote: 6 - 0 The meeting resumed at 8:48 a.m. It was moved by Trustee Hecksel and supported by Trustee Kraus to begin the process the following applications for duty disability, Applicant #2012-P0619, Applicant #2012-F0620, Applicant #2012-F0621, and for the Retirement Office to send a letter of request to obtain the required documentation. Trustee Benson requested an explanation regarding the process and the requested documentation. Trustee Hecksel reviewed the duty disability process and reviewed the letter template requesting attendance records, return to work status, copies of incident reports, employment records and a list of all medical and psychological professionals. Trustee Hecksel stated that the information should be made available to the medical director to make an informed decision. Trustee Hecksel indicated that the letter would outline and make clear what is required for documentation. Adopted by the following vote: 6 — 0 Trustee Wood suggested that the Request for Documentation letter be made a part of the policy. Trustee St. Aubin informed the Board that the disability subcommittee recommends that medical records be transferred from doctor to doctor. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Trustee Wood requested that Attorney Ken Lane amend the letter and provide the letter for approval by the Board for inclusion with the duty disability application policy. Trustee Hecksel requested that once a letter has been finalized, that a copy be sent to the bargaining unit to speed up the process. Trustee Kraus suggested that the disability applicant can contact the Retirement Office for a copy of the letter instead of sending the letter to the bargaining unit. Trustee Hecksel stated that it was acceptable for the member to get a copy of the letter from the Retirement Office. There were no requests for Non Duty Disability Retirement. Ms. Williams reported to the Police and Fire Retirement Board that Mr. Ryan Kilpatrick, Police Department requested his accumulated contributions of $11,854.97. It was moved by Trustee Fabus and supported by Trustee Wood to approve the Request for Refund of Accumulated Contributions of Mr. Ryan Kilpatrick, Police Department for $11,854.97. Trustee Kraus inquired if Mr. Kilpatrick would be called back to service. Trustee St. Aubin indicated that Mr. Kilpatrick would not be returning. Adopted by the following vote: 6 — 0. Trustee Hecksel requested an excuse for Trustee Oleson from the June Retirement Board meeting. Trustee St. Aubin also informed the Board that he had been contacted by Trustee Oleson for an excused absence. Trustee St. Aubin also indicated that absence members from the May meeting need to be excused because there was no quorum. It was moved by Trustee Hecksel and supported by Trustee Wood to excuse Trustee Oleson from the June Police and Fire Retirement Board Meeting. Adopted by the following vote: 6 — 0 Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four It was moved by Trustee Wood and supported by Trustee Kraus to excuse Trustees Benson, Fabus and Hecksel from the May Police and Fire Retirement Board Meeting. Adopted by the following vote: 6 — 0. Trustee St. Aubin provided a MAPERS Spring Conference Report. Trustee St. Aubin attended a workshop regarding actuarial assumption rates. He also got an opportunity to talk with trustees from other municipalities regarding some of the common issues effecting Retirement Board. Trustee St. Aubin was pleased to report that the City of Lansing Police and Fire Retirement Board is ahead of the curve in regards to having MAPERS recommended policies in place. He thanked the Board for their hard work adopting these policies. Trustee Fabus added that he also found the MAPERS Spring Conference informative. He informed the Board that he attended the Emerging Markets Presentation workshop. He also gained insight regarding legislative updates presented during the Conference. Trustee Benson also enjoyed attending his first MAPERS Conference. He attended the workshop relating to the Role of the Custodian and found the conference very informative. Karen Williams reviewed the Travel and Expense Reports. The fillable report was specifically designed for the Retirement Boards. Ms. Williams also reviewed written guidelines for completing the report. Karen Williams announced that the MAPERS Fall Conference will be held, September 9 through September 11, 2012. Attorney Kenneth Lane provided a legislative update for Public Act 314. The legislation to amend Public Act 314 did pass the Senate Attorney Lane provided an update on the Draft Ordinance recommendation. Attorney Lane reviewed the recent Board policy regarding repaying accumulated contributions to the Retirement System. The Board policy was to be incorporated into the draft ordinance. Trustee Fabus inquired what the time frame for repaying accumulated contributions to the Retirement System. Trustee Fabus stated that he had questions from officers who had been called back. He was informed that members had five years. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Five Attorney Lane opined that the Police and Fire Retirement System Ordinance had no time frame listed. The Police and Fire Retirement Board adopted a policy to allow repayment within 6 months. Members could be granted another six month extension to repay the contributions. Ms. Williams indicated that the Police and Fire Retirement System followed the Employees Retirement System guidelines for repaying accumulated contributions. Trustee St. Aubin indicated that members can repay the monies by rollover. Attorney Ken Lane stated that the Ordinance indicates that accumulated contributions must be repaid with interest up to the time of repayment. Attorney Lane also indicated that members who were not called back within four years, the former must pull their contributions out or risk losing the money. The time limit from separation of service to pull unvested monies out of the system is five years. Trustee Wood inquired if members who were laid off prior to the new policy are allowed the extra time to pay back accumulated contributions.. Trustee St. Aubin inquired if extra monies can be deducted from payroll for members who are returning from lay-off. Trustee Hecksel stated that he would support a member being allowed to repay accumulated contributions over five year period through payroll deduction. Trustee Kraus indicated payroll deductions must be addressed by the administration. Attorney Ken Lane discussed the modified benefit of purchasing military service credits with 457 deferred compensation monies. Attorney Lane indicated that because the language would modify a benefit. The issue should be initiated through collective bargaining. Attorney Lane inquired if the Police and Fire Retirement Board wished to go forward with recommending the Ordinance without the military service credits amendment. Trustee Wood recommended that the Police and Fire Retirement Board move the Ordinance forward without the military service credit amendment. Trustee Wood stated that a letter from the Retirement Board stating that will be forwarded to the Mayor's Office and then presented to the City Council. Regular Meeting June 19, 2012Tuesday, 8:30 a.m. Council Conference Room 10th Floor, City Hall Page Six Lansing, MI Karen Williams announced that there were 6 duty disability retirees that had not submitted their Income Verifications. Ms. Williams reviewed the Board Policy that indicated second requests be sent out to disability retirees that did not report. The Board agreed that nd be suspended return their income verification, that those members pension wou Karen Williams distributed the EFI Actuaries recommendations for assumption changes to the Police and Fire Retirement Boards based on the Experience Study. It was moved by Trustee Hecksel and supported by Trustee Fabus to amend the interest rate from 8% to 7.5% phasing the rate changes over a five year period, and allow aone-year forbearance to the City first drrate Administration. JanuarySt. Auin , 20b4, offered a friendly amendment to begin the moving from 8% to 7.9% and each January 1, the rate would decrease by .1% until the recommended rate is reached. Trustee Benson inquired what basis was the to determine the inflationrate change to 3�0mendation /° for the interest rate change to 7.5 andhe inflation Trustee Hecksel stated that the motion was made to provide the City Administration time to budget for the impact of the changes. Ms. Bennett indicated these assumptions are revisited after every Experience Study. Adopted by the following vote: 5 — 0. The Board discussed amending the Police and Fire Retirement System's inflation rate assumption. It was moved by Trustee Wood and Trustee Kraus to amend the inflation rate assumption from 4% to 3% based upon the EFI recommendation. Trustee Fabus offered a friendly amendment to change the 1 inflation the rate would decrease by32%% a beginning January 1, 2014, and each January , until the recommended rate is reached. Adopted by the following vote: 6 — 0. Karen Williams asked the Police and Fire Retirement Office if they wanted EFI Actuaries to come to the July meeting to review the remaining assumption with Trustees. