HomeMy WebLinkAbout2013 Police and Fire Retirement System minutes FINAL CITY OF LAMBING
JOINT POLICE & FIRE RETIREMENT SYSTEM
and
EMPLOYEES RETIREMENT SYSTEM
MINUTES
Joint Meeting February 19, 2013
Council Conference Room Tuesday, 9:30 a.m.
10th Floor City Hall
Lansing, MI
The meeting was called to order at 9:39 a.m.
A quorum of the Police and Fire Retirement Board and the Employees Refiremp'n ; ~`
Board was present.
Trustees present: (Police & Fire), Benson, Fabus, Hecksel, Kraus, St. Aubin, Olesin, t
Wood — 7. C`'
(ERS), Dedic, Kraus, Munroe, McCaffery, Parker, Rose, Taylor, Wood — 8.
Other presents: Angela Bennett, Karen Williams, Finance Department; Ken Lane, Clark
Hill Law Office (representing the City Attorney's Office); Cliff Kalish, Patrick Quinn,
William Blair.
Mr. Cliff Kalish provided an overview of the William Blair organization. Mr. Patrick
Quinn provided an Investment philosophy and process presentation. Mr. Quinn
discussed the investment performance and the portfolio strategy.
Mr. George Tarlas, Asset Consulting Group provided a Year-End Performance Review
of the Police and Fire Retirement System and Employees Retirement System
investment portfolios. Mr. Tarlas discussed the global economy and its impact on
investments. He provided an analysis of the equities, fixed income and real estate
assets.
Mr. George Tarlas reviewed the TRowe Price Investment guidelines and amendments
that include Investment objectives, strategies, unauthorized investments and restrictions
and Performance Benchmarks. Mr. Tarlas requested that the Police and Fire System
and the Employees Retirement System accept the new guidelines for TRowe Price.
It was moved by Trustee Wood and supported by Trustee Hecksel to accept the TRowe
Price Investment guidelines as arnended for the Police and Fire Retirement System,
contingent upon approval by legal counsel.
Adopted by the following vote: 6 - 0
Joint Meeting February 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor City Hall
Lansing, MI page 2
It was moved by Trustee Wood and supported by Trustee Parker to accept the TRowe
Price Investment Guidelines as amended for the Employees Retirement System,
contingent upon legal counsel approval.
Adopted by the following vote: 8 — 0.
Mr. George Tarlas reviewed the Quarterly Cash Flow Withdrawal Requests. The
Employees Retirement System Board and the Police and Fire Board agreed to $10,000
for quarterly cash flow withdrawals for administrative expenses.
It was moved by Trustee Hecksel and supported by Trustee Benson to approve
quarterly cash flow withdrawal of $3.5 million from the Integrity portfolio and $3.5 million
from the William Blair portfolio as recommended by Asset Consulting Group, and
$10,000 from the Northern Trust Securities Lending account to the Comerica account
for Police and Fire Retirement System administrative expenses.
Adopted by the following vote: G — 0.
Trustee Hecksel requested an educational meeting with George Tarlas to discuss
investment options available with the passage of amendments to Public Act 314.
It was moved Trustee Parker and supported by Trustee Rose to approve quarterly cash
flow withdrawal of $3 million from the Integrity portfolio and $3 million from the William
Blair portfolio as recommended by Asset Consulting Group, and $10,000 from the
Northern Trust Securities Lending account to the Comerica account for Employees
Retirement System administrative expenses.
Adopted by the following vote: 8 — 0.
Trustee Robert Rose provided an update of the Tegrit Software implementation.
Trustee Rose discussed the manual data load and discussed death check services
proposal to the pension system software. Trustee Rose reported that the Tegrit
Software committee will review the death check proposals and provide a
recommendation at the next Board meeting.
Trustee Rose discussed the Dewpoint Contract extension for Dawn Polihonki as the
project coordinator for the software implementation. Trustee Rose requested an
extension of $30,000 for the professional services agreement and that the costs are
shared by the Employees Retirement System and the Police and Fire Retirement
System.
Joint Meeting February 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor City Hall
Lansing, MI Page 3
It was moved by Trustee Wood and supported by Trustee Kraus that the Employees
Retirement System approve the Dewpoint contract extension for $15,000 and that the
costs be paid from the Security Lending Administrative funds.
Adopted by the following vote: 8-0
It was moved by Trustee Wood and supported by Trustee Hecksel that the Police and
Fire Retirement Systern approve the Dewpoint contract extension for $15,000 and that
the costs be paid from the Security Lending administrative funds.
Adopted by the following vote: 6 — 0.
Trustee Mark Parker updated the Joint Boards regarding the Retirement Conference for
2013. Trustee Parker reported that the contract had been signed for the Lansing Center
for September 14, 2013. Trustee Parker stated that the subcommittee will begin
meeting to discuss the selection of speakers, health screenings, and conference
budget.
The Joint Board discussed the merger between EFI and Cheiron. Trustees expressed
concerns about the new structure of the merged company and that this company is
different from the one hired by the Boards. Trustees also expressed concerns that Mr.
Greg Stump, one of their primary actuary had left EFI. Attorney Ken Lane reviewed the
contract provisions for termination of actuarial services.
The Joint Boards discussed having presentations by both companies, Cheiron and Mr.
Greg Stump's new company, Boomershine Consulting Group. The Joint Board
discussed having 45 minute presentations with an additional 15 minutes for questions.
Trustee Wood stated requested that the presentations be held before March 31, before
the City budget process and meetings begin.
The Meeting adjourned at 11:43 a.m.
Minutes approved on
Angela Bennett, Secretary
Scott Dedic, Chairperson Brad St. Aubin, Chairperson
Employees Retirement System Police and Fire Retirement System
CITY OF LA SING
JOINT POLICE & FIRE RETIREMENT SYSTEM
and
EMPLOYEES RETIREMENT SYSTEM
MINUTES
Joint Meeting March 19, 2013
Council Conference Room Tuesday, 9:30 a.m.
10th Floor City Hall
Lansing, MI
The meeting was called to order at 9:30 a.m.
A quorum of the Police and Fire Retirement Board and the Employees Retirement
Board was present.
Trustees present: (Police & Fire), Benson, Fabus, Hecksel, Kraus, Oleson, St: Auxin,
Oleson — 7. _
ERS), Kraus, McCaffery, Munroe Parker Rose Wood — 6.
Other presents: Angela Bennett, Karen Williams, Finance Department; Ken Lane, Cfiarrk
Hill Law Office (representing the City Attorney's Office); Karen Earley, Michael -NAIle, rn
Cheiron, Inc.; Gregory Stump, David Boomershine, Boomershine Consulting Group.
Mr. Michael Noble and Ms. Karen Earley provided an overview of the Cheron
organization. Mr. Nobel discussed the formation of Cheiron and described the team
that would be assigned to the City of Lansing Police and Fire Retirement System and
and the Employees Retirement System.
Mr. Noble reviewed Cheiron's growth and the public sector experience. Mr. Noble also
discussed the P-Scan technology. The Board discussed the transition from EFI to
Cheiron with Mr. Noble.
Mr. Greg Stump provided an overview of his actuarial background. Mr. Stump and Mr.
David Boomershine provided an overview of the Boomershine Consulting Group (BCG)
Organization. Mr. Stump described the experience of the actuarial team that would be
assigned to the City of Lansing Police and Fire Retirement System and the Police and
Fire Retirement System.
Mr. Stump and Mr. Boomershine discussed the customer service, a possible transition
process and contracts. Mr. Stump and Mr. Boomershine discussed Mr. Boomershine
future retirement and the growth of firm with Mr. Stump as lead actuary.
The Board discussed having a meeting Thursday, April 18 to allow trustees to review
both firms for actuarial services.
Joint Meeting March 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor City Hall
Lansing, MI Page 2
Trustee St. Aubin requested that members who had additional questions should forward
the questions to the chairperson for responses from the actuaries.
Trustee Rose requested that members who had additional questions should forward the
questions to the vice chairperson for responses from the actuaries.
The Joint Retirement Board also requested an educational meeting with George Tarlas
to discuss investment options available with the passage of amendments to Public Act
314.
The Meeting adjourned at 11:53 a.m.
Minutes approved on
Angela Bennett, Secretary
Scott Dedic, Chairperson Brad St. Aubin, Chairperson
Employees Retirement System Police and Fire Retirement System
CITY OF LANSING
JOINT POLICE & FIRE RETIREMENT SYSTEM
and
EMPLOYEES RETIREMENT SYSTEM
MINUTES
Joint Meeting March 19, 2013
Council Conference Room Tuesday, 9:30 a.m.
10th Floor City Hall
Lansing, MI
The meeting was called to order at 9:30 a.m.
A quorum of the Police and Fire Retirement Board and the Employees Retirement
Board was present.
Trustees present: (Police & Fire), Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin,
Oleson — 7.
(ERS), Kraus, McCaffery, Munroe, Parker, Rose, Wood — 6.
Other presents: Angela Bennett, Karen Williams, Finance Department; Ken Lane, Clark
Hill Law Office (representing the City Attorney's Office); Karen Earley, Michael Noble,
Cheiron, Inc.; Gregory Stump, David Boomershine, Boomershine Consulting Group.
Mr. Michael Noble and Ms. Karen Earley provided an overview of the Cheiron
organization. Mr. Nobel discussed the formation of Cheiron and described the team
that would be assigned to the City of Lansing Police and Fire Retirement System and
and the Employees Retirement System.
Mr. Noble reviewed Cheiron's growth and the public sector experience. Mr. Noble also
discussed the P-Scan technology. The Board discussed the transition from EFI to
Cheiron with Mr. Noble.
Mr. Greg Stump provided an overview of his actuarial background. Mr. Stump and Mr.
David Boomershine provided an overview of the Boomershine Consulting Group (BCG)
Organization. Mr. Stump described the experience of the actuarial team that would be
assigned to the City of Lansing Police and Fire Retirement System and the Police and
Fire Retirement System.
Mr. Stump and Mr. Boomershine discussed the customer service, a possible transition
process and contracts. Mr. Stump and Mr. Boomershine discussed Mr. Boomershine
future retirement and the growth of firm with Mr. Stump as lead actuary.
The Board discussed having a meeting Thursday, April 18 to allow trustees to review
both firms for actuarial services.
Joint Meeting March 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor City Hall
Lansing, MI Page 2
Trustee St. Aubin requested that members who had additional questions should forward
the questions to the chairperson for responses from the actuaries.
Trustee Rose requested that members who had additional questions should forward the
questions to the vice chairperson for responses from the actuaries.
The Joint Retirement Board also requested an educational meeting with George Tarlas
to discuss investment options available with the passage of amendments to Public Act
314.
The Meeting adjourned at 11:53 a.m.
Minutes approved on
Angela Bennett, Secretary
Scott Dedic, Chairperson Brad St. Aubin, Chairperson
Employees Retirement System Police and Fire Retirement System
CITY OF LANSING
JOINT POLICE & FIRE RETIREMENT SYSTEM
and
EMPLOYEES RETIREMENT SYSTEM
SPECIAL MEETING MINUTES ='
CJ]
Joint Meeting Aril 18 2013
Council Conference Room Tuesday, 9:15 a.m.
10th Floor City Hall
Lansing, MI -
The meeting was called to order at 9:20 a.m.
A quorum of the Police and Fire Retirement Board and the Employees Retirement
Board was present.
Trustees present: (Police & Fire), Benson, Hecksel, Kraus, Oleson, St. Aubin, Wood —
6.
(ERS), Dedic, Kraus, McCaffery, Munroe, Parker, Rose, Wood — 7.
Other presents: Angela Bennett, Karen Williams, Finance Department; Ken Lane, Clark
Hill Law Office (representing the City Attorney's Office).
Trustee Rose expressed his concerns with Boomershine Consulting Group and asked
that a Request for Proposals (RFP) process for the actuary began.
Trustee Wood informed the Board that she had concerns with Cheiron and preferred
Boomershine Consulting Group.
It was moved by Trustee Rose to have a RFP process for actuarial services, limited to
four firms.
The motion died.
It was moved by Trustee Hecksel and supported by Trustee Oleson to terminate the
contract with Cheiron and hire Boomershine Consulting Group for actuarial services for
the Police and Fire Retirement System, pending legal review.
Mr. Benson requested information regarding the termination provision in the contract.
Attorney Ken Lane opined that the current contract with Cheiron had a 21-day
termination provision.
Adopted by the following vote: 5- 1
Joint Meeting April 18, 2013
Council Conference Room Tuesday, 9:15 a.m.
10th Floor City Hall
Lansing, MI
It was moved by Trustee Kraus and supported by Trustee Benson to start the RFP
process for actuarial services to begin within six months.
Roll Call Vote: 4 — 2
Yes: Benson, Kraus
No: Hecksel, Oleson, St. Aubin Wood.
The motion failed.
Ms. Angela Bennett expressed her concern and disappointment that the Retirement
Board did not open up the Request for Proposals.
Trustee Munroe had concerns with Boomershine and requested that the ERS Board
remain with Cheiron until the RFP process is completed.
It was moved by Trustee Parker and supported by Trustee Rose to terminate the
contract with Cheiron and hire Boomershine Consulting Group for actuarial services for
the Employees Retirement System, pending legal review; and for the Employees
Retirement System began the RFP process within six months.
Trustee Munroe had concerns about waiting six months to begin the RFP process.
Trustee Monroe expressed concern regarding the transition process and its effect on
the Retirement Offices. Trustee Monroe inquired about the length of the Boomershine
Contract.
Attorney Ken Lane stated that he drafts the contracts to allow for a 21-day termination
period.
Adopted by the following Roll Call Vote: 5 -2
Yes: Dedic, Kraus, Munroe, Parker, Rose
No: McCaffery, Wood
Attorney Ken Lane will make contact with Boomershine Consulting Group to review
contracts.
Trustee Wood requested that Police and Fire Retirement Board be invited to participate
in the RFP process.
Joint Meeting April 18, 2013
Council Conference Room Tuesday, 9:15 a.m.
10th Floor City Hall
Lansing, MI
Ms. Angela Bennett discussed the City Budget proposal for the Retirement Boards to
reimburse the City for pension costs. Ms. Angela Bennett stated that the
recommendation was for the Fiscal Year 2014. Ms. Bennett explained this proposal
includes the services provided by the Retirement Staff, the Payroll staff and the
accounting costs. Ms. Bennett distributed a spreadsheet to detail the costs.
Trustee Wood stated this proposal is a part of the budget process. The City cannot take
the money from the Retirement System without the Board's approval.
Trustee Rose inquired to the legal counsel regarding the effect of funding an
employee's position by the Retirement Boards and labor issues associated with that
position. Trustee Rose asked legal counsel to determine the implications of this funding
change proposal.
Trustee Wood inquired to the legal counsel regarding liability issues of the Retirement
Board funding a City position.
Ms. Angela Bennett stated that the reimbursement proposal from the City is for direct
costs, like payroll, accounting, and pension services.
Trustee Hecksel stated that he is not clear on the proposal. Trustee Hecksel stated
that the proposal requests are for $176, 311 for administrative costs to be split by the
two Retirement systems. Trustee Hecksel inquired what would happen if the Board
refused the request.
Trustee Antonia Kraus requested information how this request would be handled going
forward from this point.
Attorney Ken Lane opined that he did not believe that the City was obligated to provide
administrative services for the Retirement System. Attorney Lane will provide further
research.
Trustee McCaffery stated that he believed that the City could assess an administrative
charge to the system
Trustee Rose expressed concern on who would audit these costs presented for
reimbursements.
Trustee Dedic discussed about hiring a retirement analyst and legal counsel in the past.
Trustee Dedic stated the he was not comfortable using the Retirement Systems
Securities Lending account to pay for these services. The account was not set up to
pay these fees.