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Seven The Board agreed to have EFI Actuaries at the July meeting to review the remaining assumption change recommendations. Attorney Kenneth Lane updated the Police and Fire Retirement Board contract discussion with Tegrit. Trustee Rose of the Employees Retirement System has been involved with negotiating an appropriate price and solving contract issues. Attorney Ken Lane updated the Board that language regarding military service credits have been drafted. Attorney Lane discussed the differences between service credits and military service credits. Karen Williams distributed the request for cash needs requirement. It was moved by Trustee Hecksel and supported by Trustee Kraus to liquidate $2.7 million from the T. Rowe Price portfolio and $1.5 million from the Northern Trust S & P 500 Index Fund for the cash needs request from the City Finance Department to reimburse the General Fund. Trustee Kraus requested if Ms. Bennett knew the time frame that the cash needs request for management fees covered. Ms. Bennett indicated she was uncertain if the cash needs request for just for management fees. The reimbursement request may also include pension payment liabilities. Ms. informed the Retirement Board that the General Fund also pays the pension payments and investment fees up front and then is reimbursed by the Retirement System. Trustee Wood requested a breakdown of all the fees that were included in the request and asked that the Retirement Board investigate paying the reimbursement on a regular schedule. Adopted by the following vote: 6 — 0. Karen Williams informed the Police and Fire Retirement Board that Asset Consulting Group received a request for the Board to receive quarterly commission recapture payments instead of monthly payments. The Board agreed to receive quarterly commission recapture payments. Karen Williams reviewed the March Investment and Securities Lending Report. It was moved Trustee Hecksel and supported by Trustee Fabus to adjorn the meeting. Adopted by the following vote: 5 — 0 The meeting adjourned at 10:13 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 ;m. �a 10th Floor, City Hall Lansing, MI C, The Board was called to order at 8:35 a.m. Present: Trustees Benson, Fabus, Hecksel, Kraus, St. Aubin, Wood — 6. == r ? Absent: Trustee Bernero, Oleson Others: Karen E. Williams, Angela Bennett Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department). It was moved by Trustee Kraus and supported by Trustee Hecksel to approve the Official Minutes of the Police and Fire Retirement Board Meeting of April 17, 2012. Adopted by the following vote: 6- 0 It was moved by Trustee Hecksel and supported by Trustee Fabus to approve the Official Joint Minutes of the Employees Retirement System and the Police and Fire Retirement System Meeting of May 17, 2012. Adopted by the following vote: 6 - 0 Secretary's Report. 0 new fire member(s), 1 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 1 retired. Total: Active membership: 353. 1 death(s), Robert Curtis, Police, died 5/22/2012, age 91, spouse to receive 50%. Refunds made since the last regular meeting amounted to $0.00. Retirement allowances paid for the month of May, 2012 amounted to $2,114,889.32. Total retirement checks printed for the P&F System: 674. Total retirement checks printed for both systems: 1524. Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. It was moved by Trustee Kraus and supported by Trustee Hecksel to approve the following application for Regular Age and Service Retirement: Brian Hunter, Police Department, 25 years of service credit, age 50, effective May 16, 2012. Adopted by the following vote: 6 - 0 Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Ms. Williams reported that there were three requests for duty disability: Applicant #2012-P0619; Applicant #2012-F0620; Applicant#2012-F0621. It was moved by Trustee Kraus and supported by Trustee Hecksel to recess to allow the disability subcommittee to meet and review the requests for duty disability. Adopted by the following vote: 6 -0. The meeting recessed at 8:39 a.m. It was moved by Trustee Hecksel and supported by Trustee Wood to rise from recess. Adopted by the following vote: 6 - 0 The meeting resumed at 8:48 a.m. It was moved by Trustee Hecksel and supported by Trustee Kraus to begin the process the following applications for duty disability, Applicant #2012-P0619, Applicant #2012-F0620, Applicant #2012-F0621, and for the Retirement Office to send a letter of request to obtain the required documentation. Trustee Benson requested an explanation regarding the process and the requested documentation. Trustee Hecksel reviewed the duty disability process and reviewed the letter template requesting attendance records, return to work status, copies of incident reports, employment records and a list of all medical and psychological professionals. Trustee Hecksel stated that the information should be made available to the medical director to make an informed decision. Trustee Hecksel indicated that the letter would outline and make clear what is required for documentation. Adopted by the following vote: 6 — 0 Trustee Wood suggested that the Request for Documentation letter be made a part of the policy. Trustee St. Aubin informed the Board that the disability subcommittee recommends that medical records be transferred from doctor to doctor. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Trustee Wood requested that Attorney Ken Lane amend the letter and provide the letter for approval by the Board for inclusion with the duty disability application policy. Trustee Hecksel requested that once a letter has been finalized, that a copy be sent to the bargaining unit to speed up the process. Trustee Kraus suggested that the disability applicant can contact the Retirement Office for a copy of the letter instead of sending the letter to the bargaining unit. Trustee Hecksel stated that it was acceptable for the member to get a copy of the letter from the Retirement Office. There were no requests for Non Duty Disability Retirement. Ms. Williams reported to the Police and Fire Retirement Board that Mr. Ryan Kilpatrick, Police Department requested his accumulated contributions of $11,854.97. It was moved by Trustee Fabus and supported by Trustee Wood to approve the Request for Refund of Accumulated Contributions of Mr. Ryan Kilpatrick, Police Department for $11,854.97. Trustee Kraus inquired if Mr. Kilpatrick would be called back to service. Trustee St. Aubin indicated that Mr. Kilpatrick would not be returning. Adopted by the following vote: 6 — 0. Trustee Hecksel requested an excuse for Trustee Oleson from the June Retirement Board meeting. Trustee St. Aubin also informed the Board that he had been contacted by Trustee Oleson for an excused absence. Trustee St. Aubin also indicated that absence members from the May meeting need to be excused because there was no quorum. It was moved by Trustee Hecksel and supported by Trustee Wood to excuse Trustee Oleson from the June Police and Fire Retirement Board Meeting. Adopted by the following vote: 6 — 0 Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four It was moved by Trustee Wood and supported by Trustee Kraus to excuse Trustees Benson, Fabus and Hecksel from the May Police and Fire Retirement Board Meeting. Adopted by the following vote: 6 — 0. Trustee St. Aubin provided a MAPERS Spring Conference Report. Trustee St. Aubin attended a workshop regarding actuarial assumption rates. He also got an opportunity to talk with trustees from other municipalities regarding some of the common issues effecting Retirement Board. Trustee St. Aubin was pleased to report that the City of Lansing Police and Fire Retirement Board is ahead of the curve in regards to having MAPERS recommended policies in place. He thanked the Board for their hard work adopting these policies. Trustee Fabus added that he also found the MAPERS Spring Conference informative. He informed the Board that he attended the Emerging Markets Presentation workshop. He also gained insight regarding legislative updates presented during the Conference. Trustee Benson also enjoyed attending his first MAPERS Conference. He attended the workshop relating to the Role of the Custodian and found the conference very informative. Karen Williams reviewed the Travel and Expense Reports. The fillable report was specifically designed for the Retirement Boards. Ms. Williams also reviewed written guidelines for completing the report. Karen Williams announced that the MAPERS Fall Conference will be held, September 9 through September 11, 2012. Attorney Kenneth Lane provided a legislative update for Public Act 314. The legislation to amend Public Act 314 did pass the Senate Attorney Lane provided an update on the Draft Ordinance recommendation. Attorney Lane reviewed the recent Board policy regarding repaying accumulated contributions to the Retirement System. The Board policy was to be incorporated into the draft ordinance. Trustee Fabus inquired what the time frame for repaying accumulated contributions to the Retirement System. Trustee Fabus stated that he had questions from officers who had been called back. He was informed that members had five years. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Page Five Lansing, MI Attorney Lane opined that the Police and Fire Retirement System Ordinance had no time frame listed. The Police and Fire Retirement Board adopted a policy to allow repayment within 6 months. Members could be granted another six month extension to repay the contributions. Ms. Williams indicated that the Police and Fire Retirement System followed the Employees Retirement System guidelines for repaying accumulated contributions. Trustee St. Aubin indicated that members can repay the monies by rollover. Attorney Ken Lane stated that the Ordinance indicates that accumulated contributions must be repaid with interest up to the time of repayment. Attorney Lane also indicated that members who were not called back within four years, the former must pull their contributions out or risk losing the money. The time limit from separation of service to pull unvested monies out of the system is five years. Trustee Wood inquired if members who were laid off prior to the new policy are allowed the extra time to pay back accumulated contributions. Trustee St. Aubin inquired if extra monies can be deducted from payroll for members who are returning from lay-off. Trustee Hecksel stated that he would support a member being allowed to repay accumulated contributions over five year period through payroll deduction. Trustee Kraus indicated payroll deductions must be addressed by the administration. Attorney Ken Lane discussed the modified benefit of purchasing military service credits with 457 deferred compensation monies. Attorney Lane indicated that because the language would modify a benefit. The issue should be initiated through collective bargaining. Attorney Lane inquired if the Police and Fire Retirement Board wished to go forward with recommending the Ordinance without the military service credits amendment. Trustee Wood recommended that the Police and Fire Retirement Board move the Ordinance forward without the military service credit amendment. Trustee Wood stated that a letter from the Retirement Board stating that will be forwarded to the Mayor's Office and then presented to the City Council. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Six Karen Williams announced that there were 6 duty disability retirees that had not submitted their Income Verifications. Ms. Williams reviewed the Board Policy that indicated second requests are sent out to disability retirees that did not report their income. The Board agreed that if the retirees did not return their income verification, that those members' pension would be suspended. Karen Williams distributed the EFI Actuaries recommendations for assumption changes to the Police and Fire Retirement Boards based on the Experience Study. It was moved by Trustee Hecksel and supported by Trustee Fabus to amend the interest rate from 8% to 7.5% phasing the rate changes over a five year period, and allow one-year forbearance to the City Administration. Trustee St. Aubin offered a friendly amendment to begin the first rate change January 1, 2014, moving from 8% to 7.9% and each January 1, the rate would decrease by .1% until the recommended rate is reached. Trustee Benson inquired what basis was used to determine the recommendation for the interest rate change to 7.5% and the inflation rate change to 3%. Trustee Hecksel stated that the motion was made to provide the City Administration time to budget for the impact of the changes. Ms. Bennett indicated these assumptions are revisited after every Experience Study. Adopted by the following vote: 5 — 0. The Board discussed amending the Police and Fire Retirement System's inflation rate assumption. It was moved by Trustee Wood and Trustee Kraus to amend the inflation rate assumption from 4% to 3% based upon the EFI recommendation. Trustee Fabus offered a friendly amendment to change the inflation rate from 4% to 3.8% beginning January 1, 2014, and each January 1, the rate would decrease by .2% until the recommended rate is reached. Adopted by the following vote: 6 — 0. Karen Williams asked the Police and Fire Retirement Office if they wanted EFI Actuaries to come to the July meeting to review the remaining assumption with Trustees. Regular Meeting June 19, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Seven The Board agreed to have EFI Actuaries at the July meeting to review the remaining assumption change recommendations. Attorney Kenneth Lane updated the Police and Fire Retirement Board contract discussion with Tegrit. Trustee Rose of the Employees Retirement System has been involved with negotiating an appropriate price and solving contract issues. Attorney Ken Lane updated the Board that language regarding military service credits has been drafted. Attorney Lane discussed the differences between service credits and military service credits. Karen Williams distributed the request for cash needs requirement. It was moved by Trustee Hecksel and supported by Trustee Kraus to liquidate $2.7 million from the T. Rowe Price portfolio and $1.5 million from the Northern Trust S & P 500 Index Fund for the cash needs request from the City Finance Department to reimburse the General Fund. Trustee Kraus requested if Ms. Bennett knew the time frame that the cash needs request for management fees covered. Ms. Bennett indicated she was uncertain if the cash needs request for just for management fees. The reimbursement request may also include pension payment liabilities. Ms. Bennett informed the Retirement Board that the General Fund also pays the pension payments and investment fees up front and then is reimbursed by the Retirement System. Trustee Wood requested a breakdown of all the fees that were included in the request and asked that the Retirement Board investigate paying the reimbursement on a regular schedule. Adopted by the following vote: 6 — 0. Karen Williams informed the Police and Fire Retirement Board that Asset Consulting Group received a request for the Board to receive quarterly commission recapture payments instead of monthly payments. The Board agreed to receive quarterly commission recapture payments. Karen Williams reviewed the March Investment and Securities Lending Report. It was moved by Trustee Hecksel and supported by Trustee Fabus to adjourn the meeting. Adopted by the following vote: 5 — 0 The meeting adjourned at 10:13 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting July 17, 2012 ' 4' Council Conference Room Tuesday, 8:30 a.m. c-n 10th Floor, City Hall Lansing, MI The Board was called to order at 8:35 a.m. Present: Trustees Benson, Fabus, Hecksel, Kraus , Oleson, St. Aubin, Wood--7.`-" Absent: Trustee Bernero Others: Karen E. Williams, Finance Department; Greg Stump, EFI Actuaries, Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Chris Lake, IAFF, Steve Harry, citizen. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the Official Minutes of the Police and Fire Retirement Board Meeting of June 21, 2012. Adopted by the following vote: 7- 0 The Police and Fire Board reviewed the Official Joint Minutes of the Employees Retirement System and the Police and Fire Retirement System Meeting of June 21, 2012. Trustee Wood stated that she made a statement regarding her concern how the reimbursement to City was handled that she would like reflected in the minutes. Trustee Wood will confer with Karen Williams of the Retirement Office. Trustee St. Aubin stated that the Joint minutes will be placed on the agenda for next month. Mr. Chris Lake, IAFF, requested to make public comments regarding the Police and Fire Retirement Board's request for documentation letter that are given to disability applicants. Mr. Lake stated that he requested information for two members who were considering applying for duty disability. He spoke with the members and reviewed the policies that he had at the time. The two applicants applied to the Board for duty disability and received a letter requesting documentation. Mr. Lake requested clarification for the documentation from the Trustee Oleson. Mr. Lake asked the Police and Fire Board for additional clarification because he did not understand the relevance of the some of the items requested. Mr. Lake stated that it was his understanding that the members had been approved to see the doctor and wondered why some of the documentation was needed. Mr. Lake requested a policy regarding the letter requesting information. Regular Meeting July 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Trustee Hecksel stated the approval to see the doctor was contingent upon the Board receiving the information requested. Attorney Lane opined that past practice of the Police and Fire Retirement Board and consultation with Dr. Roth who requested additional information that would be helpful in his evaluation. Attorney Lane reviewed that the Police and Fire Board decided to have all applicants provide the same information. Trustee Kraus indicated that the Police and Fire Board deal with the member not the union. Trustee Kraus did not feel it was appropriate to give information directly to the union. Trustee Kraus further indicated that it is not the Board's position to determine what may or may not be relevant to the Medical Director. Trustee Hecksel stated that as a fiduciary, he wants to feel comfortable that all the information that the Medical Doctor requests is provided to him, not just the information that support the claim. Trustee Oleson asked when the letter of request will be added to the policy. Secretary's Report. 0 new fire member(s), 0 new police members, 0 reinstatement(s), 1 refund(s), 0 transfers, 2 retired. Total: Active membership: 350. 0 death(s) Refunds made since the last regular meeting amounted to $11,854.97. Retirement allowances paid for the month of June, 2012 amounted to $2,103,533.75. Total retirement checks printed for the P&F System: 674. Total retirement checks printed for both systems: 1529. Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. It was moved by Trustee Hecksel and supported by Trustee Oleson to approve the following application for Regular Age and Service Retirement: Bruce F. Barrons, Fire Department, 26 years, 9 months of service credit, age 50, effective June 16, 2012. Adopted by the following vote: 7 - 0 Ms. Williams reported that three requests for duty disability, Applicant #2012- P0619; Applicant #2012-170620; Applicant #2012-F0621, were pending waiting for information requested from applicants. There were no requests for Non Duty Disability Retirements. Regular Meeting July 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Ms. Williams reported that there was one request for refund of accumulated contribution from Mr. Daryl McCulloch, Police Department for $7,143.75. It was moved by Trustee Fabus and supported by Trustee Wood to approve the Request for Refund of Accumulated Contributions of Mr. Daryl McCulloch, Police Department for $7,143.75. Adopted by the following vote: 7 — 0. Karen Williams reminded that the MAPERS Fall Conference will be held, September 9 through September 11, 2012. Mr. Steve Harry inquired to the Police and Fire Board if service is limited to twenty-five years for the purposes of calculating pensions. Trustee St. Aubin responded that there was no benefit for pension calculation beyond twenty-five years. The change was made through collective bargaining. Attorney Kenneth Lane provided an updated Duty Disability Application policy draft that adds a request for Documentation letter to the disability application process. Attorney Lane reviewed the items that were being requested. The trustees provided amendments to the language of the letter. Trustee Hecksel wanted to confirm that the letter stated that the medical records should go from doctor to doctor. Attorney Lane confirmed that modifications can be made to the letter at a later date. It was moved by Trustee Kraus and supported by Trustee Hecksel to approve the new Police and Fire Retirement System Duty Disability Application Policy and that it supersedes any previous duty disability application policy, The new policy will be added to the Trustee Handbook. Adopted by the following vote: 7- 0. Attorney Lane requested direction from the Board regarding coordinating its disability process with Worker's Compensation. Attorney Lane informed the Board that he had a meeting with the City Attorney's Office, Police Department and Worker's Compensation staff. Regular Meeting July 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four Attorney Lane reviewed a situation where a member was approved for duty disability by the Medical Director, but not approved for Worker's Compensation. Attorney Lane and Attorney Jack Roberts explained the Police and Fire Retirement Ordinance and current duty disability application process. Attorney Lane stated that he was asked if to bring to the Board, if it would be beneficial to for the doctors to share information. The Board agreed to continue its current process. Attorney Lane provided a draft for the Repayment off Accumulated Contributions form and notice. Trustee St. Aubin stated that he contacted the City regarding installment payments for accumulated contributions repayment. Trustee St. Aubin stated that the City preferred lump sum payments. Trustee St. Aubin requested that Attorney Lane verify if members would be allowed to pay with installments before the forms and notices are approved. Trustee St. Aubin requested that items be added to agenda regarding the City Reimbursement request. Trustee Oleson expressed his concern regarding the process of $4.2 reimbursement request from the City. It was moved by Trustee Oleson and supported by Trustee Wood to request an audit of the City Reimbursement from 2010 through the current request. Trustee Wood expressed concern that the Police and Fire Retirement Board was not asked to make quarterly withdrawals to cover all the expenses. Trustee Wood expressed concerned how the request was presented. Trustee Wood explained that the initial memo requested withdrawals for management fees. It was later determined and explained that the request also consisted of payroll liabilities that included federal and state income taxes. Trustee Wood stated that we have made quarterly withdrawals but nothing was mention regarding income. Trustee Oleson wanted a second opinion from an outside source regarding the amounts that were reimbursed. Trustee Kraus explained at the last meeting the Board received an itemized list of the expenses paid. Trustee Kraus agreed that the concern was how it was presented. She believed it was more of an accounting issue than a payment issue. Trustee Kraus believed that the bigger issue is how the Board would proceed moving forward. Trustee Kraus suggested that the Board should have to make this agenda issue to discuss with Karen Williams on how best to report the expenses paid on behalf of the Retirement Board. Regular Meeting July 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Five Greg Stump stated that he found it unusual that the tax liabilities and expenses were paid from the Retirement System to the City. Trustee Kraus explained that payroll, tax liabilities, and Retirement System expenses are paid from portfolio to reimburse the City. Trustee Hecksel stated that he would be comfortable if the Retirement Office could provide an accounting of expenses paid by the general fund to the Police and Fire Board. Trustee Wood wanted to ensure that when quarterly withdrawals are done, the monies are for the gross amount of expenses. Trustee Fabus expressed concern about the costs of an outside audit. Trustee Fabus also added that the timing of the reimbursement, whether year end or quarterly is important for investment purposes. The Board agreed to postpone the motion until next month. Trustee Wood suggested that the motion by tabled. Trustee Oleson will contact the Retirement Office to have an itemized list for the previous years. Attorney Lane opined that the motion can be postponed or withdrawn. Trustee Hecksel reviewed the itemized list provided by the Accounting department and noticed that two retirees missed their appointments with the Medical Director and the Board was charged a late fee of $150. It was moved by Trustee Hecksel and supported by Trustee Oleson to withhold $150 from the Mr. Lane and Ms. Norton's checks to reimburse the city. Trustee Wood provided a friendly amendment that was accepted by Trustee Oleson to have the members invoiced first and then if the bill is not paid, the $150 would be withheld. Attorney Lane suggested that the late fee reimbursement be included in the Duty Disability Policy. Adopted by the following vote: 7 — 0. Karen Williams reported that one retiree's duty disability income would need to be modified in accordance with the Police and Fire Retirement Ordinance and Board policy due to excess outside income. Regular Meeting July 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Six It was moved by Trustee Hecksel and supported by Trustee Wood to modify the duty disability retiree's pension due to excess outside income. Adopted by the following vote: 7 — 0. Mr. Greg Stump reviewed the finalized Experience Study and suggested a contribution and funding policy for the Police and Fire Board's consideration. Mr. Stump described the implications of the assumption recommendation for the Police and Fire Retirement System. Mr. Stump estimated the total impact would be $1.8 million for 2012 Ms. Kraus requested an explanation regarding the financial impact of changing from Open to Closed amortization. Mr. Stump stated that although there would be no immediate impact, there would be an impact in later year. Mr. Stump reviewed the Police and Fire Board's decision to phase in the interest rate and inflation rate over a five year period, starting in 2014. Mr. Stump disagreed with the implementation. He suggested that the Police and Fire Board should accept the assumption recommendation and adopt a contribution policy and funding policy for this year. The funding policy would increase the City's annual contribution by 10% each year. Trustee Benson inquired if Mr. Stump's recommendations take into account the economic conditions, such as the recent recession, fluctuations in payroll. Mr. Stump stated that his recommendation does not take into account the conditions and fluctuations in payroll. However, EFI can provide projection that take differing variables in effect. Trustee Hecksel expressed concern about Mr. Stump's suggested policy. Trustee Hecksel stated that the Board's attention was to provide an incremental predictable contribution increase for the City. The Board's intention was also to provide the City some time to budget the additional monies needed to implement the recommended changes. Mr. Stump stated that the Retirement System portfolio is still recognizing losses from 2008 and 2011. Mr. Stump stated that inflation remains low. His recommended funding and contributions policy would allow the City to catch-up to the actuarial cost. Mr. Stump advised that 10% is the least amount that he would recommend. Mr. Stump agreed to provide a letter detailing and comparing strategies for the recommended contribution and funding policy for the Police and Fire Retirement Board's consideration. Regular Meeting July 17, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Seven Trustee Kraus stated that the Police and Fire Retirement Board decision would affect the City's General Fund. Trustee Fabus expressed concern that the funded amount would less than the actuarially calculated amount. Trust Wood requested that Attorney Lane review the Police and Fire Retirement Ordinance to determine if funding the system with an amount less than what is actuarially calculated is a violation of the Ordinance. It was moved by Trustee Kraus and supported by Trustee Hecksel to accept the finalized Experience Study and approval is contingent upon Board review of Actuarial recommendation. Trustee Benson provided a friendly amendment that was accepted by Trustee Kraus to receive the report instead of accept. Adopted by the following vote: 6 — 0. The Actuarial Experience Study presented by EFI Actuaries was received by Police and Fire Retirement Board. Attorney Kenneth Lane updated the Police and Fire Retirement Board that contracts negotiation for pension software had been completed and final contracts were available to be signed. Karen Williams contacted Gabriel, Roeder Smith to locate a copy of the letter regarding the special treatment of Military Service Credits. Attorney Ken Lane updated the Police and Fire Retirement Board regarding security lending issues presented by Attorney Novak. Attorney Lane stated that he would provide a letter of direction to the Retirement Office to escrow funds for K-12. Attorney Lane reported that the City Attorney's Office had no issue with the movement of shares. Karen Williams reviewed the June Investment and Securities Lending Report. It was moved by Trustee Oleson and supported by Trustee Fabus to adjourn the meeting. Adopted by the following vote: 7 — 0 The meeting adjourned at 10:43 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting August 21, 2012 Council Conference Room Tuesday, 8:30 am. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:39 a.m. - , Present: Trustees Benson, Fabus, Hecksel, Kraus , Oleson, St. Aubin, Wood t,7. , Absent: Trustee Bernero Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Chris Lake, IAFF, Steve Harry, citizen. It was moved by Trustee Hecksel and supported by Trustee Fabus to approve the Official Minutes of the Police and Fire Retirement Board Meeting of July 17, 2012. Adopted by the following vote: 7- 0 It was moved by Trustee Wood and supported by Trustee Oleson to approve the Official Joint Minutes of the Employees Retirement System and the Police and Fire Retirement System Meeting of June 21, 2012. Adopted by the following vote: 7 — 0. Mr. Steve Harry inquired about getting a copy of the amended Police and Fire Retirement Ordinance. Trustee Wood stated that Council Staff will provide one to him. Mr. Chris Lake, IAFF, distributed prepared questions for EFI Actuaries regarding the Police and Fire Retirement Board's actuarial and experience report. Mr. Lake stated that in his efforts to understand the contribution increase and other items in actuarial reports, he contacted the International Union's pension resource department. Mr. Lake provided an overview of the questions he had regarding the Post Retirement Benefit adjustment, termination, disability and mortality rates. Mr. Lake had questions on longevity and pay increases and the effect on contribution level. Mr. Lake reviewed questions on the economic assumptions and amortization recommendation presented by EFI Actuaries. Trustee Fabus requested the information from the International Union from which the prepared questions were drafted. Regular Meeting August 21, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Page Two Lansing, MI Secretary's Report. 0 new fire member(s), 0 new police members, 6 reinstatement(s), 1 refund(s), 0 transfers, 0 retired. Total: Active membership: 355. 2 death(s), Gary Lee Thomas, Fire, died 6/29/2012, age 76, spouse to 50%; William T. Martin, Jr., Police, died 7/21/2012, age 68, no beneficiary. Refunds made since the last regular meeting amounted to $7,143.75. Retirement allowances paid for the month of July, 2012 amounted to $2,103,591.13. Total retirement checks printed for the P&F System: 674. Total retirement checks printed for both systems: 1532. Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. Trustee Fabus inquired if the police members who were reinstated had repaid their withdrawn pension contributions. Ms. Williams indicated that there was 1 police officer who paid back pension contributions. Ms. Williams also indicated that not all of the police members withdrew their pension contributions. Trustee St. Aubin informed the Police and Fire Retirement Board that he sent out an email to members notifying them that if they wished to have their service credit restored, they must back their pension contributions withdrawn from the system. It was moved by Trustee Fabus and supported by Trustee Hecksel to approve the following application for Regular Age & Service Retirement: Philip W. Bailey, Police Department, 25 years of service of credits, age 50, effective August 16, 2012. (Purchased 7 months of service) Adopted by the following vote: 7 — 0. Ms. Williams reported to the Police and Fire Retirement Board that Applicant #2012-P0821 has requested consideration for Duty Disability. Trustee Kraus reported to the Police and Fire Retirement Board that the disability subcommittee met and recommends that Applicant #2012-P0821 be referred to the doctor. It was moved by Trustee Kraus and supported by Trustee Hecksel to referred applicant #2012-P0821 to the doctor under the updated disability application process. Adopted by the following vote: 7 -0. Ms. Williams reported