Trustee Wood inquired what would happen if the securities lending account was not
available. Trustee Wood inquired if the costs would be paid from the Retirement
System investments.
Attorney Ken Lane requested time to investigate the questions raised by Trustees
regarding the City budget recommendations.
Trustee Hecksel inquired about what other departments are charged for services.
Angela Bennett explained the.City of Lansing indirect cost program and provided a list
of services within the government that is not part of the General Fund. Ms. Bennett
listed the Community Development, Parking, Block Grants, and Road Funds. Angela
Bennett stated that she discussed the direct costs with the actuary. Ms. Bennett stated
that these costs would become a part of normal costs for the Retirement System. Ms.
Bennett believed that the costs should be reviewed annually.
Trustee Benson inquired about why the City of Lansing would not be responsible for
these fees, instead of charge backs to the Retirement System. Many charges within
federal, city, state are based on external budgets. Trustee Benson stated that the costs
have not been built into Retirement System, and questioned if the Systems had a
revenue source to pay these charges.
Trustee Wood requested that the both chairs provide a letter to City Council stating that
no recommendations have been made.
Trustee Rose notified the Board that Tegrit would be at the next Joint Meeting.
The Meeting adjourned at 10:22 a.m.
Minutes approved on
Angela Bennett, Secretary
Scott Dedic, Chairperson Brad St. Aubin, Chairperson
Employees Retirement System Police and Fire Retirement System
CITY OF LANSING
JOINT POLICE & FIRE RETIREMENT SYSTEM
and
EMPLOYEES RETIREMENT SYSTEM
SPECIAL MEETING MINUTES
Joint Meeting May 23, 2013
Council Conference Room Thursday, 9:30 a.m.
10th Floor City Hall
Lansing, MI
The meeting was called to order at 10:00 a.m. i
A quorum of the Employees Retirement Board was present.
Trustees present: (Police & Fire), Hecksel, Oleson, St. Aubin, Wood —4.
(ERS), McCaffery, Parker, Rose, Taylor, Wood — 5.
Other presents: Angela Bennett, Karen Williams, Finance Department; Ken Lane, Clark
Hill Law Office (representing the City Attorney's Office); Jeff Dixon, Darren Elliott, Tegrit
Group; Dawn Polihonki, Dewpoint.
Mr. Jeff Dixon, Director, Tegrit Group provided an overview of the Arrivos Software
implementation for the Retirement Office. Mr. Dixon reviewed the Tegrit Group
Implementation Team and City of Lansing Project Team and their roles and
responsibilities.
Mr. Darren Elliott, Project Manager, Tegrit Group discussed the retirement requirements
of the key project resources and an updated phased implementation and time frame.
Mr. Elliott explained that because of competing priorities with City resources, the
schedule for completion needed to be adjusted.
Trustee Wood inquired if the Board could provide any resources to assist with the delay.
Trustee Parker inquired about the website estimator.
Mr. Elliott reviewed the new implementation scheduled and explained that the website
estimator would be available once the calculation phase is complete.
Trustee Rose explained that many of the delays was regarding competing projects in
the Finance Department and low staffing levels.
Ms. Dawn Polihonki provided a Death Audit Services System Comparison for the Joint
Boards review. Ms. Polihonki reviewed the process and provided the subcommittee's
vendor finalists.
Joint Meeting May 23, 2013
Council Conference Room Thursday, 9:30 a.m.
10th Floor City Hall
Lansing, MI
Trustee Rose reported that the Retirement Software Project subcommittee had
reviewed the comparison and recommended PBI for selection.
It was moved by Trustee Parker and supported by Trustee Wood to select PBI Death
Audit Services, with the friendly amendment to wait for the Police and Fire Board's
selection before a contract is signed.
Adopted by the following vote: 5 - 0.
Trustee Mark Parker provided an update of the Retirement Conference planning. The
Retirement Conference will be held Tuesday, September 12 at the Lansing Center.
Trustee Parker reported that Save the Date mailers would be sent with the retiree
checks. He reviewed the planned itinerary, health screenings and dinner menu.
Trustee Parker asked for volunteers to assist with the conference and circulated a sign-
up sheet.
Mr. George Tarlas provided an investment performance review for the City of Lansing
Joint Retirement Boards for the Periods Ending March 31, 2013. Mr. Tarlas reviewed
the market environment and discussed the equity, fixed income and real estate
investments within the financial portfolio.
Mr. George Tarlas distributed and discussed the Investment Policy Statements (IPS)
revision for both retirement boards. Mr. Tarlas also distributed a memo that reviewed
the April Education meeting regarding asset allocation. Asset Consulting Group
provided comparative portfolio mixes. Mr. Tarlas suggested adding to the existing non-
U.S equity allocation, adding a dedicated emerging market equity component, and an
increased allocation to real assets. Mr. Tarlas also discussed an implementation plan
for the year to reach the new target asset allocation.
It was moved by Trustee Parker and supported by Trustee Wood for the Employees
Retirement System to adopt the strategic asset consulting and amend the investment
policy as described in the Asset Consulting Group portfolio allocation memo.
Adopted by the following vote: 5 — 0.
Mr. George Tarlas also distributed and discussed the Cash Flow Withdrawal
recommendations for both retirement boards.
It was moved by Trustee Parker and supported by Trustee Wood for the Employees
Retirement System to redeem $2,850,000 from the Northern Trust S&P 500 Index
portfolio and redeem $2,850,000 from the T. Rowe Price portfolio and $60,000 from the
securities lending account for cash flow and administrative expenses for the quarter.
Adopted by the following vote: 5 - 0
The Meeting adjourned at 11:58 a.m.
Minutes approved on
Angela Bennett, Secretary
Scott Dedic, Chairperson Brad St. Aubin, Chairperson
Employees Retirement System Police and Fire Retirement System
CITY OF LANSING
POLICE AND FIRE RETIREMENT SYSTEM
AGENDA
Regular Meeting December 17, 2013
Cit�r Council Conference Room Tuesday, 8:30 a.m.
10' Floor, City Hall
Lansing, Michigan
1. Call to Order.
2. Roll Call - Trustees Benson, Bernero, Fabus, Hecksel, Kraus, Oleson, St. Aubin,
Wood-8.
3. Reading of the Official Minutes of the Police and Fire Retirement System Board Meeting
of November19, 2013.
4. Reading of the Official Minutes of the Joint Employees Retirement System Board and the
Police and Fire Retirement System Board Meeting of November 21, 2013.
5. Public Comments for Items on the Agenda.
6. Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0
refund(s), 0 transfers, 1 retired. Total: Active membership: 336. 2
death(s), Thomas Roush, Fire, died December 7, 2013, age 63, spouse
to receive 50%; Katherine Winslow, Police (Non—Duty Disability), died
December 5, 2013, age 40, spouse to receive 50%. Refunds made since
the last regular meeting amounted to $0.00. Reimbursements to the
System year-to-date amount to $0.00. Retirement allowances paid �_r
the month of November, 2013 amounted to $2,212,164.97. Total
retirement checks printed for the P&F System: 691. Total retiremefl 1
checks printed for both systems: 1575. Domestic relations or&k
received: 0 Domestic relations orders pending: 0. Eligible domestic .r m
relations orders certified: 0.
7. Application for Regular Age & Service Retirement. e-=
r1-1
Elizabeth Reust, Police Department, 25 years of service credits, ;
age 46, effective December 14, 2013 (purchase 7 months of universal
buy-in of time).
John A. Prince, Police Department, 25 years of service credits,
age 51, effective January 6, 2014.
8. Request for Duty Disability.
Applicant#2013 - F1217
Applicant#2013 - P1015 (Pending)
Applicant#2013 — P0917 (Pending)
Applicant#2013 — F0717 (Pending)
9. Request for Non Duty Disability Retirement.
Regular Meeting December 17, 2013
Cit� Council Conference Room Tuesday, 8:30 a.m.
10t Floor, City Hall
Lansing, Michigan
10. Request for Refund of Accumulated Contribution
11. Excusing of Board Members
12. Training and Education
Arrivos Pension Software Update—Bob Rose
13. Public Comments for items not on the Agenda.
14. Other Business:
A. Policy Status/Legislative/Trustee Book Update—Attorney Ken Lane
B. Election of Fire Trustee Update
C. 2012 Actuarial Valuation Presentation —Greg Stump
15. Pending (items):
16. Investment and Securities Lending Report
OFFICIAL. PROCEEDINGS OF THE BOARD OF
TRUSTEES
CITE' OF LANSI G
POLICE AND FIRE RETIREMENT SYSTEM
Regular Meeting January 15, 2013
Council Conference Room Tuesday, 9:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 10:04 a.m.
Present: Trustees Benson, Fabus, Hecksel, Kraus, St. Aubin, Wood — 6.
Absent: Trustee Bernero
Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney.Kern; _-
Lane, Clark Hill Law Office (representing the Law Department); Gregory S'tumpL,',
Boomershine, Rbert Rose, Employees Retirement System Board. 1. . r%a
It was moved by Trustee Hecksel and supported by Trustee Fabus to approve the
Official Minutes of the Police and Fire Retirement System Board Meeting of
December 18, 2012.
Adopted by the following vote: 6 — 0.
Trustee St. Aubin requested that the Board hear an update from Trustee Robert
Rose.
Trustee Rose updated the Police and Fire Board regarding the progress of the
pension software project. Trustee Rose informed the Board that the project is
entering stage 2, where data will be extracted from the City's mainframe. Trustee
Rose informed the Board that he will meet with the Project subcommittee
regarding the addition of the death check project. .
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0
refund(s), 0 transfers, 2 retired. Total: Active membership: 347. 1
death(s), Benedict S. Novello, Fire, died 12/14/2012, age 85, beneficiary
to receive 50%. Refunds made since the last regular meeting amounted
to $0.00. Reimbursements to the retirement system year-to-date amount
to $0.00. Retirement allowances paid for the month of December, 2012
amounted to $2,119,191.95. Total retirement checks printed for the P&F
System: 674. Total retirement checks printed for both systems: 1533.
Domestic relations order received: 0. Domestic relations orders pending:
0. Eligible domestic relations orders certified: 0.
Regular Meeting January 15, 2013
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 Wood to approve the
following applications for Regular Age and Service Retirement:
Matthew E. Kostrzewski, Fire Department, 25 years of service credits, age 48,
Effective January 15, 2013.
David Gates, Fire Department, 25 years of service credits, age 56, effective
January 18, 2013.
Adopted by the following vote: 6 -0.
Karen Williams reported that the Retirement Office received two disability
requests for the same applicant, #2013-P0115. The applicant requested a Duty
Disability retirement. The applicant's department head submitted a request for
nonduty disability.
Trustee St. Aubin contacted the Retirement Analyst to inquire if the Retirement
Board had a previous applicant that had two different requests for disability. Ms.
Williams indicated that there was a previous applicant that had been sent to the
Medical Director with similar requests for a duty and non-duty disability.
Attorney Ken Lane opined that the Non-Duty Disability request from the
Department arrived before the Duty Disability. The NonDuty Disability request
had started the process first and the Board should proceed with the NonDuty
request. Attorney Lane opined that the Medical Director has provided the
Retirement Board with his opinion whether the duty disability or non-duty
disability is appropriate. Attorney Lane reviewed the disability application policy.
Trustee Kraus asked for clarification whether the Board was sending the non-
duty request.
It was moved by Trustee Hecksel and supported by Trustee Wood that the
Medical Director receive both requests, based on past practice and as advised
by legal counsel. Trustee Kraus offered a friendly amendment that was accepted
by Trustee Hecksel to specify that the applicant is referred to the Medical
Director as a nonduty disability request.
Trustee Benson questioned whether the medical director should be the arbitrator
of whether the applicant's disability is duty or non-duty.
Regular Meeting January 15, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Attorney Ken Lane offered that the Medical Director has in the past provided an
opinion whether a disability is duty or non-duty. However, the final decision lies
with the Retirement Board.
Trustee Benson expressed concern that Medical Director not the Board is
making the determination of duty or non-duty. Trustee Benson stated that he
believed the Board should make a determination prior to sending the request to
the Medical Director. Trustee Benson inquired if the Board should delay the
application until the worker's compensation case is settled.
Trustee Wood believed that the Medical Director would be able to provide a
determination based upon the information that he receives regarding the
application.
Adopted by the following vote: 5 -1
Karen Williams reported to the Board that Mr. Drew Macon, Lansing Police
Department had request a request for his accumulated contributions of
$47,299.68. Mr. Macon requested that his monies be rolled over to his new
employer.
It was moved by Trustee Kraus and supported by Trustee Wood to approve the
following request for refund of Accumulated Contributions:
Drew Macon, Lansing Police Department, $47,299.68
Trustee Hecksel clarified that the vote was only to release the money. The
rollover was the responsibility of the former member.
Adopted by the following vote: 6 — 0.
It was moved by Trustee Hecksel and supported by Trustee Kraus to excuse
Trustee Oleson from the Police and Fire Retirement System meeting due to
illness.
Adopted by the following vote: 6 — 0.
Karen Williams updated the Board regarding the Retirement Conference. Mr.
Mark Parker has established a date of September 12, 2013. Mr. Parker has
plans to pattern the conference after the 2008 Retirement Conference. The
morning session and health screenings were for retirees and the evening
sessions were for current employees.
Regular Meeting January 15, 2013
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 nominate and
elect Brad St. Aubin as chair and Robert Oleson as vice chairperson.
Adopted by the following vote: 6 - 0
The following subcommittees were approved for the Police and Fire Retirement
System for 2013:
Disability Committee: Fabus, Hecksel, Kraus, St. Aubin
Investment Committee: Benson, Fabus, Hecksel, Kraus and Oleson
Education Committee: Fabus, Oleson, St. Aubin, Wood
Special Projects: Kraus, Oleson, St. Aubin, Wood
Joint Ad Hoc Committee On Health Care: Benson, Oleson, Wood
Attorney Ken Lane informed the Police and Fire Retirement Board that the
Military Service Purchase policy has been reviewed by the City Attorney's Office
and the policy has been drafted for the Retirement Ordinance.
Trustee Hecksel inquired to Mr. Greg Stump the difference between the costs of
military time versus universal buy-in of time.
Mr. Stump provided an overview of the calculation of the military service tirne
described in the Police and Fire Retirement Board policy.
It was moved by Trustee Wood and supported by Trustee Hecksel to accept the
military service time purchase policy.
Trustee Kraus clarified that a member who purchases universal time would not
receive health care for the amount of time purchased.
Adopted by the following vote: 6 -0.
Trustee Wood requested that the draft be completed by the City Attorney's Office
so that he could be moved to City Council.
Attorney Ken Lane informed the Police and Fire Board that he reviewed the
contract and termination provisions with EFI. He stated that the Board could
terminate the contract with EFI by letter.
Trustee Hecksel asked what would be the process to terminate the contract.
Mr. Greg Sturnp left the meeting.
Regular Meeting January 15, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Five
Trustee Wood inquired if the Board could ask for information from Mr. Greg
Stump's new firm. Trustee Wood inquired if the Board was required to go
through the RFP process again.
Attorney Ken Lane opined that the Board did not need to go through the RFP
process.
It was moved by Trustee Wood and supported by Trustee Kraus to have Mr.
Greg Stump provide a presentation on his new company because there has been
a change in leadership at EFI and its merger with a new company. Trustee
Kraus offered a friendly amendment that was accepted by Trustee Wood that the
decision regarding the actuary should be done in concert with the Employees
Retirement System.
Trustee Kraus expressed concern that the Police and Fire Board also work with
the City concerning any decision to change actuary.
Trustee Wood stated that the intent of her motion was only to request information
Adopted by following vote: 6 — 0.
Trustee Wood reviewed the amendments to the Open Meeting Act to place the
meeting schedule on the website and the new rules on posting meeting notices.
The 18 hour regulations are only for business hours.
Attorney Ken Lane will provide a review of the changes of Public Act 314 and
what is required for the website.
Karen Williams provided a. sample of the new Asset Consulting Group
streamlined quarterly reports.
It was moved by Trustee Fabus and supported by Trustee Hecksel to accept the
modification to the Asset Consulting Group quarterly reports.
Adopted by the following vote: 6 -0.
Karen Williams distributed a memo from Asset Consulting Group recommending
that no action be taken regarding changes to Northern Trust Security Lending
account. Northern Trust was modifying the Securities Lending Program
regarding the way non-cash collateral is held for participants,
It was moved by Trustee Hecksel and supported by Trustee Wood to accept the
recommendation from Asset Consulting Group regarding changes to Northern
Trust Security Lending account.
Adopted by the following vote: 6 — 0.
Karen Williams distributed and reviewed the Investment and Securities Lending
Reports for month ending December 31, 2012.
It was moved by Trustee Kraus and supported by Trustee Hecksel to adjourn the
meeting.
Adopted by the following vote: 6 -0
The meeting adjourned at 11:20 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 FIDE RETIREMENT ENT SYSTEM
Regular Meeting February 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
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— 7.
Absent: Trustee Bernero
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 tlife
Official Minutes of the Police and Fire Retirement Board Meeting of January 1 g
2013. _..7
Cl
Adopted by the following vote: 7 — 0
It was moved by Trustee Kraus and supported by Trustee Hecksel to approve the
Official Joint Minutes of the Police and Fire Retirement System and the
Employees Retirement System Board Meeting of January 19, 2013.
Adopted by the following vote: 7 — 0
Secretary's Report.
0 new fire mernber(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 0 retired. Total: Active membership: 345. 0 death(s). Refunds
made since the last regular meeting amounted to $47,299.68. Reimbursements
to the System year-to-date amount to $0.00. Retirement allowances paid for
the month of January, 2013 amounted to $2,119,191.95. Total retirement
checks printed for the P&F System: 677. Total retirement checks printed for
both systems: 1543. 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
following application for regular age & service retirement:
James E. Moreno, Sr., Fire Department, 25 years of service credits, age 53, effective
January 22, 2013
Adopted by the following vote: 7 — 0.
Regular Meeting February 19, 2012
Council Conference Roorn Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Karen Williams reported Applicant #2013-F0219 request for duty disability.
It was moved by Trustee Oleson and supported by Trustee Benson to recess the
Police and Fire Retirement Meeting to allow the disability subcommittee to meet
the review the application.
Adopted by the following vote: 7 — 0.
The Retirement Board Meeting recessed at 8:46 a.m.
The Retirement Board Meeting resumed at 8:49 a.m.
It was moved by Trustee Hecksel and supported by Trustee Kraus to send
Applicant #2013-F0219 to the medical director for duty disability evaluation.
Adopted by the following vote: 7 -0.
There were no requests for refund of accumulated contribution.
The updates of the Arrivos Pension Software and Retirement Conference
were moved to the Joint Board Meeting.
There were no public comments.
Attorney Ken Lane distributed provided a legislative update that
surnmarized the recent amendments to the Public Employees Retirement
System Investment Act. Attorney Lane reviewed the Police and Fire
Retirement Board travel policy.
Attorney Lane reviewed the guidelines for posting the annual report, how
public employees' retirement systems may use incorne to hire
professionals for the system. Attorney Lane discussed the FOIA changes
making calculations for individuals confidential.
Karen Williams explained how service credits are calculated. Service
credits are based upon days not hours. A service credit is earned upon
having no less than ten working days within a month.
The Board discussed how service credits are implemented.
Trustee Kraus suggested reviewing the definition of service credit for Police
and Fire members.
Regular Meeting February 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Attorney Ken Lane suggested that he would review the Ordinance to
isolate the sections that would define service credits.
Karen Williams reported to the Retirement Board that the web site has
been updated with the 2013 schedule of meeting dates.
Trustee Wood indicated that she would like to see the Trustee Policy Book
on the Retirement web site.
The Police and Fire Retirement Board tabled the actuary discussion until
the Joint Board meeting.
Karen Williams reviewed the Police and Fire Retirement Quarterly Expense
Report for period ending December 31, 2012. Ms. Williams reviewed
Operating and Administrative Expenses for the fourth quarter.
It was moved by Trustee Oleson and supported by Trustee Wood to adjourn the
meeting.
Adopted by the Following vote: 7 -0
The meeting adjourned at 9:28 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
RegularMeeting March 19, 2013
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).
It was moved by Trustee Hecksel and supported by Trustee Oleson to approve t
Official Minutes of the Police and Fire Retirement Board Meeting of February 1�9;
2013.
Adopted by the following vote: 7 — 0 `'" ;mot
It was moved by Trustee Hecksel and supported by Trustee Oleson to approve fhe
Official Joint Minutes of the Police and Fire Retirement System and1ie
Employees Retirement System Board Meeting of February 19, 2013.
Adopted by the following vote: 7 — 0
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: 345. 1 death(s), Frank
Elliott, Police, died March 2, 2013, age 66, beneficiary to receive 50%. Refunds
made since the last regular meeting amounted to $0.00. Reimbursements to
the System year-to-date amount to $0.00. Retirement allowances paid for the
month of February, 2013 amounted to $2,158,106.77. Total retirement checks
printed for the P&F System: 678. Total retirement checks printed for both
systems: 1550. Domestic relations order received: 0. Domestic relations
orders pending: 0. Eligible domestic relations orders certified: 0.
It was moved by Trustee Fabus and supported by Trustee Hecksel to approve
following application for regular age & service retirement:
Kim Kranich, Police Department, 24 years, 5 months of service credits, age 57, effective
March 15, 2013.
RegularMeeting March 19, 2013
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 Hecksel to approve the
following application for Regular Age and Service Retirement (continued) :
Robert D. Cantlon, Police Department, 23 years of service credits, age 55,
effective March 15, 2013.
Adopted by the following vote: 7 — 0.
Karen Williams reported Applicant #2013-F0219 request for duty disability. Ms.
Williams sent out a letter of request for information. The Retirement Office is
waiting for the applicant's documents.
Karen Williams reported that Applicant #2013-P0115 non duty request and
information has been forwarded to the Medical Director for scheduling.
There were no requests for refund of accumulated contribution.
Karen Williams updated the Police and Fire Retirement Office regarding the
Retirement Conference. The Conference is scheduled for Thursday, September
12 at the Lansing Center. Trustee Mark Parker has contacted speakers for the
event and contacted Sparrow Hospital and McLaren for perform health
screenings.
Karen Williams reported to the Board that the MAPERS Spring Conference was
scheduled for June 2-4. Ms. Williams requested that members submit their
registrations to attend the Conference.
Trustee Carol Wood updated the Retirement Board on the death check software.
Trustee Wood explained that differences between the two firms under
consideration, Berwyn and PBI . Trustee Wood stated that policies would be
drafted and incorporated as the new software is implemented.
There were no public comments.
Attorney Ken Lane reviewed the City Attorney's opinion regarding the calculation
of service credits. The Police and Fire Board explained how service credits are
calculated. Service credits are based upon days not hours. The Board
discussed how service credits are implemented. Trustee Fabus inquired if the
current policy was still appropriate in light of new working schedules in the Police
and Fire Departments. Attorney Lane stated that amendments would need to be
made through collective bargaining.
RegularMeeting March 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Trustee Wood distributed the Lansing Financial Health Team Report and
requested that the Retirement Board discuss the report at the next month's
meeting.
Attorney Ken Lane distributed the updated Police and Fire Retirement Ordinance
that was approved by City Council.
Attorney Ken Lane also reported to the Retirement Board that he had spoken
with Angela Bennett regarding the remaining City Contribution to the retirement
system. Attorney Lane stated that the contribution would be made after the final
actuary valuation had been received.
Trustee Wood requested that the City Contribution be placed on the agenda under
pending items.
Karen Williams distributed and reviewed the Investment and Security Lending
Report.
The Board discussed having Trustee Education with George Tarlas of Asset
Consulting Group at an April meeting.
It was moved by Trustee Hecksel and supported by Trustee Fabus to adjourn the
meeting.
Adopted by the following vote: 7 -0
The meeting adjourned at 9:18 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
RegularMeeting April 16, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:41 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); Bob Rose, Employees Retirement
System Board.
It was moved by Trustee Hecksel and supported by Trustee Benson to approve
the Official Minutes of the Police and Fire Retirement Board Meeting of March 19r
2013.
Adopted by the following vote: 7 — 0
It was moved by Trustee Hecksel and supported by Trustee Benson to approve
the Official Joint Minutes of the Police and Fire Retirement System and the
Employees Retirement System Board Meeting of March 19, 2013.
Adopted by the following vote: 7 — 0
Mr. Robert Rose updated the Police and Fire Retirement Board regarding the data
upload from the City of Lansing Payroll System. Ms. Karen Williams updated the
Board regarding the manual data input, moving information from the paper files to
spreadsheet. Mr. Robert. Rose explained that he has asked Tegrit to provide a
presentation to the Joint Board.
Secretary's Report.
0 new fire member(s), 1 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 0 retired. Total: Active membership: 345. 1 death(s), Robert
Moss, Police, died January 17, 2013, age 80, beneficiary to receive 50%.
Refunds made since the last regular meeting amounted to $0.00.
Reimbursements to the System year-to-date amount to $0.00. Retirement
allowances paid for the month of March, 2013 amounted to $2,164,152.16.
Total retirement checks printed for the P&F System: 680. Total retirement
checks printed for both systems: 1553. Domestic relations order received: 0.
Domestic relations orders pending: 0. Eligible domestic relations orders
certified: 0.
Regular Meeting April 16, 2013
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 Hecksel to approve the
following application for Regular Age and Service Retirement :
Lynn S. Kentner, Police Department, 25 years of service credits, age 57,
effective April 16, 2013.
Teresa A. Szymanski, Police Department, 26 years of service credits, age 50,
effective April 19, 2013.
Adopted by the following vote: 7 — 0.
Karen Williams reported Applicant #2013-170219 request for duty disability. Ms.
Williams received the applicants documents and the applicant has been scheduled
to see the medical director.
Karen Williams reported that Applicant #2013-P0115 non duty request and
information has been forwarded to the Medical Director for scheduling.
Karen Williams reported that Applicant #2013-P0416 has made a request for non
duty disability retirement.
It was moved by Trustee Kraus and supported by Trustee Hecksel to send
Applicant#2013-P0416 to the medical director.
Adopted by the following vote: 7 -0.
There were no requests for refund of accumulated contribution.
Karen Williams reported to the Board that the MAPERS Spring Conference was
scheduled for June 2-4. Ms. Williams requested that members submit their
registrations to attend the Conference by May 2, 2013.
Attorney Ken Lane explained that Clark Hill was a member of the MAPERS
and he is registered through the law firm. Attorney Lane stated that he will
attend the Spring Conference.
Karen Williams updated the Police and Fire Retirement Office regarding the
Retirement Conference. The Conference is scheduled for Thursday, September
12 at the Lansing Center. Trustee Mark Parker has contacted speakers for the
event and contacted Sparrow Hospital and McLaren for perform health screenings.
There will be dinner provided.
RegularMeeting April 16, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Karen Williams explained that the health screenings for retirees only. The active
employees did not participate in 2008 because health screenings would be
considered a negotiated benefit. Therefore, for active employees to participate,
the administration would need to negotiate with each individual union.
There were no public comments.
Attorney Ken Lane provided an overview of the amendments to Public Act 314.
He informed the Board that Asset Consulting Group would review the
investments available under PA314. Attorney Lane stated that he would like to
provide an update to the investment policy and the trustee handbooks at the next
meeting.
Attorney Ken Lane reviewed the City Attorney's opinion regarding the calculation
of service credits. The Police and Fire Board explained how service credits are
calculated. Service credits are based upon days not hours. The Board
discussed how service credits are implemented. Trustee Fabus inquired if the
current policy was still appropriate in light of new working schedules in the Police
and Fire Departments. Attorney Lane stated that he would bring an updated
policy regarding service credits paychecks.
Trustee Wood requested that the Retirement Board discuss the Lansing Financial
Health Team Report at the next month's meeting.
Trustee Wood requested to add an item to the agenda. Trustee Wood reported
that during the budget hearing, a proposal was made for the Retirement Board to
pay for the services provided by the City staff.
Ms. Angela Bennett stated that recommendation for the Fiscal Year 2014. Ms.
Bennett explained this proposal includes the services provided by the Retirement
Staff, the Payroll staff and the accounting costs. Ms. Bennett explained these
pension costs totaled $200,000 and the proposal would request reimbursement
from Retirement System.
Trustee Oleson requested an itemized lists of these services for the pension
boards.
Trustee Benson inquired if services that are provided to other departments are
charged back also.
Trustee Wood indicated that all service such as Council Payroll is not charged
back to the department. Trustee Wood inquired to the legal counsel regarding
what would happen if the Retirement Board refused to pay these costs.
Trustee Fabus indicated that he had concerns that the proposal was made without
input from the Retirement Boards. Trustee Fabus indicated that the City
negotiates with the unions for benefits and he does not believe that the pension
boards should bear the full costs of administering the Retirement System.
Trustee Kraus stated that she has been discussions with Angela Bennett
regarding having the Retirement system pay for part of the administration costs.
She explained that there is an indirect cost plan. Trustee Kraus explained that she
details her services and those of her staff in the Treasury Department to other
departments.
Trustee Wood expressed concern that this item was not placed on the agenda.
Trustee Wood reviewed the purpose for the securities lending account. One of
the purposes was to provide a one- time benefit increase for older retirees.
Trustee St. Aubin read a memo from Angela Bennett dated March 28, 2013
regarding the City Contribution to the Retirement System. Trustee St. Aubin
indicated that $157,599 transferred by the City to the Police and Fire Retirement
System for the balance of the Fiscal Year 2013 contribution. This amount
combined with the $9,976,000 made on November 1, 2013 for the actuarial
valuation calculated contribution amount.
It was moved by Trustee Wood and supported by Trustee Benson to accept the
City Retirement Contribution.
Adopted by the following vote: 7 - 0
Karen Williams distributed and reviewed the March Investment and Security
Lending Report.
It was moved by Trustee Oleson and supported by Trustee Hecksel to adjourn the
meeting.
Adopted by the following vote: 7 -0
The meeting adjourned at 9:47 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 May 21, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:40 a.m.
Present: Trustees Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood— 6.
Absent: Trustee Benson, Bernero,
Others: Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill:Law=
Office (representing the Law Department); Paul Creger, Police Department.
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 April 18, 2013. -,
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 Police and Fire Retirement System and the
Employees Retirement System Board Meeting of April 18, 2013.
Adopted by the following vote: 6 — 0
Mr. Paul Creger stated that his retirement application was on the agenda for
approval. Mr. Creger thanked the Retirement Board for its diligence and service.
Mr. Creger expressed his appreciation of the hard work of the trustees.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 2 retired. Total: Active membership: 343. 1 death(s), Carolyn Ruth
Michels, died April 23, 2013, age 79, beneficiary of Fire retiree. Refunds made since
the last regular meeting amounted to $0.00. Reimbursements to the System
year-to-date amount to $0.00. Retirement allowances paid for the month of April,
2013 amounted to $2,177,288.87. Total retirement checks printed for the P&F
System: 682. Total retirement checks printed for both systems: 1555 Domestic
relations order received: 0 Domestic relations orders pending: 0. Eligible domestic
relations orders certified: 0.
Regular Meeting May 21, 2013
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
application for Regular Age and Service Retirement :
Paul Creger, Police Department, 25 years of service credits, age 50,
effective May 25, 2013
Adopted by the following vote: 7 — 0.