to Police and Fire Retirement Board that Applicant #2012 — P0619, Applicant #2012-P0620, and Applicant #2012-170621 had been seen by the Medical Director and that the subcommittee is waiting for the medical reports. There were no requests for Non Duty Disability Retirements. There were no requests for Non Duty Disability Retirements. Karen Williams, Retirement Office requested permission from the Police and Fire Retirement Board to attend the MAPERS Conference. It was moved by Trustee Oleson and supported by Trustee Benson to allow Karen Williams permission to attend the MAPERS Fall Conference and that the cost would be split between the Employees Retirement System and the Police and Fire Retirement System. Trustee Wood offered a friendly amendment that Ms. Williams provide a MAPERS Fall Conference Report. Adopted by the following vote: 7 — 0 The Police and Fire Retirement Board reviewed a letter provided by EFI Actuaries regarding recommendations for assumption changes. Trustee Hecksel inquired if there was a deadline to accept the recommendations for assumption changes. Trustee Hecksel requested that the questions provided by the IAFF Union be sent to EFI Actuaries for a response. It was moved by Trustee Hecksel and supported by Trustee Benson to submit the questions provided by the IAFF Union to EFI Actuaries for a response. Adopted by the following vote: 7 — 0. Trustee Wood and Trustee Fabus requested that EFI provide dollar amounts for the contributions changes listed in the letter. Trustee St. Aubin requested that members submit questions to the chair, and those questions will be forwarded to the actuary. Attorney Ken Lane provided an update for the Police and Fire Retirement Ordinance. The Ordinance has been submitted to City Council for review. Attorney Ken Lane also updated the Board regarding the Michigan Senate Bill 797 to amend Public Act 314. Attorney Lane provided a review of the draft policy regarding the repayment of accumulated contributions requested by the Retirement Office. Regular Meeting August 21, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four It was moved by Trustee Wood and supported by Trustee Oleson to approve the Accumulated Contributions Repayment form and Policy. The policy supersedes any accumulated contributions repayment form and policy and will be included in the Trustee Book. Adopted by the following vote: 7 — 0. Trustee Wood updated the Retirement Board regarding the process to approve the Police and Fire Retirement Ordinance. Trustee Wood indicated that the Ordinance was reviewed and discussed by Ways and Means Committee. The Public Hearing was set August 27, 2012 and the Ordinance should be passed by the end of September. Attorney Ken Lane reviewed the amended Disability Application Policy. He detailed the language in the letter of request for information and added that any cancellations fees are the responsibility of the disability applicant or retiree. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the Disability Application Policy. The policy supersedes any Disability Application Policy and will be included in the Trustee Book. Adopted by the following vote: 7 - 0 Trustee Fabus inquired to legal counsel regarding the State of Michigan teachers retirement amendments and what implications that may have for public employees. Attorney Lane reviewed the state laws that protect collective bargaining of retirement benefits. Trustee St. Aubin reported that the disability subcommittee met regarding Ms. Sheryl Norton who was referred for a medical reexamination. The report has been received. During the process, Ms. Norton has converted to age and service retirement. Karen Williams reviewed the Quarterly Operating Expenses Report. It was moved by Trustee Hecksel and supported by Trustee Benson to adjourn the meeting. Adopted by the following vote: 7 — 0 The meeting adjourned at 9:10 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting September 18, 2012 Council Conference Room Tuesday, 8:39 a.m. r� 10th Floor, City Hall Lansing, MI °'. =? The Board was called to order at 8:37 a.m. Present: Trustees Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood Absent: Trustee Bernero Others: Angela Bennett, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Chris Lake, IAFF, Robert Rose, Trustee, Employees Retirement System Board. It was moved by Trustee Hecksel and supported by Trustee Kraus to approve the Official Minutes of the Police and Fire Retirement Board Meeting of August 21, 2012. Adopted by the following vote: 7- 0 Secretary's Report. 0 new fire member(s), 0 new police members, 1 reinstatement(s), 1 refund(s), 0 transfers, 1 refired. Total: Active membership: 354. 3 death(s), Gary R. Powers, Fire, died August 29, 2012, age 77, beneficiary to receive 50%; Donna Yauch, died 8/24/2012, age 86, spouse of Police retiree; Nile McClintic, Police, died, August 24, 2012, age 87, no beneficiary. Refunds made since the last regular meeting amounted to $0.00. Retirement allowances paid for the month of August, 2012 amounted to $2,103,783.19. Total retirement checks printed for the P&F System: 674. Total retirement checks printed for both systems: 1526. Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. Trustee Wood inquired about the number of police and fire members who were re- called from being laid-off. She asked how many of the returning members had taken contributions and reimbursed monies to the retirement system. Trustee Wood requested that Year-to-date totals for reimbursements be included in the Secretary's Report. Regular Meeting September 18, 2012 Council Conference Room Tuesday, 8:30 a.m. loth Floor, City Hall Lansing, MI Page Two It was moved by Trustee Fabus and supported by Trustee Benson to approve the following application for Regular Age & Service Retirement: Philip Nardone, Police Department, 25 years, 1 month of service credits, age 54, effective September 8, 2012. William Byrnes, Police Department, 25 years, 3 months of service credits, age 52, effective September 8, 2012. Adopted by the following vote: 7 — 0. Ms. Williams reported to the Police and Fire Retirement Board that the Retirement Office had received requested documentation from Applicant #2012-P0821 and that applicant is being scheduled to see the Medical Director. Trustee Hecksel reported to the Police and Fire Retirement Board that the disability subcommittee met and reviewed the medical reports of Applicant #2012 — P0619, Applicant #2012 — F0620, and Applicant #2012-F621. The disability subcommittee recommends approval of duty disability for the applicants based on -the medical director's recommendation. It was moved by Trustee Hecksel and supported by Trustee Kraus to approve the duty disability retirements for Applicant #2012 — P 0619, Applicant #2012 —F0620 and Applicant#2012-F0621 based upon the Medical Director's recommendations. Trustee Fabus asked to review the medical director's reports. The reports were reviewed by the Board and returned to the Retirement Analyst. Adopted by the following vote: 7 -0. There were no requests for Non Duty Disability Retirements. Karen Williams reported that Mr. Joshua Palmer, Fire, had submitted a request for the refund of his accumulated contributions of $38,973.01. It was moved by Trustee Hecksel and supported by Trustee Oleson to approve the Mr. Joshua Palmer's request for the Refund of Accumulated Contribution in amount of$38,973.01. Adopted by the following vote: 7 — 0. Regular Meeting September 18, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Karen Williams, Retirement Office gave a report regarding her attendance at the MAPERS Fall Conference. Ms. Williams discussed the Administrator's Workshop topics that included duty disability issues, service credit and pension-related concerns faced by retirement offices. Ms. Williams also found the final session informative regarding Open and Closed Pension Plan software. Ms. Williams indicated the handouts from the sessions could be found on the MAPERS website. Trustee Fabus provided his MAPERS report and found that networking and learning from the experience of others were the best part of the Conference. Trustee Hecksel reported about networking and the legislative update session. Trustee Oleson reported that he found the. keynote speaker at the MAPERS Conference informative. Trustee Kraus reported that she attended the Trustee Training Seminar and was impressed by the information and discussed the Hybrid Plan sessions. Trustee Ed Benson also found the MAPERS Conference informative. Trustee Benson inquired how presenters are selected. Ms. Williams informed that Police and Fire Retirement Board that the NCPERS Public Service Conference was scheduled to be held October 7 — 11, 2012. The Board discussed the EFI Recommendations for Assumption Changes. The Board requested that EFI Actuaries be available at the next meeting to address questions from the Board. Trustee Hecksel and Trustee Wood requested that EFI provide dollar amounts for the 10% suggested funding plan instead of percentage. Trustee Wood requested from the administration the amount budgeted for retirement system pensions. Trustee Benson inquired if the Police and Fire Departments had a fitness policy. Trustee St. Aubin stated that there are facilities for the Police officers to use. Trustee Hecksel and Trustee Oleson explained the members sometimes are required to lift excessive weights and injuries are not always avoidable. Attorney Ken Lane provided a MAPERS Report regarding the Trustee Development Seminar Information. Attorney Lane reviewed the Open Meeting Act and requirements of the Reciprocal Retirement Act. Attorney Lane distributed and reviewed an agreement with Dewpoint to have Dawn Polihonki act as project liaison during the pension software implementation. Attorney Lane explained that the project liaison duties were revised and the amount was capped at $11,000. Regular Meeting September 18, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four It was moved by Trustee Kraus and supported by Trustee Oleson to approve the Dewpoint contract. Adopted by the following vote: 7 — 0 Trustee Bob Rose of the Employees Retirement System Board updated the Police and Fire Retirement Board regarding the pension software project. Trustee Rose reported that he, the Retirement Office, Finance Department, Human Resource, and Legal counsel met with Tegrit for an initial meeting to discuss the implementation of the Arrivos system. Tegrit will provide a software demonstration for October 9, 2011. All members are invited to attend. Attorney Ken Lane reviewed the Wasatch/Comerica Collective Trust Agreement. Attorney Lane had no objections to the agreement and that the paperwork was ready for the chair's signature. Attorney Lane indicated that the agreement does provide an option for Trustees or their designee to review the status of investment online. The Police and Fire Board discussed and declined the online option. Trustee Hecksel reported to the Police and Fire Retirement Board that the disability subcommittee met and reviewed the medical report for Mr. Christopher Durbin. The Medical Director's reports recommended the continuation of Mr. Durbin's duty disability. Trustee Fabus inquired. about Dr. Roth's expertise regarding back injuries. Trustee Fabus inquired if the Retirement Board should meet with Dr. Roth to discuss this issue. Trustee St. Aubin clarified that Dr. Roth has referred applicants to medical specialists in the past when he did not feel qualified to review the applicant's disability. Trustee St. Aubin asked Trustee Fabus if he would like to have Dr. Roth come to a meeting to review his qualifications. Trustee Fabus indicated that there has been an increase in back injuries and he would like to ask Dr. Roth if the Board can provide extra assistance or provide additional information for the medical director's evaluation. He expressed concern regarding Dr. Roth's expertise in evaluating back injuries. Attorney Lane discussed the last meeting between Dr. Roth and the Police and Retirement Board. Dr. Roth indicated that his expertise was back injuries and occupational medicine. Attorney Lane opined that there was no issue in having Dr. Roth come to a meeting at the Board's pleasure to review his qualifications. Regular Meeting September 18, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Five The Police and Fire Retirement Board discussed the Securities Monitoring settlements from Invacare. Trustee Hecksel indicated that he talked with Attorney Novak regarding the Board's dismay with the amount of settlement received by Milberg, using the Police and Fire Board as a plaintiff. However, the Board did receive a small amount that would not have otherwise been gained. Trustee Wood indicated that these derivative actions were approved by the Board. Trustee Wood also stated that these actions do not cost the Board anything. However, the Board should inquire about the fees incurred by Milberg. Trustee Kraus added that Milberg did inform the Board that the derivative action may not produce monetary awards for the Retirement System. However, Milberg did not indicate the potential for a large settlement for their company. Trustee St. Aubin expressed concern regarding approving future derivative cases. The Police and Fire Board discussed knowing what questions to ask in the future regarding cases brought by the securities monitoring firms. Attorney Ken Lane discussed that the Board was not as familiar with the derivative actions and discussed if a material gain in the stock could be measured. Attorney Lane discussed that many of the Trustees were more familiar with the punitive or fraud case actions in regards to Securities monitoring. It was moved by Trustee Hecksel and supported by Trustee Benson to submit the questions provided by the IAFF Union to EFI Actuaries for a response. Adopted by the following vote: 7 — 0. Karen Williams distributed and reviewed the Police Trustee Election posting. The election is for the expiring term of Trustee Brad St. Aubin, December 31, 2012. The Board reviewed the posting and provided suggested amendments. It was moved by Trustee Wood and supported by Trustee Hecksel to approve the Police Trustee Election posting as amended. Adopted by the following vote: 7 — 0. Karen Williams also informed the Board that two members are needed to count and review the votes if necessary. Trustee Fabus and Trustee Kraus volunteered to serve as election officials. Karen Williams reported to the Board that she contacted Gabriel, Roeder, & Smith regarding their letter to the Retirement System explaining Military Service Credit calculations. Ms. Williams received a response from Gabriel, Roeder and Regular Meeting September 18, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Six Smith that the company was unable to provide the requested correspondence as their document retention policy directs them to only keep information for five years of a former client. Trustee St. Aubin suggested some members who had military service credit calculation prepared and requested the Retirement Office provide those and any additional calculations to EFI Actuaries. Trustee Oleson requested to remove the City Reimbursement Audit item from the agenda. Trustee Wood requested that Attorney Lane provide updated Police and Fire Retirement Ordinance for the Trustee Books and an online copy to the Retirement Office. Karen Williams reviewed the Investment and Securities Lending Report for the month of August. It was moved by Trustee Benson and supported by Trustee Kraus to adjourn the meeting. Adopted by the following vote: 7 — 0 The meeting adjourned at 10:20 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting November 6, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board was called to order at 8:38 a.m. Present: Trustees Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood — 6. Absent: Trustee Benson, Bernero Others: Angela Bennett, Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department); Greg Stump, EFI Actuaries. It was moved by Trustee Fabus and supported by Trustee Hecksel to approve the Official Minutes of the Police and Fire Retirement System Board Meeting of October 16, 2012. Adopted by the following vote: 6 — 0 There were no comments for items on the agenda. -; rj Secretary's Report. CD 0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0 transfers, 0 retired. Total: Active membership: 349. 2 death(s), Michael C. Miller, Fire, died 9/7/2012, age 73, no beneficiary; Helen Kennedy, diedc_ i Tj 10/12/2012, age 95, spouse of Fire retiree. Refunds made since the last',-: regular meeting amounted to $0.00. Reimbursements to the System year-to date amount to $7,537.56. Retirement allowances paid for the month of October, 2012 amounted to $2,125,137.48. Total retirement checks printed for the P&F System: 675. Total retirement checks printed for both systems: 1529 Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. 