Karen Williams reported that duty disability Applicant #2013-F0219 and non-duty
disability Applicant #2013 — P0416 had been seen by the medical director. The
disability subcommittee is waiting for the medical reports.
Karen Williams reported that the Retirement Office had mailed a letter of request
to Applicant #2013-P0416 and is waiting for the applicant's documents.
There were no requests for refund of accumulated contributions.
Mr. Benson contacted the Retirement Office and requested an excuse from
the Police and Fire Board Meeting.
It was moved by Trustee Oleson and supported by Trustee Hecksel to excuse
Trustee Edward Benson from the May Police and Fire Retirement System Board
meeting.
Adopted by the following vote:
Karen Williams reported to the Board that the MAPERS Spring Conference was
scheduled for June 2-4. Ms. Williams also distributed a MAPERS event
scheduled for July 2013.
Karen Williams updated the Retirement Board regarding the Arrivos Pension
Software Project. Ms. Williams informed the Board that Tegrit will present an
overview of the project at the May Joint Board meeting.
Karen Williams updated the Police and Fire Retirement Office regarding the
Retirement Conference. The Conference is scheduled for Thursday, September
12 at the Lansing Center. Trustee Mark Parker has contacted speakers for the
event and contacted Sparrow Hospital and McLaren for perform health screenings.
Dinner will be provided. Ms. Williams stated that letters of invitations have been
sent for vendors and presenters. The Retirement Office will be utilizing city wide
emails, the website and letters to contact employees and retirees.
Regular Meeting May 21, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Attorney Lane distributed an amended copy of Public Act 314 for the trustee
handbooks. Attorney Lane stated that he would like to provide an update to the
Board's policies (Report Policy, Travel Policy, Investment Policy and Service
credit Policy) for the trustee handbooks at future meeting.
Attorney Ken Lane updated the Police and Fire Retirement Board that he
reviewed the Boomershine Consulting Group actuarial services contract and it
was ready for the chair's signature. Attorney Ken Lane negotiated with
Boomershine Consulting Group regarding the rate of services. The contract will be
the same as the contract signed with EFI.
Trustee Hecksel inquired about members who have pending work at Cheiron.
Trustee Hecksel asked if the member could pull his request from Cheiron and
send it to Boomershine.
Trustee Kraus stated that if the member has already paid for his actuarial
valuation with Cheiron, he would need to pay for a valuation with Boomershine.
Attorney Ken Lane stated that he had a confidential City Attorney's opinion that he
wanted to review with the Police and Fire Retirement Board.
It was moved by Trustee Wood and supported by Trustee Hecksel and supported
by Trustee Fabus to close session to review a confidential City Attorney opinion.
Adopted by the following roll call vote: 6 — 0
Yes: Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood
No: 0
The Retirement Board meeting closed at 8:58 a.m.
The Retirement Board meeting opened at 9:12 a.m.
Karen Williams distributed and reviewed the updated City of Lansing travel policy.
Trustee Wood requested that the Retirement Board discuss the Lansing Financial
Health Team Report be moved to pending for the next month meeting.
Karen Williams reported on the duty disability income verifications. Retirees that
did not submit their income verification would be mailed a second letter requesting
the certification and tax forms for 2012. Retirees that do not respond to the
second request will be subject to suspension of their pensions.
Karen Williams distributed and reviewed the Quarterly Expenses Report for the
period ending March 31, 2013 and the monthly investment report for the period
ending April 30, 2013.
It was moved by Trustee Wood and supported by Trustee Hecksel to adjourn the
meeting.
Adopted by the following vote: 6 -0
The meeting adjourned at 9:27 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 18, 2013
Council Conference Room Tuesday, 8:30 a.m.,
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:30 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); Robert Tucker, Police Department.
It was moved by Trustee Kraus and supported by Trustee Oleson to approve the
Official Minutes of the Police and Fire Retirement Board Meeting of May 21, 2013.
Adopted by the following vote: 7 — 0
It was moved by Trustee Kraus and supported by Trustee Oleson to approve the
Official Joint Minutes of the Police and Fire Retirement System and the
Employees Retirement System Board Meeting of May 23, 2013.
Adopted by the following vote: 7 — 0
Mr. Robert Tucker explained the details regarding the two requests for disability
retirement that were submitted for him to the Retirement Board. He explained
that the administration submitted the non-duty request before he could submit his
duty request.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 342. 0 death(s). Refunds made
since the last regular meeting amounted to $0.00. Reimbursements to the System
year-to-date amount to $0.00. Retirement allowances paid for the month of May,
2013 amounted to $2,177,288.87. Total retirement checks printed for the P&F System:
681. Total retirement checks printed for both systems: 1560 Domestic relations
order received: 0 Domestic relations orders pending: 0. Eligible domestic relations
orders certified: 0.
Regular Meeting June 18, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
It was moved by Trustee Wood and supported by Trustee Hecksel to approve the
following application for Regular Age and Service Retirement:
Joseph W. Brown, Jr., Police Department, 25 years of service credits, age
48, effective June 15, 2013. (Purchased 4 months of service credits of
universal buy-in time)
Barbara Hamilton, Fire Department, 18 years of service credits, age 55,
effective June 29, 2013.
Reynaldo Alvarado, Fire Department, 25 years of service credits, age 46,
effective June 29, 2013. (Purchased 17 months of service credits of
universal buy-in time)
Adopted by the following vote: 7 —0.
Karen Williams reported that duty disability Applicant #2013-F0219 and non-duty
disability Applicant #2013 — P0115 had been seen by the medical director. The
disability subcommittee had met and reviewed the medical reports.
Ms. Williams distributed the medical reports for Board members review. The
medical reports were returned to the retirement analysis.
It was moved by Trustee Kraus and supported by Trustee Hecksel to concur with the
medical director's recommendation and grant a duty disability to Applicant #2013-F0219.
Adopted by the following vote: 7—0.
It was moved by Trustee Kraus and supported by Trustee Hecksel to concur with the
medical director's recommendation and grant a duty disability to Applicant#2013-P0416.
Adopted by the following vote: 7-0.
Karen Williams reported that the Retirement Office had mailed a second letter of
request to Applicant #2013-P00415 and is waiting for the applicant's documents.
There were no requests for refund of accumulated contributions.
Trustee Hecksel provided an overview of the MAPERS Spring Conference held
on June 2-4, 2013. Trustee Oleson discussed the workshop offered at the
MAPERS Spring Conference.
Regular Meeting June 18, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Trustee Fabus provided his report of the MAPERS Spring Conference. Trustee
Kraus also provided her report regarding the workshops that she attended at the
MAPERS Spring Conference.
Karen Williams informed Board members that the MAPERS website had copies
of the workshop handouts for those members who did not have the opportunity to
attend the Spring Conference.
Trustee Robert Rose, Employees Retirement System Board, updated the Board
regarding the death check software. Trustee Rose reported that the Employees
Retirement System had selected PBI Death Audit Services at the May Joint
Meeting.
It was moved by Trustee Wood and supported by Trustee Hecksel to select PBI Death
Audit Services.
Adopted by the following vote: 7 - 0.
Trustee Rose also requested payment for computer programming and analysis
services of $9,540.00 for the Arrivos Pension Software system. Trustee Rose
explained that a programmer had to be hired to access the information from the
old Unisys Mainframe. Trustee Rose reported that City has agreed to pay for
half of the invoice; the retirement boards would split the balance.
It was moved by Trustee Hecksel and supported by Trustee Wood to pay for
computer programming and analysis services for the Arrivos Pension Software of
$2,385.00 from the securities lending administrative account.
Adopted by the following vote: 7 — 0.
Karen Williams updated the Police and Fire Retirement Office regarding the
Retirement Conference. The Conference is scheduled for Thursday, September
12 at the Lansing Center.
Attorney Lane discussed legislative updates and policies for the Trustee Books.
Attorney Lane stated that he would like to provide an update to the Board's
policies (Report Policy, Travel Policy, Investment Policy and Service credit Policy)
for the trustee handbooks at future meeting.
The Budget recommendation for administrative expenses was moved to pending
to be discussed at a future meeting.
Karen Williams updated the Police and Fire Retirement Board regarding the duty
disability income verifications. One disability retiree required adjustment for his
pension.
The Police and Fire Retirement Board also reviewed the Quarterly Cash Flow
Withdrawal recommendations memo provided by Asset Consulting Group.
It was moved by Trustee Oleson and supported by Trustee Kraus to approve the
Quarterly Cash Flow Withdrawal as recommended by Asset Consulting Group.
Adopted by the following vote: 7-0
The Police and Fire Retirement Board reviewed the Asset Consulting Group
Portfolio Mix recommendations memo and the Investment Policy Statement.
It was moved by Trustee Oleson and supported by Trustee Wood to approve the
Portfolio Mix and amended Investment Policy Statement as recommended by
Asset Consulting Group.
Adopted by the following vote: 7 - 0
Karen Williams distributed and reviewed the monthly Investment Report and the
Security Lending Report for the period ending May 30, 2013.
The meeting adjourned at 9:04 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 16, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:30 a.m.
Present: Trustees Benson (8:41), 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); Robert Tucker, Police Department.
It was moved by Trustee Kraus and supported by Trustee Oleson to approve the
Official Minutes of the Police and Fire Retirement Board Meeting of June 18, 2013.
Adopted by the following vote: 6 — 0
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 3 retired. Total: Active membership: 339. 1 death(s), Marjorie J.
Orler, died 6/25/2013, age 85, beneficiary of Fire retiree. Refunds made since
the last regular meeting amounted to $0.00. Reimbursements to the System
year-to-date amount to $0.00. Retirement allowances paid for the month of
June, 2013 amounted to $2,174,206.30. Total retirement checks printed for the
P&F System: 681. Total retirement checks printed for both systems: 1559cl. 4z,
Domestic relations order received: 2 Domestic relations orders pending: 0. t")
Eligible domestic relations orders certified: 1.
It was moved by Trustee Fabus and supported by Trustee Hecksel to approveqhez—
following application for Regular Age and Service Retirement: 3
James Gill, Police Department, 25 years of service credits, age 53,
effective July 13, 2013. (Purchased 12 months of military service credits)
Eric Painter, Police Department, 25 years of service credits, age 54,
effective July 13, 2013.
Adopted by the following vote: 6 — 0.
Regular Meeting July 16, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Karen Williams reported that Applicant #2013-F0716 has submitted a request for
consideration for duty disability.
Karen Williams reported that Applicant #2013-F0717 has submitted a request for
consideration for duty disability.
The requests for duty disability of Applicant #2013-F0716 and Applicant
#2013-F0717 were referred to the disability subcommittee.
The Board recessed at 8:32 a.m. to allow the disability subcommittee to meet.
The Board resumed the meeting at 8:33 a.m.
It was moved by Trustee Hecksel and supported by Trustee Oleson to begin the
disability process and send Applicant #2013-F0716 and Applicant #2013-F0717 to
the medical director for review under the Board's established procedures.
Adopted by the following vote: 6 — 0
Karen Williams reported that Applicant #2013-P0416 has submitted
documentation as requested by the disability subcommittee. The applicant will be
scheduled for a non-duty evaluation with the medical director.
Ms. Williams reported that Mr. Colin Kacmarsky, Police has submitted a request
for the refund of his accumulated contributions of $18,465.01. Mr. Kacmarsky
was not vested.
It was moved by Trustee Wood and supported by Trustee Hecksel to approve the
request for refund of accumulated contribution of Mr. Colin Kacmarsky, Police of
$18,465.01.
Adopted by the following vote: 6 — 0
It was moved by Trustee Oleson and supported by Trustee Hecksel to excuse
Trustee Edward Benson from the July Police and Fire Retirement Board Meeting.
Adopted by the following vote: 6 — 0
Karen Williams distributed registration materials for MAPERS Fall Conference in
Grand Rapids, September 22-24.
Regular Meeting July 16, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Karen Williams updated the Police and Fire Retirement Office regarding the
Retirement Conference. The Conference is scheduled for Thursday, September
12 at the Lansing Center. Karen Williams reported that mailings were sent to
retirees. A copy of the flyer is on the retirement website. The Retirement Office
will contact the Information Technology Department to distribute the notification by
City Wide email.
The Policy Status, Legislative and Trustee Book update was moved to next
month's meeting.
Karen Williams updated the Police and Fire Retirement Board regarding the duty
disability income verifications. One disability retiree required adjustment for his
pension.
The Police and Fire Retirement Board reviewed the Boomershine Consulting
Group Actuarial Recommendations Letter.
It was moved by Trustee Wood and supported by Trustee Hecksel to receive the
Boomershine Consulting Group Actuarial Recommendations Letter.
Adopted by the following vote: 6 -0
Mr. Benson arrived to the meeting.
Karen Williams provided the Gabriel Roeder Smith Minute Master update quote of
expenses not to exceed $3,100 for the calendar year 2012.
It was moved by Trustee Oleson and supported by Trustee Benson to approve the
update of the Police and Fire Retirement Board Minute Master and pay the
expenses from the Security Lending account.
Adopted by the following vote: 7 — 0
The Budget recommendation for administrative expenses was moved to pending
to be discussed at a future meeting.
Karen Williams distributed and reviewed the monthly Investment Report and the
Security Lending Report for the period ending June 30, 2013.
It was moved by Trustee Hecksel and supported by Trustee Oleson to adjourn the
meeting.
Adopted by the following vote: 7 - 0
The meeting adjourned at 8:52 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 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall r,
Lansing, MI
0
The Board was called to order at 8:54 a.m. w
�3
Present: Trustees Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood:37. ro C7
Absent: Trustee Bernero rn
Others: Karen E. Williams, Angela Bennett, Finance Department; Attorn m % C
Lane, Clark Hill Law Office (representing the Law Department); GeorgerlaX
Asset Consulting Group; Mark Parker, Employees Retirement System Boarder cn
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 August 20,
2013.
Adopted by the following vote: 7 — 0
It was moved by Trustee Wood and supported by Trustee Benson to approve the
Official Minutes of the Police and Fire Retirement System and the Employees
Retirement System Joint Board Meeting of August 20, 2013.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 2 retired. Total: Active membership: 333. 1 death(s), Charles E.
Reifsnyder, Police, died 8/27/2013, age 85, spouse to receive 50%. Refunds made
since the last regular meeting amounted to $0.00. Reimbursements to the System
year-to-date amount to $0.00. Retirement allowances paid for the month of August,
2013 amounted to $2,198,104.19. Total retirement checks printed for the P&F System:
688. Total retirement checks printed for both systems: 1564 Domestic relations order
received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders
certified: 1.
It was moved by Trustee Oleson and supported by Trustee Fabus to approve the
following application for Regular Age and Service Retirement:
David Nosotti, Police Department, 25 years of service credits, age 50,
effective September 14, 2013. (with 1 year, 5 month of universal service
credit purchase)
Regular Meeting September 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
It was moved by Trustee Oleson and supported by Trustee Fabus to approve the
following application for Regular Age and Service Retirement (cont.):
Daniel J. Troy, Fire Department, 15 years of service credits, age
55effective October 1, 2013. (from Deferred)
Adopted by the following vote: 7 — 0.
Karen Williams reported that Applicant #2013-F0716 has been scheduled to see
the medical director.
Karen Williams reported that Applicant #2013-F0717 has been scheduled to see
the medical director.
Ms. Williams notified the Board that the medical report for Applicant#2013 —P0416
has been received and reviewed by the disability subcommittee.
It was moved by Trustee Wood and supported by Trustee Oleson to go into closed
session so that the Board could review the medical report of Applicant
#2013-P0416.
Adopted by the following roll call vote: 7 — 0
Yes: Benson, Fabus, Hecksel, Kraus, Oleson, St. Aubin, Wood.
No: 0
The Board went into closed session at 9:02 a.m.
The Board resumed session at 9:06 a.m.
It was moved by Trustee Hecksel and supported by Trustee Kraus to approve the
Non Duty disability of Applicant #2013-P0416.
Mr. Benson inquired about the difference between non duty and duty disability.
Trustee Hecksel explained that duty disability is 2/3 of Final Average
Compensation. Non Duty disability would allow a member with at least ten years
to retire at age and service.
Adopted by the following vote: 7 — 0
There were no requests for accumulated contributions.
Regular Meeting September 17, 2013
Council Conference Roorn Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Karen Williams discussed the registration materials for MAPERS Fall Conference
in Grand Rapids, September 22-24.
Karen Williams provided an update on the Arrivos Pension Software Update.
Trustee St. Aubin inquired if there would be any delays from the restructuring of
the Information Technology Division contracting out some services. Karen
Williams did not anticipate any delays.
Trustee Kraus explained the project management services were being contracted
out. The hardware, infrastructure and customer service to employees and
departments should remain the same.
Mark Parker expressed his appreciation to the trustees, and Mr. George Tarlas
and Attorney Ken Lane for their participation.
Karen Williams provided a preliminary report regarding the Police and Fire
Retirement Office regarding the Retirement Conference. The Conference had
approximately 275 people who attended, mainly retirees. Karen Williams
indicated a full report would be available at the October meeting.
Attorney Ken Lane distributed updated policies for the Trustee Handout. Attorney
Lane provided a list of Retirement Board investment managers and vendors for
elected officials for contribution purposes, in order to comply with new provision of
Public Act 314.
Attorney Lane reviewed the recommendation from the Actuary regarding the
calculation of EDROs. The Police and Fire Retirement Board requested that
Attorney draft a policy regarding EDRO calculation for review.
Attorney Lane spoke with Attorney Paul Novak regarding the securities fraud
monitoring. Milberg uses the Veritas system for all of its clients' data, except for
the City of Lansing and another client. Milberg has requested that all clients' data
use the Veritas system.
The Board requested that Attorney Lane invite Attorney Paul Novak to a future
meet to discuss Milberg's request that the City of Lansing Retirement Board use
the Veritas system.
The disability subcommittee provided the Retirement Office with a list of duty
disability retirees to re-examine with the medical director.
Regular Meeting September 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Four
Trustee St. Aubin informed the Board that he was contacted by an Investment
Manager. Trustee St. Aubin forwarded the information to Asset Consulting Group
for evaluation
Mr. George Tarlas, Asset Consulting Group stated that the Investment firm was
rolling out a fixed income strategy. Mr. Tarlas stated WAMCO has had changes
to its management team and that the Board will review its fixed income strategy
during the fourth quarter.
Mr. Tarlas provided a review of Wells Fargo/Berkeley for emerging market strategy
and reminded the Board that the investment firm was interviewed last year. Mr.
George Tarlas provided a review of the investment performance for the month of
September 2013.
Trustee Wood notified the Police and Fire Retirement Board regarding the City
Attorney's request to add a new law firm to the City Council's preapproved list.
One of the law firms was securities recovery. Trustee Wood refused the addition
of the securities recovery firm because the Board had already interviewed and
selected firms for securities recovery. The City Attorney also inquired if the
Retirement Boards would like to interview the law firm to add them to the
preapproved list.
The Police and Fire Retirement Board declined the request to interview the new
law firm.
It was moved by Trustee Oleson and supported by Trustee Hecksel to adjourn
the meeting.
Adopted by the following vote: 7 - 0
The meeting adjourned at 9:39 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
r°
Regular Meeting October 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall iW
Lansing, MI �? v
The Board was called to order at 8:37 a.m. C-) co M
C-n
Present: Trustees Fabus, Kraus, Oleson, St. Aubin, Wood— 5. 71D --
Absent: Trustee Bernero, Benson, Hecksel
Others: Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law
Office (representing the Law Department).
It was moved by Trustee Wood and supported by Trustee Oleson to approve the
Official Minutes of the Police and Fire Retirement Board Meeting of September 17,
2013.
Adopted by the following vote: 5 — 0
It was moved by Trustee Fabus and supported by Trustee Kraus approve the
following request for Regular Age and Service Retirement:
Christopher Devlin, Police Department, 25 years of service credits, age 47, effective
October 15, 2013.
Adopted by the following vote : 5 — 0
Karen Williams reported that Applicant #2013 — P1015 has requested
consideration for duty disability.
Trustee St. Aubin reported that the disability subcommittee had reviewed the
request.
It was moved by Trustee Fabus and Trust Kraus to send Applicant #2013 — P1015
to the medical director for duty disability evaluation per the guidelines of Police
and Fire Retirement Board disability policy.
Adopted by the following vote: 5 - 0
There were no public comments. Trustee Fabus left the meeting.
Regular Meeting October 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Secretary's Report.
0 new fire member(s), 2 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 332. 2 death(s), Lowell Richard,
Fire, died 8/14/2013, age 83, spouse to receive 50%; Melvin E. Lear, Fire, died
8/31/2013, age 74, spouse to receive 50%. Refunds made since the last regular
meeting amounted to $0.00. Reimbursements to the System year-to-date amount
to $0.00. Retirement allowances paid for the month of September, 2013 amounted
to $2,222,337.03. Total retirement checks printed for the P&F System: 689. Total
retirement checks printed for both systems: 1572. Domestic relations order
received: 0 Domestic relations orders pending: 0. Eligible domestic relations
orders certified: 0.
There were no requests for non-duty disability retirement.
There were no requests for refund of accumulated contributions.
Trustee St. Aubin notified the Police and Fire Retirement Board that Trustee
Benson and Trustee Hecksel requested to be excused from the October Meeting.
Trustee St. Aubin requested that the minutes reflect that Trustee Hecksel had a
work obligation and Trustee Benson had a doctor's appointment.
Trustee St. Aubin provided a MAPERS report of his attendance. Trustee St.
Aubin reviewed the session that he attended and discussed the Detroit
Bankruptcy workshop. Trustee St. Aubin stated that the bankruptcy session was
very general and did not go into detail.
Karen Williams reported that annual membership dues for the following
organizations: MAPERS, $100; NCPERS, $250; and IFEBP, $810 (split between
ERS and Police and Fire Retirement Boards)
Karen Williams provided an update on the Arrivos Pension Software Update. Ms.
Williams reviewed the data the Tegrit has received so far. Trustee has scheduled
a meeting with Angela Bennett, Dewpoint, Tegrit and the Board chairpersons to
discussion the transition to another Board Project Sponsor due to Trustee Rose's
retirement.
Karen Williams distributed financial report regarding the Retirement Conference.
Ms. Williams reviewed the budget and final expenses.
Attorney Ken Lane distributed draft policies for Trustee review. Attorney Ken Lane
distributed an updated EDRO policy for approval regarding the use of the Plan's
funding assumptions for the purposes of Actuarial Equivalence in EDRO
calculations. This policy was recommended by the Board's Actuary and would
result in smaller adjustments to the member's or alternate payee's benefits.
Attorney Lane also distributed an updated Investment Policy and a Vendor Fee
Disclosure Policy. Attorney Lane will review the SAS 70 Report that has been
received by the Police and Fire Retirement Board.
Attorney Lane reviewed with the Police and Fire Retirement Board that the final
decision regarding whether a member's disability is a duty or non-duty, rests with
the Board. Attorney Lane opined that although the Board can rely on the medical
director's opinion, the determination is made by the Board.
Attorney Lane contacted the Board Actuary for a status on the actuarial valuation.
Mr. Greg Stump stated that he is working on the valuation and may be at the
November meeting.
Karen Williams distributed a posting for the election to fill the Fire Trustee
position that expires December 31, 2013 for the Police and Fire Retirement
System Board. Ms. Williams reviewed dates for the return of nominating
petitions, dates for the primary and general elections.
Trustee Kraus notified the Police and Fire Retirement Board of a news article that
quoted a council person stating that the City's retirement system would do better
with MERS. The Board planned to review and discuss the Financial Team Report
at a future meeting.
Karen Williams reviewed the monthly investment and securities lending report.
The meeting adjourned at 9:07 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 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:34 a.m. ► N
Present: Trustees Benson, Hecksel, Kraus (8:37 ), Oleson, St. Aubin, Woc —6—:7
Absent: Trustee Bernero, Fabus r
Others: Karen E. Williams, Angela Bennett, Finance Department, Attorbey 1_�en
Lane, Clark Hill Law Office (representing the Law Department).
r ••
r� c-n
It was moved by Trustee Hecksel and supported by Trustee Oleson to apprIVe the
Official Minutes of the Police and Fire Retirement Board Meeting of October 15,
2103.
Adopted by the following vote: 5 — 0
Secretary's Report.
0 new fire member(s), 6 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 337. 0 death(s). Refunds made
since the last regular meeting amounted to $0.00. Reimbursements to the System
year-to-date amount to $0.00. Retirement allowances paid for the month of Ocotber
2013 amounted to $2,208,761.08. Total retirement checks printed for the P&F System:
690. Total retirement checks printed for both systems: 1572 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 Wood to approve the
following application for Regular Age and Service Retirement:
Jorge L. Gomez, Police Department, 25 years of service credits, age 48,
effective December 14, 2013.
Adopted by the following vote: 5 - 0
Trustee Kraus arrived to the meeting.
Karen Williams reported that Applicant #2013-P1015 was sent a letter requesting
documentation.
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Karen Williams reported that Applicant #2013-P0917 has been scheduled to see
the medical director.
Ms. Williams notified the Board that the medical report for Applicant #2013 —170716
has been received for review by the disability subcommittee.
Ms. Williams reported that Applicant #2013-F0717 has seen the doctor and the
Disability subcommittee is waiting for the medical report.
The Board recessed at 8:38 a.m to allow the disability subcommittee to met and
review the medical report for Applicant #2013-F0716.
The Board resumed at 8:40 a.m.
Trustee Hecksel reported that the disability subcommittee met and reviewed the
medical report. The disability subcommittee recommended to concur with the
medical director and approve the disability retirement of Applicant #2013-F0716.
It was moved by Trustee Hecksel and supported by Trustee Kraus to approve the
disability retirement for Applicant#2013-F0716.
Adopted by the following vote: 6 — 0
Trustee St. Aubin notified the Board that Trustee Fabus requested an excuse from
the November meeting. Trustee St. Aubin also reported that the Board loss its
quorum at the October meeting and was unable to excuse Trustee Benson and
Trustee Hecksel.
It was moved by Trustee Wood and supported by Trustee Oleson to excuse
Trustee Fabus from the November Police and Fire Board Meeting, and to excuse
Trustee Benson and Hecksel from the October Police and Fire Board Meeting.
Adopted by the following vote: 6 — 0
Trustee Oleson provided a report on the NCPERS Public Safety Conference.
Trustee Oleson reviewed the workshops that he attended, that included the Detroit
Bankruptcy, active management (Alpha), GASB rules, Emerging Markets (Global),
and Social Security. Trustee Oleson enjoyed networking with people from other
retirement systems and thought the Conference was very good.
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Karen Williams reported that it was time to renew the annual memberships of
MAPERS ($100), NCPERS, ($250), and IFEBP ($405). The membership fees
are paid from the Board's administrative budget.
It was moved by Trustee Olson and supported by Trustee Hecksel to approve the
annual membership fees for MAPERS, NCPERS and IFEBP and pay the monies
from the Board's administrative budget.
Adopted by the following vote: 6 -0.
Karen Williams provided an update of the the Arrivos Pension Software update.
Tegrit has received access to the IFAS data base and will review the information.
The information should help the project move forward.
Attorney Ken Lane distributed updated policies for the Trustee Handout. Attorney
Lane reviewed the EDRO Policy that was a recommendation from the Actuary
regarding the calculation of EDROs. Attorney Lane also reviewed the Fee Policy
for investment managers.
It was moved by Trustee Kraus and supported by Trustee Oleson to approve the
EDRO Policy and that it is placed in the Trustee Handbook.
Adopted by the following vote: 6 — 0
Attorney Lane notified the Board regarding Ms. Victoria Nevins inquiry. Ms.
Nevins was a member of the Park Police of the Employees Retirement System
(ERS). When the City of Lansing eliminated the Park Police in 1992, employees
were given preferential hiring and allowed to purchase service in the Police and
Fire Retirement System, freeze the Employees Retirement System service or
receive a refund of accumulated contributions. At the time, Ms. Nevins chose to
freeze her service. She was informed in error that she could use the ERS time to
qualify for Police and Fire Retirement. Attorney Lane opined that a Police and
Fire member could not use time from the ERS system to qualify for retirement.
The Employees .Retirement System could agree to refund her accumulated
contribution because of the special circumstances that Ms. Nevins froze her ERS
service.
Ms Nevins has inquiried if the Board could allow her to convert her ERS time to
acquire time in the Police and Fire Retirement System. Attorney Lane opined that
the request was a matter for collective bargaining.
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Four
Attorney Lane informed the Board that he wished to discuss a confidential legal
opinion under attorney-client privilege.
It was moved by Trustee Kraus and supported by Trustee Wood to go into closed
session so that the Board discuss a confidential legal opinion.
Adopted by the following roll call vote: 6 — 0
Yes: Benson, Hecksel, Kraus, Oleson, St. Aubin, Wood.
No: 0
The Board went into closed session at 9:01 a.m.
The Board resumed session at 9:08 a.m.
Karen Williams reviewed the Election process for the Fire Trustee position. Karen
Williams distribute and discussed the election posting for absentee ballots and
voting procedures within City Hall. Trustee Olson and Trustee Kraus volunteer to
assist with counting of the ballots for the general election. Attorney Lane stated
that the procedures were consistent with the Board's policies.
It was moved by Trustee Oleson and supported by Trustee Kraus to proceed with the
Election Posting and Procedures for the Fire Trustee Position to be held, if required,
December 10 and December 11.
Adopted by the following vote: 6 —0.
Karen Williams informed the Police and Fire Board that the SAS 70 report was
received at last month's meeting. The SAS 70 Report was reviewed by legal
counsel and found to be acceptable. Attorney Ken Lane stated that he also
sends the report to Asset Consulting Group for review.
It was moved by Trustee Wood and supported by Trustee Benson to accept the
SAS 70 report based upon the recommendation of legal counsel and contingent
upon the review by Asset Consulting Group.
Adopted by the following vote: 6 — 0.
Karen Williams reviewed the 2014 Schedule of Meeting. The Police and Fire
Board moved its May meeting to May 13 and its September Meeting to September
23.
Ms. Angela Bennett reported to the Police and Fire Board that on November 1,
2013, $11,000,00 was transferred by the City of Lansing to the Police and Fire
Retirement System for the 2012 contribution.
Trustee Kraus requested if the contribution could be made on November 2,
instead of November 1. Trustee Kraus stated that she would rather move the
money on the first of month, instead of the end of the month.
It was moved by Trustee Wood and supported by Trustee Hecksel to accept the
2012 Police and Fire Pension Contribution.
Adopted by the following vote: 6-0.
Karen Williams distributed and reviewed Quarterly Expense Report and Monthly
Security Lending Report.
It was moved by Trustee Oleson and supported by Trustee Hecksel to adjourn
the meeting.
Adopted by the following vote: 6 - 0
The meeting adjourned at 9.41 am.
Minutes approved on
Angela Bennett, Secretary
Police & Fire Retirement System
Brad St. Aubin, Chairperson
Police & Fire Retirement System
OFFICIAL PROCEEDINGS OF THE BOAR® OF
TRUSTEES CITY OF LANSING
POLICE AND FIRE RETIREMENT SYSTEM
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:34 a.m.
Present: Trustees Benson, Hecksel, Kraus (8:37 ), Oleson, St. Aubin, Wood—6.