'There were no applications for Regular Age & Service Retirement. Karen Williams updated the Board regarding Applicant #2012-P0821. The medical director was waiting for a report from another doctor. The report has been received and the applicant has been scheduled to see the doctor. There were no requests for non duty disability retirement. There were no requests for refunds of accumulated contribution. Regular Meeting November 6, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two It was moved by Trustee Hecksel and supported by Trustee Oleson to excuse Trustee Benson from the November Police and Fire Retirement System Board Meeting. Adopted by the following vote: 6 -0 Ms. Williams updated the Board regarding the Arrivos Pension Software. Tegrit provided a demonstration of the Arrivos software for Board members. Trustee Hecksel discussed the Membership Portal, which would allow employees to perform retirement estimates and what-if scenarios. Trustee Wood expressed concern that the death check feature was not part of the base program. The Board discussed having the feature as an add-on to the software. Karen Williams reported that the MAPERS Annual Membership Fees are due for renewal. The $100 renewal fee is paid from the Securities Lending account. It was moved by Trustee Oleson and Trustee Hecksel to renew the MAPERS Annual Membership and pay the fee from the Board's Administrative funds. Adopted by the following vote: 6 — 0 Trustee St. Aubin informed the Board that the Military Service Credits would be discussed during the Actuarial Valuation with Mr. Greg Stump. Mr. Greg Stump updated the Board the status of the military service credits calculations. Mr. Stump informed the Board that he met with Attorney Kenneth Lane to determine how the calculations should be prepared in accordance with legislation. Mr. Stump stated that although he did not receive an adequate response from the former actuary firm regarding how the calculations are done. Mr. Stump was comfortable with the legislation and his discussion with Attorney Ken Lane. Mr. Stump prepared test cases and his numbers were close to the former actuary's numbers for military service credits. Mr. Stump recommended a written policy regarding military credit that would include calculations based upon the pay rate, contribution rate, interest rate (from the date the member is hired to the date of purchase) and number of years. Mr. Greg Stump stated that he used the current funding interest rate for the calculations. Mr. Stump provided in some cases universal time can be less expensive than military time. Mr. Stump stated that the policy can also include a provision that if universal time is less expensive, the member can choose to purchase the universal time. Regular Meeting November 8, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Three Attorney Lane indicated that a member who elects to claim the military service credit shall pay to the retirement system an amount together with interest equal to the annual contribution rate in effect at the time of his election multiplied by the number of years (either one or two). Mr. Stump also recommended that the Police and Fire Board review and consider amendments to its EDRO policy. Trustee Kraus indicated that there is a difference between how military time and universal time is used toward health care. Military time can be applied for health care; universal time cannot be used for health care. The Board discussed the purchase of military time with deferred compensation. The Board recommended that the issue be resolved through collective bargaining. It was moved by Trustee Fabus and supported by Trustee Hecksel accept the Military Time Calculation Policy until there is a written policy as the Pay Rate X Contribution Rate plus Interest rate (current assumption rate at time of purchase) x Years of Military Service. Trustee Wood offered a friendly amendment that was accept that the policy is accepted as recommended by EFI actuaries and contingent upon legal counsel review from the City Attorney's Office. Trustee Wood requested that the written policy be included in the Retirement Ordinance. Mr. Greg Stump presented the City of Lansing Police and Fire Retirement System Annual Review and Funding Policy. Mr. Stump provided an update of the actuarial valuation as of December 31, 2011 and discussed the demographic and investment experience. The 2011 Demographic Experience was favorable, but the Investment experience was unfavorable due to lower than expected returns. Mr. Stump reviewed the assumption changes from the Experience Study. He reviewed long term funding and current costs. Mr. Greg Stump discussed his recommendation for a funding policy and moving to a close amortization schedule. Mr. Stump reviewed the difference between open and closed amortization. Mr. Stump discussed the impact of implementing the new assumptions and provided an estimate of City Contributions to the Police and Fire Retirement System. Mr. Stump reviewed two alternate funding policies for the Board's review. His recommendation was to have a 10% increase per year (contribution amount) funding policy to implement the experience study assumptions. Mr. Stump stated that the phased in approach should catch up the actuarial cost within a reasonable time period of five years. Regular Meeting November 8, 2012 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Four Trustee Kraus requested input from Ms. Angela Bennett regarding the funding policy suggestion. Ms. Angela Bennett reviewed the estimated city contributions amounts provided by EFI. Ms. Bennett agreed with the closed amortization. Ms. Bennett stated that the experience study assumptions should be phased in, taking into account the City budget challenges. Ms. Bennett had questions regarding the contributions if the experience study had not been implemented. Ms. Bennett inquired about the impact of the underfunding on the pension plan using the recommended policy. Ms. Bennett wanted to make certain that the valuation dates and the fiscal years presented were correct. The Board discussed the EFI funding policy recommendations. Trustee Kraus expressed concern that the funding policy recommendation would be accepted as the full contribution because it would below the actuarial cost Attorney Lane reviewed the proposal before the Board. Attorney Lane stated that the actuarial cost without the experience assumption changes would be $9.2 million. If all the experience study contributions are accepted, the actuarial cost would be $10.9 million. Attorney Lane reviewed that the funding policy recommendation would set the contribution at $10.2 million. Attorney Lane informed the Board that he would review Public Act 314 to make certain the recommended funding policy does not violate current law. Ms. Bennett requested that the Board delay action until she reviewed the actuarial numbers with Mr. Greg Stump regarding the valuation dates and the fiscal dates. It was moved by Trustee Oleson and supported by Trustee Wood to accept the EFI Experience Study Assumption changes and adopt the recommended funding policy, contingent upon legal counsel review; and that is supersedes previous Police and Fire Board action regarding interest and inflation rate amendments. Ms. Bennett expressed concern regarding the actuarial numbers provided in the presentation. Ms. Bennett would like to discuss the information with Mr. Stump to determine if the numbers correlate with the valuation dates and fiscal dates. Adopted by the following vote: 6 — 0 Trustee Wood requested that if there were concern regarding the actuarial numbers after Ms. Bennett and EFI met, that Mr. Stump contact the chair as soon as possible. Trustee St. Aubin reported that the 2012 Police and Fire Pension Contribution interoffice communication from Angela Bennett had been received by the Retirement Board. It was moved by Trustee Wood and supported by Trustee Hecksel to accept the 2012 Police & Fire Pension Contribution notice that the City of Lansing contributed $9,976,000 on November 1, 2012. Adopted by the following vote: 6 — 0. Attorney Ken Lane updated the Retirement Board regarding Public Act 314, immediate effect had been postponed. Attorney Lane updated the Board that there were amendments to Final Average Compensation that needed to be included in the Ordinance. Attorney Lane indicated that Wasatch did not provide all the necessary forms initially. The forms have been received and upon receiving signatures from the two chairpersons, the Wasatch investment could be funded. Ms. Williams updated the Police and Fire Retirement Board regarding the Police Trustee Election. She informed the Board that if only one nominating petition was received, there would not be elections held. Ms. Williams distributed the 2013 Meeting dates for the Police and Fire Retirement Boards. Karen Williams reviewed the Quarterly Cash Flow and October Securities Lending Report. It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the meeting. Adopted by the following vote: 6 — 0 The meeting adjourned at 10:31 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System