Absent: Trustee Bernero, Fabus
Others: Karen E. Williams, Angela Bennett, Finance Department; Attorn4y' K ,
Lane, Clark Hill Law Office (representing the Law Department). ;; , C`' n
It was moved by Trustee Hecksel and supported by Trustee Oleson to approve th�D t=
Official Minutes of the Police and Fire Retirement Board Meeting of Octobgr 15; r�Z
2103. r `-'
Y N
Adopted by the following vote: 5 — 0 `
Secretary's Report.
0 new fire member(s), 6 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 337. 0 death(s). Refunds made
since the last regular meeting amounted to $0.00. Reimbursements to the System
year-to-date amount to $0.00. Retirement allowances paid for the month of Ocotber
2013 amounted to $2,208,761.08. Total retirement checks printed for the P&F System:
690. Total retirement checks printed for both systems: 1572 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 Wood to approve the
following application for Regular Age and Service Retirement:
Jorge L. Gomez, Police Department, 25 years of service credits, age 48,
effective December 14, 2013.
Adopted by the following vote: 5 - 0
Trustee Kraus arrived to the meeting.
Karen Williams reported that Applicant #2013-P1015 was sent a letter requesting
documentation.
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Karen Williams reported that Applicant #2013-P0917 has been scheduled to see
the medical director.
Ms. Williams notified the Board that the medical report for Applicant #2013 —F0716
has been received for review by the disability subcommittee.
Ms. Williams reported that Applicant #2013-F0717 has seen the doctor and the
Disability subcommittee is waiting for the medical report.
The Board recessed at 8:38 a.m to allow the disability subcommittee to met and
review the medical report for Applicant#2013-F0716.
The Board resumed at 8:40 a.m.
Trustee Hecksel reported that the disability subcommittee met and reviewed the
medical report. The disability subcommittee recommended to concur with the
medical director and approve the disability retirement of Applicant #2013-170716.
It was moved by Trustee Hecksel and supported by Trustee Kraus to approve the
disability retirement forApplicant #2013-F0716.
Adopted by the following vote: 6 — 0
Trustee St. Aubin notified the Board that Trustee Fabus requested an excuse from
the November meeting. Trustee St. Aubin also reported that the Board loss its
quorum at the October meeting and was unable to excuse Trustee Benson and
Trustee Hecksel.
It was moved by Trustee Wood and supported by Trustee Oleson to excuse
Trustee Fabus from the November Police and Fire Board Meeting, and to excuse
Trustee Benson and Hecksel from the October Police and Fire Board Meeting.
Adopted by the following vote: 6 — 0
Trustee Oleson provided a report on the NCPERS Public Safety Conference.
Trustee Oleson reviewed the workshops that he attended, that included the Detroit
Bankruptcy, active management (Alpha), GASB rules, Emerging Markets (Global),
and Social Security. Trustee Oleson enjoyed networking with people from other
retirement systems and thought the Conference was very good.
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
Karen Williams reported that it was time to renew the annual memberships of
MAPERS ($100), NCPERS, ($250), and IFEBP ($405). The membership fees
are paid from the Board's administrative budget.
It was moved by Trustee Olson and supported by Trustee Hecksel to approve the
annual membership fees for MAPERS, NCPERS and IFEBP and pay the monies
from the Board's administrative budget.
Adopted by the following vote: 6 -0.
Karen Williams provided an update of the the Arrivos Pension Software update.
Tegrit has received access to the IFAS data base and will review the information.
The information should help the project move forward.
Attorney Ken Lane distributed updated policies for the Trustee Handout. Attorney
Lane reviewed the EDRO Policy that was a recommendation from the Actuary
regarding the calculation of EDROs. Attorney Lane also reviewed the Fee Policy
for investment managers.
It was moved by Trustee Kraus and supported by Trustee Oleson to approve the
EDRO Policy and that it is placed in the Trustee Handbook.
Adopted by the following vote: 6 — 0
Attorney Lane notified the Board regarding Ms. Victoria Nevins inquiry. Ms.
Nevins was a member of the Park Police of the Employees Retirement System
(ERS). When the City of Lansing eliminated the Park Police in 1992, employees
were given preferential hiring and allowed to purchase service in the Police and
Fire Retirement System, freeze the Employees Retirement System service or
receive a refund of accumulated contributions. At the time, Ms. Nevins chose to
freeze her service. She was informed in error that she could use the ERS time to
qualify for Police and Fire Retirement. Attorney Lane opined that a Police and
Fire member could not use time from the ERS system to qualify for retirement.
The Employees Retirement System could agree to refund her accumulated
contribution because of the special circumstances that Ms. Nevins froze her ERS
service.
Ms Nevins has inquiried if the Board could allow her to convert her ERS time to
acquire time in the Police and Fire Retirement System. Attorney Lane opined that
the request was a matter for collective bargaining.
Regular Meeting November 19, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Four
Attorney Lane informed the Board that he wished to discuss a confidential legal
opinion under attorney-client privilege.
It was moved by Trustee Kraus and supported by Trustee Wood to go into closed
session so that the Board discuss a confidential legal opinion.
Adopted by the following roll call vote: 6 — 0
Yes: Benson, Hecksel, Kraus, Oleson, St. Aubin, Wood.
No: 0
The Board went into closed session at 9:01 a.m.
The Board resumed session at 9:08 a.m.
Karen Williams reviewed the Election process for the Fire Trustee position. Karen
Williams distribute and discussed the election posting for absentee ballots and
voting procedures within City Hall. Trustee Olson and Trustee Kraus volunteer to
assist with counting of the ballots for the general election. Attorney Lane stated
that the procedures were consistent with the Board's policies.
It was moved by Trustee Oleson and supported by Trustee Kraus to proceed with the
Election Posting and Procedures for the Fire Trustee Position to be held, if required,
December 10 and December 11.
Adopted by the following vote: 6—0.
Karen Williams informed the Police and Fire Board that the SAS 70 report was
received at last month's meeting. The SAS 70 Report was reviewed by legal
counsel and found to be acceptable. Attorney Ken Lane stated that he also
sends the report to Asset Consulting Group for review.
It was moved by Trustee Wood and supported by Trustee Benson to accept the
SAS 70 report based upon the recommendation of legal counsel and contingent
upon the review by Asset Consulting Group.
Adopted by the following vote: 6 — 0.
Karen Williams reviewed the 2014 Schedule of Meeting. The Police and Fire
Board moved its May meeting to May 13 and its September Meeting to September
23.
Ms. Angela Bennett reported to the Police and Fire Board that on November 1,
2013, $11,000,00 was transferred by the City of Lansing to the Police and Fire
Retirement System for the 2012 contribution.
Trustee Kraus requested if the contribution could be made on November 2,
instead of November 1. Trustee Kraus stated that she would rather move the
money on the first of month, instead of the end of the month.
It was moved by Trustee Wood and supported by Trustee Hecksel to accept the
2012 Police and Fire Pension Contribution.
Adopted by the following vote: 6-0.
Karen Williams distributed and reviewed Quarterly Expense Report and Monthly
Security Lending Report.
It was moved by Trustee Oleson and supported by Trustee Hecksel to adjourn
the meeting.
Adopted by the following vote: 6 - 0
The meeting adjourned at 9:41 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 December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI
The Board was called to order at 8:41 a.m. <<;
Present: Trustees Benson, Fabus (8:48), Hecksel, Kraus, Oleson, St. '; ubC
Wood— 7.
Absent: Trustee Bernero = �
C; CD �
Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney�`KeC
Lane, Clark Hill Law Office (representing the Law Department); Greg Stdffip,
Boomershine Consulting Group.
It was moved by Trustee Oleson and supported by Trustee Hecksel to approve the
Official Minutes of the Joint Employees' Retirement System and the Police and
Fire Retirement System Board Meeting of November 21, 2013, as amended.
Adopted by the following vote: 6 — 0
It was moved by Trustee Hecksel and supported by Trustee Wood to approve the
Official Minutes of the Police and Fire Retirement System Board Meeting of
November 19, 2013, as amended.
Adopted by the following vote: 6 — 0
There were no public comments.
Trustee St. Aubin requested that the Board move to item 12 to discuss hiring Mr. Bob
Rose as project sponsor for the Police and Fire Retirement System Board. Mr. Rose
expressed his concerns regarding liability protection if he was to resume his role as
project sponsor. Mr. Rose stated that his could be exposed to lawsuits regarding the
execution and implementation of the software project. He believed that the Retirement
Board did not have liability protection for him in the event of litigation and was not
comfortable going forward.
Mr. Hecksel suggested that the Police and Fire Retirement Board could purchase an
umbrella policy for Mr. Rose's liability concerns. Attorney Ken Lane stated that the
umbrella policy could offer some protection, but may not offer any protection if there was
a dispute between Mr. Rose and the Board.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Trustee Wood inquired if Mr. Rose apprehension and concern would cause him to not
move forward as the project sponsor.
Trustee Benson requested an explanation on the type of issues that could litigation.
Attorney Lane opined that individual member or retirees of the plan could bring litigation
because of the use of Plan funds. Trustee Benson inquired if Mr. Rose could be
attached to the City's contract. Mr. Rose stated that he would not be insulated from
legal action from individual members or retirees.
Trustee Hecksel suggested that Mr. Bob Rose establish a limited liability company LLC
for liability protection. Attorney Lane opined that the Police and Fire Board could
contract with the LLC. Mr. Bob Rose had concerns about legal fees if there was a need
to hire an attorney.
Trustee Wood stated that if Mr. Rose would only be comfortable as an independent
contractor who would sit in on the status meetings and report back to the Board, that it
may be better to have a Board member serve as project sponsor. Trustee St. Aubin
stated that he is unable to fully participate as project sponsor. He inquired if the Board
would have an objection to asking Trustee Mark Parker of the Employees Retirement
System Board to serve as project sponsor. Trustee St. Aubin will reach out to Trustee
Parker regarding the project sponsor position.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 336. 2 death(s), Thomas Roush,
Fire, died December 7, 2013, age 63, spouse to receive 50%; Katherine Winslow,
Police (Non—Duty Disability), died December 5, 2013, age 40, spouse to receive 50%.
Refunds made since the last regular meeting amounted to $0.00. Reimbursements
to the System year-to-date amount to $0.00. Retirement allowances paid for the
month of November, 2013 amounted to $2,212,164.97. Total retirement checks
printed for the P&F System: 691. Total retirement checks printed for both systems:
1575. Domestic relations order received: 0 Domestic relations orders pending: 0.
Eligible domestic relations orders certified: 0.
Trustee Fabus arrived to the meeting.
It was moved by Trustee Wood and supported by Trustee Benson to approve the
following application for Regular Age and Service Retirement:
Elizabeth Reust, Police Department, 25 years of service credits, age 46,
effective December 14, 2013 (w/ purchase 7 months of universal buy-in of
time).
Adopted by the following vote: 7 - 0
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
It was moved by Trustee Wood and support by Trustee Hecksel to approve the
following application for Regular Age and Service Retirement:
John A. Prince, Police Department, 25 years of service credits, age 51,
effective January 6, 2014.
Adopted by the following vote: 7 - 0
Trustee Kraus inquired about when notification of retirements is provided to the
departments. Trustee Kraus spoke of some incidents where employees put in an
application for retirement but did not inform the department in a timely manner.
Ms. Angela Bennett reported that Human Resources and Finance Department
involved with retirement is working on a termination procedure that would
automate the notification when an application is received. Currently, the
retirement analyst submits notification to Human Resources, who notifies the
affected Department.
Karen Williams reported that the Fire Chief had submitted a request for duty
disability for Applicant #2013-F1217.
It was moved by Trustee Hecksel and supported by Trustee Oleson to begin the
Board's process to send Applicant #2013-F1217 to the medical director for
evaluation.
Accepted by the following vote: 7-0
Karen Williams reported that Applicant #2013-P1015 has submitted
documentation and is waiting to see the medical director..
Karen Williams reported that Applicant #2013-P0917 is waiting to see the medical
director.
Ms. Williams notified the Board that the medical report for Applicant #2013 —F0717
has been received for review by the disability subcommittee.
Trustee Kraus reported that the disability subcommittee met and reviewed the
medical report. The disability subcommittee recommended to concur with the
medical director and approve the disability retirement of Applicant #2013-F0717.
Regular Meeting December 17, 2013
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
disability retirement for Applicant#2013-F0716.
Adopted by the following vote: 6 — 1
There were no requests for Non Duty Disability Retirement.
There were no requests for Refund of Accumulated Contribution.
Attorney Lane provided an updated EDRO Policy and Investment Policy for
Trustee Books.
Attorney Ken Lane reported that Attorney Paul Novak of Milberg contacted him
and stated that there was no security breach of the Veritas system in the last five
years. Milberg also provided assurances that the Board would be immediately
notified if there is a security breach. Attorney Lane provided the email notification
from Milberg to the Police and Fire chairperson to satisfy the Board's motion.
Attorney Lane opined that he reviewed the SAS 70 Report and had no issue with
the information. Attorney Lane had not heard from Asset Consulting Group
regarding the report.
Attorney Lane discussed Dewpoint's contribution to elected officials. Public Act
314 would prohibit the Retirement Board from using its assets to pay vendors or
service providers that make campaign contributions over $350.00. The Public
provides that if the contribution is discovered within 4 months, and the portion over
$350 is refunded, there is no violation. Attorney Lane that the City Attorney's
Office verified that the Lansing elected officials who received contributions from
Dewpoint returned all of the contributions. Attorney Lane drafted a letter to send
out to all vendors to make them aware of the Public Act 314 and its provisions
regarding campaign contributions.
Trustee Wood informed the Police and Fire Board that at the December 2, 2013
Council Meeting, the City Attorney provided a retirement board closed session
confidential memo to the Council. The City Attorney provided a memo telling the
Council that she concurred with the closed session memo. Trustee Wood stated
that she asked the City Attorney repeatedly was she waiving the confidentiality of
the memo. The City Attorney did waive the confidentiality. Trustee Wood stated
that Council members were previously told that no one person can waive the
confidentiality of the documents considered, except the body that went in to closed
session.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Five
Attorney Lane explained that the City Attorney was copied on the confidential
memo. Attorney Lane stated that due to the issue involving the Mayor and
administration, he felt that the information should be shared with City Attorney.
Trustee Wood inquired if the Attorney Lane or Trustee St. Aubin was informed of
the City Attorney's decision to waive the confidentiality of the memo. Neither
Attorney Lane or Trustee St. Aubin was aware that the memo had been shared
with City Council.
Trustee Wood had concerns that members of the public are requested to leave for
closed session, yet the items considered are made public, without notification to
the Police and Fire Retirement Board. Trustee Benson inquired about why there
was an issue with the release of the confidential meeting. Trustee Wood did not
want the appearance the Board was doing something inappropriate behind closed
doors.
Attorney Lane stated that in the future, he will communicate and coordinate with
the retirement board chairperson, if he feels that memos should be copied and
shared with individuals outside of the closed session.
The Board reviewed the suggested letter from legal counsel regarding the Public
Act 314 and campaign contributions.
Trustee Benson had some concerns and suggestions regarding the wording of the
letter and how the elected officials are listed. Attorney Lane will review the letter
with the Employees' Retirement System Board and revise where needed before
sending the letter.
Karen E. Williams reported to the Board regarding the positing for the Fire Trustee.
Ms. Williams indicated that the Retirement Office received one valid nominating
petition from Trustee Robert Hecksel. The Police and Fire Retirement Board
election rules provide that if there is only one valid petition, the member is
assumed to be running unopposed and is elected to the position. Trustee Robert
Hecksel was confirmed as the winner of Fire Trustee position by the Secretary of
the Board, Ms. Angela Bennett.
Mr. Gregory Stump provided an overview of the 2012 Actuarial valuation from the
Police and Fire Retirement System. Mr. Stump discussed the valuation results
and changes from the prior year. He reviewed the investment experience and the
20-year outlook. Mr. Stump discussed the experience impact on the actuarial
liability. Mr. Stump recommended that the Police and Fire Retirement Board
establish a funding policy.
Karen Williams distributed and reviewed Quarterly Expense Report and Monthly
Security Lending Report.
It was moved by Trustee Oleson and supported by Trustee Hecksel to adjourn
the meeting.
Adopted by the following vote: 6 - 0
The meeting adjourned at 9:41 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 December 17, 2013
Council Conference Room Tuesday, 8:30 TM.
10th Floor, City Hall
Lansing, MI G` `;
The Board was called to order at 8:41 a.m. C>
Present: Trustees Benson, Fabus (8:48), Hecksel, Kraus, Oleson, St. AO,,in,'
Wood— 7. r�
G"i"� CJ
Absent: Trustee Bernero
Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney Ken
Lane, Clark Hill Law Office (representing the Law Department); Greg Stump,
Boomershine Consulting Group.
It was moved by Trustee Oleson and supported by Trustee Hecksel to approve the
Official Minutes of the Joint Employees' Retirement System and the Police and
Fire Retirement System Board Meeting of November 21, 2013, as amended.
Adopted by the following vote: 6 — 0
It was moved by Trustee Hecksel and supported by Trustee Wood to approve the
Official Minutes of the Police and Fire Retirement System Board Meeting of
November 19, 2013, as amended.
Adopted by the following vote: 6 — 0
There were no public comments.
Trustee St. Aubin requested that the Board move to item 12 to discuss hiring Mr. Bob
Rose as project sponsor for the Police and Fire Retirement System Board. Mr. Rose
expressed his concerns regarding liability protection if he was to resume his role as
project sponsor. Mr. Rose stated that his could be exposed to lawsuits regarding the
execution and implementation of the software project. He believed that the Retirement
Board did not have liability protection for him in the event of litigation and was not
comfortable going forward.
Mr. Hecksel suggested that the Police and Fire Retirement Board could purchase an
umbrella policy for Mr. Rose's liability concerns. Attorney Ken Lane stated that the
umbrella policy could offer some protection, but may not offer any protection if there was
a dispute between Mr. Rose and the Board.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Trustee Wood inquired if Mr. Rose apprehension and concern would cause him to not
move forward as the project sponsor.
Trustee Benson requested an explanation on the type of issues that could litigation.
Attorney Lane opined that individual member or retirees of the plan could bring litigation
because of the use of Plan funds. Trustee Benson inquired if Mr. Rose could be
attached to the City's contract. Mr. Rose stated that he would not be insulated from
legal action from individual members or retirees.
Trustee Hecksel suggested that Mr. Bob Rose establish a limited liability company LLC
for liability protection. Attorney Lane opined that the Police and Fire Board could
contract with the LLC. Mr. Bob Rose had concerns about legal fees if there was a need
to hire an attorney.
Trustee Wood stated that if Mr. Rose would only be comfortable as an independent
contractor who would sit in on the status meetings and report back to the Board, that it
may be better to have a Board member serve as project sponsor. Trustee St. Aubin
stated that he is unable to fully participate as project sponsor. He inquired if the Board
would have an objection to asking Trustee Mark Parker of the Employees Retirement
System Board to serve as project sponsor. Trustee St. Aubin will reach out to Trustee
Parker regarding the project sponsor position.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 336. 2 death(s), Thomas Roush,
Fire, died December 7, 2013, age 63, spouse to receive 50%; Katherine Winslow,
Police (Non—Duty Disability), died December 5, 2013, age 40, spouse to receive 50%.
Refunds made since the last regular meeting amounted to $0.00. Reimbursements
to the System year-to-date amount to $0.00. Retirement allowances paid for the
month of November, 2013 amounted to $2,212,164.97. Total retirement checks
printed for the P&F System: 691. Total retirement checks printed for both systems:
1575. Domestic relations order received: 0 Domestic relations orders pending: 0.
Eligible domestic relations orders certified: 0.
Trustee Fabus arrived to the meeting.
It was moved by Trustee Wood and supported by Trustee Benson to approve the
following application for Regular Age and Service Retirement:
Elizabeth Reust, Police Department, 25 years of service credits, age 46,
effective December 14, 2013 (w/ purchase 7 months of universal buy-in of
time).
Adopted by the following vote: 7 - 0
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
It was moved by Trustee Wood and support by Trustee Hecksel to approve the
following application for Regular Age and Service Retirement:
John A. Prince, Police Department, 25 years of service credits, age 51,
effective January 6, 2014.
Adopted by the following vote: 7 - 0
Trustee Kraus inquired about when notification of retirements is provided to the
departments. Trustee Kraus spoke of some incidents where employees put in an
application for retirement but did not inform the department in a timely manner.
Ms. Angela Bennett reported that Human Resources and Finance Department
involved with retirement is working on a termination procedure that would
automate the notification when an application is received. Currently, the
retirement analyst submits notification to Human Resources, who notifies the
affected Department.
Karen Williams reported that the Fire Chief had submitted a request for duty
disability for Applicant#2013-F1217.
It was moved by Trustee Hecksel and supported by Trustee Oleson to begin the
Board's process to send Applicant #2013-F1217 to the medical director for
evaluation.
Accepted by the following vote: 7-0
Karen Williams reported that Applicant #2013-P1015 has submitted
documentation and is waiting to see the medical director.
Karen Williams reported that Applicant #2013-P0917 is waiting to see the medical
director.
Ms. Williams notified the Board that the medical report for Applicant #2013 —F0717
has been received for review by the disability subcommittee.
Trustee Kraus reported that the disability subcommittee met and reviewed the
medical report. The disability subcommittee recommended concurring with the
medical director and approving the disability retirement of Applicant#2013- F0717.
Regular Meeting December 17, 2013
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
disability retirement for Applicant#2013-F0716.
Adopted by the following vote: 6 — 1
There were no requests for Non Duty Disability Retirement.
There were no requests for Refund of Accumulated Contribution.
Attorney Lane provided an updated EDRO Policy and Investment Policy for
Trustee Books.
Attorney Ken Lane reported that Attorney Paul Novak of Milberg contacted him
and stated that there was no security breach of the VERITAS system in the last
five years. Milberg also provided assurances that the Board would be
immediately notified if there is a security breach. Attorney Lane provided the
email notification from Milberg to the Police and Fire chairperson to satisfy the
Board's motion.
Attorney Lane opined that he reviewed the SAS 70 Report and had no issue with
the information. Attorney Lane had not heard from Asset Consulting Group
regarding the report.
Attorney Lane discussed Dewpoint's contribution to elected officials. Public Act
314 would prohibit the Retirement Board from using its assets to pay vendors or
service providers that make campaign contributions over $350.00. The Public
provides that if the contribution is discovered within 4 months, and the portion over
$350 is refunded, there is no violation. Attorney Lane stated that the City
Attorney's Office verified that the Lansing elected officials who received
contributions from Dewpoint returned all of the contributions. Attorney Lane
drafted a letter to send out to all vendors to make them aware of the Public Act
314 and its provisions regarding campaign contributions.
Trustee Wood informed the Police and Fire Board that at the December 2, 2013
Council Meeting, the City Attorney provided a retirement board closed session
confidential memo to the Council. The City Attorney provided a memo telling the
Council that she concurred with the closed session memo. Trustee Wood stated
that she asked the City Attorney repeatedly was she waiving the confidentiality of
the memo. The City Attorney did waive the confidentiality. Trustee Wood stated
that Council members were previously told that no one person can waive the
confidentiality of the documents considered, except the body that went in to closed
session.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Five
Attorney Lane explained that the City Attorney was copied on the confidential
memo. Attorney Lane stated that due to the issue involving the Mayor and
administration, he felt that the information should be shared with City Attorney.
Trustee Wood inquired if the Attorney Lane or Trustee St. Aubin was informed of
the City Attorney's decision to waive the confidentiality of the memo. Neither
Attorney Lane nor Trustee St. Aubin was aware that the memo had been shared
with City Council.
Trustee Wood had concerns that members of the public are requested to leave for
closed session, yet the items considered are made public, without notification to
the Police and Fire Retirement Board. Trustee Benson inquired about why there
was an issue with the release of the confidential meeting. Trustee Wood did not
want the appearance the Board was doing something inappropriate behind closed
doors.
Attorney Lane stated that in the future, he will communicate and coordinate with
the retirement board chairperson, if he feels that memos should be copied and
shared with individuals outside of the closed session.
The Board reviewed the suggested letter from legal counsel regarding the Public
Act 314 and campaign contributions.
Trustee Benson had some concerns and suggestions regarding the wording of the
letter and how the elected officials are listed. Attorney Lane will review the letter
with the Employees' Retirement System Board and revise where needed before
sending the letter.
Karen E. Williams reported to the Board regarding the positing for the Fire Trustee.
Ms. Williams indicated that the Retirement Office received one valid nominating
petition from Trustee Robert Hecksel. The Police and Fire Retirement Board
election rules provide that if there is only one valid petition, the member is
assumed to be running unopposed and is elected to the position. Trustee Robert
Hecksel was confirmed as the winner of Fire Trustee position by the Secretary of
the Board, Ms. Angela Bennett.
Mr. Gregory Stump provided an overview of the 2012 Actuarial valuation from the
Police and Fire Retirement System. Mr. Stump discussed the valuation results
and changes from the prior year. He reviewed the investment experience, the
expected contribution for next year, and the 20-year outlook. Mr. Stump
discussed the experience impact on the actuarial liability.
Trustee Hecksel inquired about the Police and Fire Retirement System funding
percentage and wondered when a retirement board be concerned.
Mr. Stump recommended that the Police and Fire Retirement Board establish a
written funding policy. The Policy should be reviewed with every experience study.
The Policy will include objectives, assumption guidelines and the amortization
adopted by the Board. The Funding policy will also include normal costs and
contributions levels.
Karen Williams distributed and reviewed Quarterly Expense Report and Monthly
Security Lending Report.
It was moved by Trustee Hecksel and supported by Trustee Kraus to adjourn the
meeting.
Adopted by the following vote: 7 - 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
OFFICIAL PROCEEDINGS OF THE BOARD OF
TRUSTEES CITY OF LANSING
POLICE AND FIRE RETIREMENT SYSTEM
Regular Meeting December 17,,201�-,
Council Conference Room Tuesday, 8:30am
10th Floor, City Hall ;
Lansing, MI
The Board was called to order at 8:41 a.m. T,
F-I
Present: Trustees Benson, Fabus (8:48), Hecksel, Kraus, Oleson, St. ARinr' �J
Wood— 7.
Absent: Trustee Bernero
Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney Ken
Lane, Clark Hill Law Office (representing the Law Department); Greg Stump,
Boomershine Consulting Group.
It was moved by Trustee Oleson and supported by Trustee Hecksel to approve the
Official Minutes of the Joint Employees' Retirement System and the Police and
Fire Retirement System Board Meeting of November 21, 2013, as amended.
Adopted by the following vote: 6 — 0
It was moved by Trustee Hecksel and supported by Trustee Wood to approve the
Official Minutes of the Police and Fire Retirement System Board Meeting of
November 19, 2013, as amended.
Adopted by the following vote: 6 — 0
There were no public comments.
Trustee St. Aubin requested that the Board move to item 12 to discuss hiring Mr. Bob
Rose as project sponsor for the Police and Fire Retirement System Board. Mr. Rose
expressed his concerns regarding liability protection if he was to resume his role as
project sponsor. Mr. Rose stated that his could be exposed to lawsuits regarding the
execution and implementation of the software project. He believed that the Retirement
Board did not have liability protection for him in the event of litigation and was not
comfortable going forward.
Mr. Hecksel suggested that the Police and Fire Retirement Board could purchase an
umbrella policy for Mr. Rose's liability concerns. Attorney Ken Lane stated that the
umbrella policy could offer some protection, but may not offer any protection if there was
a dispute between Mr. Rose and the Board.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Trustee Wood inquired if Mr. Rose apprehension and concern would cause him to not
move forward as the project sponsor.
Trustee Benson requested an explanation on the type of issues that could litigation.
Attorney Lane opined that individual member or retirees of the plan could bring litigation
because of the use of Plan funds. Trustee Benson inquired if Mr. Rose could be
attached to the City's contract. Mr. Rose stated that he would not be insulated from
legal action from individual members or retirees.
Trustee Hecksel suggested that Mr. Bob Rose establish a limited liability company LLC
for liability protection. Attorney Lane opined that the Police and Fire Board could
contract with the LLC. Mr. Bob Rose had concerns about legal fees if there was a need
to hire an attorney.
Trustee Wood stated that if Mr. Rose would only be comfortable as an independent
contractor who would sit in on the status meetings and report back to the Board, that it
may be better to have a Board member serve as project sponsor. Trustee St. Aubin
stated that he is unable to fully participate as project sponsor. He inquired if the Board
would have an objection to asking Trustee Mark Parker of the Employees Retirement
System Board to serve as project sponsor. Trustee St. Aubin.will reach out to Trustee
Parker regarding the project sponsor position.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 336. 2 death(s), Thomas Roush,
Fire, died December 7, 2013, age 63, spouse to receive 50%; Katherine Winslow,
Police (Non—Duty Disability), died December 5, 2013, age 40, spouse to receive 50%.
Refunds made since the last regular meeting amounted to $0.00. Reimbursements
to the System year-to-date amount to $0.00. Retirement allowances paid for the
month of November, 2013 amounted to $2,212,164.97. Total retirement checks
printed for the P&F System: 691. Total retirement checks printed for both systems:
1575. Domestic relations order received: 0 Domestic relations orders pending: 0.
Eligible domestic relations orders certified: 0.
Trustee Fabus arrived to the meeting.
It was moved by Trustee Wood and supported by Trustee Benson to approve the
following application for Regular Age and Service Retirement:
Elizabeth Reust, Police Department, 25 years of service credits, age 46,
effective December 14, 2013 (w/ purchase 7 months of universal buy-in of
time).
Adopted by the following vote: 7 - 0
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
It was moved by Trustee Wood and support by Trustee Hecksel to approve the
following application for Regular Age and Service Retirement:
John A. Prince, Police Department, 25 years of service credits, age 51,
effective January 6, 2014.
Adopted by the following vote: 7 - 0
Trustee Kraus inquired about when notification of retirements is provided to the
departments. Trustee Kraus spoke of some incidents where employees put in an
application for retirement but did not inform the department in a timely manner.
Ms. Angela Bennett reported that Human Resources and Finance Department
involved with retirement is working on a termination procedure that would
automate the notification when an application is received. Currently, the
retirement analyst submits notification to Human Resources, who notifies the
affected Department.
Karen Williams reported that the Fire Chief had submitted a request for duty
disability for Applicant#2013-F1217.
It was moved by Trustee Hecksel and supported by Trustee Oleson to begin the
Board's process to send Applicant #2013-F1217 to the medical director for
evaluation.
Accepted by the following vote: 7-0
Karen Williams reported that Applicant #2013-P1015 has submitted
documentation and is waiting to see the medical director.
Karen Williams reported that Applicant #2013-P0917 is waiting to see the medical
director.
Ms. Williams notified the Board that the medical report for Applicant #2013 —F0717
has been received for review by the disability subcommittee.
Trustee Kraus reported that the disability subcommittee met and reviewed the
medical report. The disability subcommittee recommended concurring with the
medical director and approving the disability retirement of Applicant #2013- F0717.
Regular Meeting December 17, 2013
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
disability retirement forApplicant #2013-F0716.
Adopted by the following vote: 6 — 1
There were no requests for Non Duty Disability Retirement.
There were no requests for Refund of Accumulated Contribution.
Attorney Lane provided an updated EDRO Policy and Investment Policy for
Trustee Books.
Attorney Ken Lane reported that Attorney Paul Novak of Milberg contacted him
and stated that there was no security breach of the VERITAS system in the last
five years. Milberg also provided assurances that the Board would be
immediately notified if there is a security breach. Attorney Lane provided the
email notification from Milberg to the Police and Fire chairperson to satisfy the
Board's motion.
Attorney Lane opined that he reviewed the SAS 70 Report and had no issue with
the information. Attorney Lane had not heard from Asset Consulting Group
regarding the report.
Attorney Lane discussed Dewpoint's contribution to elected officials. Public Act
314 would prohibit the Retirement Board from using its assets to pay vendors or
service providers that make campaign contributions over $350.00. The Public
provides that if the contribution is discovered within 4 months, and the portion over
$350 is refunded, there is no violation. Attorney Lane stated that the City
Attorney's Office verified that the Lansing elected officials who received
contributions from Dewpoint returned all of the contributions. Attorney Lane
drafted a letter to send out to all vendors to make them aware of the Public Act
314 and its provisions regarding campaign contributions.
Trustee Wood informed the Police and Fire Board that at the December 2, 2013
Council Meeting, the City Attorney provided a retirement board closed session
confidential memo to the Council. The City Attorney provided a memo telling the
Council that she concurred with the closed session memo. Trustee Wood stated
that she asked the City Attorney repeatedly was she waiving the confidentiality of
the memo. The City Attorney did waive the confidentiality. Trustee Wood stated
that Council members were previously told that no one person can waive the
confidentiality of the documents considered, except'the body that went in to closed
session.
Regular Meeting December 17, 2013
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
disability retirement for Applicant #2013-F0716.
Adopted by the following vote: 6 — 1
There were no requests for Non Duty Disability Retirement.
There were no requests for Refund of Accumulated Contribution.
Attorney Lane provided an updated EDRO Policy and Investment Policy for
Trustee Books.
Attorney Ken Lane reported that Attorney Paul Novak of Milberg contacted him
and stated that there was no security breach of the VERITAS system in the last
five years. Milberg also provided assurances that the Board would be
immediately notified if there is a security breach. Attorney Lane provided the
email notification from Milberg to the Police and Fire chairperson to satisfy the
Board's motion.
Attorney Lane opined that he reviewed the SAS 70 Report and had no issue with
the information. Attorney Lane had not heard from Asset Consulting Group
regarding the report.
Attorney Lane discussed Dewpoint's contribution to elected officials. Public Act
314 would prohibit the Retirement Board from using its assets to pay vendors or
service providers that make campaign contributions over $350.00. The Public
provides that if the contribution is discovered within 4 months, and the portion over
$350 is refunded, there is no violation. Attorney Lane stated that the City
Attorney's Office verified that the Lansing elected officials who received
contributions from Dewpoint returned all of the contributions. Attorney Lane
drafted a letter to send out to all vendors to make them aware of the Public Act
314 and its provisions regarding campaign contributions.
Trustee Wood informed the Police and Fire Board that at the December 2, 2013
Council Meeting, the City Attorney provided a retirement board closed session
confidential memo to the Council. The City Attorney provided a memo telling the
Council that she concurred with the closed session memo. Trustee Wood stated
that she asked the City Attorney repeatedly was she waiving the confidentiality of
the memo. The City Attorney did waive the confidentiality. Trustee Wood stated
that Council members were previously told that no one person can waive the
confidentiality of the documents considered, except the body that went in to closed
session.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Five
Attorney Lane explained that the City Attorney was copied on the confidential
memo. Attorney Lane stated that due to the issue involving the Mayor and
administration, he felt that the information should be shared with City Attorney.
Trustee Wood inquired if the Attorney Lane or Trustee St. Aubin was informed of
the City Attorney's decision to waive the confidentiality of the memo. Neither
Attorney Lane nor Trustee St. Aubin was aware that the memo had been shared
with City Council.
Trustee Wood had concerns that members of the public are requested to leave for
closed session, yet the items considered are made public, without notification to
the Police and Fire Retirement Board. Trustee Benson inquired about why there
was an issue with the release of the confidential meeting. Trustee Wood did not
want the appearance the Board was doing something inappropriate behind closed
doors.
Attorney Lane stated that in the future, he will communicate and coordinate with
the retirement board chairperson, if he feels that memos should be copied and
shared with individuals outside of the closed session.
The Board reviewed the suggested letter from legal counsel regarding the Public
Act 314 and campaign contributions.
Trustee Benson had some concerns and suggestions regarding the wording of the
letter and how the elected officials are listed. Attorney Lane will review the letter
with the Employees' Retirement System Board and revise where needed before
sending the letter.
Karen E. Williams reported to the Board regarding the positing for the Fire Trustee.
Ms. Williams indicated that the Retirement Office received one valid nominating
petition from Trustee Robert Hecksel. The Police and Fire Retirement Board
election rules provide that if there is only one valid petition, the member is
assumed to be running unopposed and is elected to the position. Trustee Robert
Hecksel was confirmed as the winner of Fire Trustee position by the Secretary of
the Board, Ms. Angela Bennett.
Mr. Gregory Stump provided an overview of the 2012 Actuarial valuation from the
Police and Fire Retirement System. Mr. Stump discussed the valuation results
and changes from the prior year. He reviewed the investment experience, the
expected contribution for next year, and the 20-year outlook. Mr. Stump
discussed the experience impact on the actuarial liability.
Trustee Hecksel inquired about the Police and Fire Retirement System funding
percentage and wondered when a retirement board be concerned.
Mr. Stump recommended that the Police and Fire Retirement Board establish a
written funding policy. The Policy should be reviewed with every experience study.
The Policy will include objectives, assumption guidelines and the amortization
adopted by the Board. The Funding policy will also include normal costs and
contributions levels.
Karen Williams distributed and reviewed Quarterly Expense Report and Monthly
Security Lending Report.
It was moved by Trustee Hecksel and supported by Trustee Kraus to adjourn the
meeting.
Adopted by the following vote: 7 - 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
OFFICIAL PROCEEDINGS OF THE BOARD OF
TRUSTEES CITY OF LANSING
POLICE AND FIRE RETIREMENT SYSTEM
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI r--
The Board was called to order at 8:41 a.m.
Present: Trustees Benson, Fabus (8:48), Hecksel, Kraus, Oleson, SO,Amain, '
Wood— 7.
Absent: Trustee Bernero
Others: Karen E. Williams, Angela Bennett, Finance Department; Attor*-y On
Lane, Clark Hill Law Office (representing the Law Department); Greg `Stump,
Boomershine Consulting Group.
It was moved by Trustee Oleson and supported by Trustee Hecksel to approve the
Official Minutes of the Joint Employees' Retirement System and the Police and
Fire Retirement System Board Meeting of November 21, 2013, as amended.
Adopted by the following vote: 6 — 0
It was moved by Trustee Hecksel and supported by Trustee Wood to approve the
Official Minutes of the Police and Fire Retirement System Board Meeting of
November 19, 2013, as amended.
Adopted by the following vote: 6 — 0
There were no public comments.
Trustee St. Aubin requested that the Board move to item 12 to discuss hiring Mr. Bob
Rose as project sponsor for the Police and Fire Retirement System Board. Mr. Rose
expressed his concerns regarding liability protection if he was to resume his role as
project sponsor. Mr. Rose stated that his could be exposed to lawsuits regarding the
execution and implementation of the software project. He believed that the Retirement
Board did not have liability protection for him in the event of litigation and was not
comfortable going forward.
Mr. Hecksel suggested that the Police and Fire Retirement Board could purchase an
umbrella policy for Mr. Rose's liability concerns. Attorney Ken Lane stated that the
umbrella policy could offer some protection, but may not offer any protection if there was
a dispute between Mr. Rose and the Board.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Two
Trustee Wood inquired if Mr. Rose apprehension and concern would cause him to not
move forward as the project sponsor.
Trustee Benson requested an explanation on the type of issues that could litigation.
Attorney Lane opined that individual member or retirees of the plan could bring litigation
because of the use of Plan funds. Trustee Benson inquired if Mr. Rose could be
attached to the City's contract. Mr. Rose stated that he would not be insulated from
legal action from individual members or retirees.
Trustee Hecksel suggested that Mr. Bob Rose establish a limited liability company LLC
for liability protection. Attorney Lane opined that the Police and Fire Board could
contract with the LLC. Mr. Bob Rose had concerns about legal fees if there was a need
to hire an attorney.
Trustee Wood stated that if Mr. Rose would only be comfortable as an independent
contractor who would sit in on the status meetings and report back to the Board, that it
may be better to have a Board member serve as project sponsor. Trustee St. Aubin
stated that he is unable to fully participate as project sponsor. He inquired if the Board
would have an objection to asking Trustee Mark Parker of the Employees Retirement
System Board to serve as project sponsor. Trustee St. Aubin will reach out to Trustee
Parker regarding the project sponsor position.
Secretary's Report.
0 new fire member(s), 0 new police members, 0 reinstatement(s), 0 refund(s), 0
transfers, 1 retired. Total: Active membership: 336. 2 death(s), Thomas Roush,
Fire, died December 7, 2013, age 63, spouse to receive 50%; Katherine Winslow,
Police (Non—Duty Disability), died December 5, 2013, age 40, spouse to receive 50%.
Refunds made since the last regular meeting amounted to $0.00. Reimbursements
to the System year-to-date amount to $0.00. Retirement allowances paid for the
month of November, 2013 amounted to $2,212,164.97. Total retirement checks
printed for the P&F System: 691. Total retirement checks printed for both systems:
1575. Domestic relations order received: 0 Domestic relations orders pending: 0.
Eligible domestic relations orders certified: 0.
Trustee Fabus arrived to the meeting.
It was moved by Trustee Wood and supported by Trustee Benson to approve the
following application for Regular Age and Service Retirement:
Elizabeth Reust, Police Department, 25 years of service credits, age 46,
effective December 14, 2013 (w/ purchase 7 months of universal buy-in of
time).
Adopted by the following vote: 7 - 0
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Three
It was moved by Trustee Wood and support by Trustee Hecksel to approve the
following application for Regular Age and Service Retirement:
John A. Prince, Police Department, 25 years of service credits, age 51,
effective January 6, 2014.
Adopted by the following vote: 7 - 0
Trustee Kraus inquired about when notification of retirements is provided to the
departments. Trustee Kraus spoke of some incidents where employees put in an
application for retirement but did not inform the department in a timely manner.
Ms. Angela Bennett reported that Human Resources and Finance Department
involved with retirement is working on a termination procedure that would
automate the notification when an application is received. Currently, the
retirement analyst submits notification to Human Resources, who notifies the
affected Department.
Karen Williams reported that the Fire Chief had submitted a request for duty
disability for Applicant#2013-F1217.
It was moved by Trustee Hecksel and supported by Trustee Oleson to begin the
Board's process to send Applicant #2013-F1217 to the medical director for
evaluation.
Accepted by the following vote: 7-0
Karen Williams reported that Applicant #2013-P1015 has submitted
documentation and is waiting to see the medical director..
Karen Williams reported that Applicant #2013-P0917 is waiting to see the medical
director.
Ms. Williams notified the Board that the medical report for Applicant #2013 —F0717
has been received for review by the disability subcommittee.
Trustee Kraus reported that the disability subcommittee met and reviewed the
medical report. The disability subcommittee recommended to concur with the
medical director and approve the disability retirement of Applicant #2013-F0717.
Regular Meeting December 17, 2013
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
disability retirement for Applicant #2013-F0716.
Adopted by the following vote: 6 — 1
There were no requests for Non Duty Disability Retirement.
There were no requests for Refund of Accumulated Contribution.
Attorney Lane provided an updated EDRO Policy and Investment Policy for
Trustee Books.
Attorney Ken Lane reported that Attorney Paul Novak of Milberg contacted him
and stated that there was no security breach of the Veritas system in the last five
years. Milberg also provided assurances that the Board would be immediately
notified if there is a security breach. Attorney Lane provided the email notification
from Milberg to the Police and Fire chairperson to satisfy the Board's motion.
Attorney Lane opined that he reviewed the SAS 70 Report and had no issue with
the information. Attorney Lane had not heard from Asset Consulting Group
regarding the report.
Attorney Lane discussed Dewpoint's contribution to elected officials. Public Act
314 would prohibit the Retirement Board from using its assets to pay vendors or
service providers that make campaign contributions over $350.00. The Public
provides that if the contribution is discovered within 4 months, and the portion over
$350 is refunded, there is no violation. Attorney Lane that the City Attorney's
Office verified that the Lansing elected officials who received contributions from
Dewpoint returned all of the contributions. Attorney Lane drafted a letter to send
out to all vendors to make them aware of the Public Act 314 and its provisions
regarding campaign contributions.
Trustee Wood informed the Police and Fire Board that at the December 2, 2013
Council Meeting, the City Attorney provided a retirement board closed session
confidential memo to the Council. The City Attorney provided a memo telling the
Council that she concurred with the closed session memo. Trustee Wood stated
that she asked the City Attorney repeatedly was she waiving the confidentiality of
the memo. The City Attorney did waive the confidentiality. Trustee Wood stated
that Council members were previously told that no one person can waive the
confidentiality of the documents considered, except the body that went in to closed
session.
Regular Meeting December 17, 2013
Council Conference Room Tuesday, 8:30 a.m.
10th Floor, City Hall
Lansing, MI Page Five
Attorney Lane explained that the City Attorney was copied on the confidential
memo. Attorney Lane stated that due to the issue involving the Mayor and
administration, he felt that the information should be shared with City Attorney.
Trustee Wood inquired if the Attorney Lane or Trustee St. Aubin was informed of
the City Attorney's decision to waive the confidentiality of the memo. Neither
Attorney Lane or Trustee St. Aubin was aware that the memo had been shared
with City Council.
Trustee Wood had concerns that members of the public are requested to leave for
closed session, yet the items considered are made public, without notification to
the Police and Fire Retirement Board. Trustee Benson inquired about why there
was an issue with the release of the confidential meeting. Trustee Wood did not
want the appearance the Board was doing something inappropriate behind closed
doors.
Attorney Lane stated that in the future, he will communicate and coordinate with
the retirement board chairperson, if he feels that memos should be copied and
shared with individuals outside of the closed session.
The Board reviewed the suggested letter from legal counsel regarding the Public
Act 314 and campaign contributions.
Trustee Benson had some concerns and suggestions regarding the wording of the
letter and how the elected officials are listed. Attorney Lane will review the letter
with the Employees' Retirement System Board and revise where needed before
sending the letter.
Karen E. Williams reported to the Board regarding the positing for the Fire Trustee.
Ms. Williams indicated that the Retirement Office received one valid nominating
petition from Trustee Robert Hecksel. The Police and Fire Retirement Board
election rules provide that if there is only one valid petition, the member is
assumed to be running unopposed and is elected to the position. Trustee Robert
Hecksel was confirmed as the winner of Fire Trustee position by the Secretary of
the Board, Ms. Angela Bennett.
Mr. Gregory Stump provided an overview of the 2012 Actuarial valuation from the
Police and Fire Retirement System. Mr. Stump discussed the valuation results
and changes from the prior year. He reviewed the investment experience and the
20-year outlook. Mr. Stump discussed the experience impact on the actuarial
liability. Mr. Stump recommended that the Police and Fire Retirement Board
establish a funding policy.
Karen Williams distributed and reviewed Quarterly Expense Report and Monthly
Security Lending Report.
It was moved by Trustee Oleson and supported by Trustee Hecksel to adjourn
the meeting.
Adopted by the following vote: 6 - 0
The meeting adjourned at 9:41 am.
Minutes approved on
Angela Bennett, Secretary
Police & Fire Retirement System
Brad St. Aubin, Chairperson
Police & Fire Retirement System