DEFERRED COMPENSATION PLAN
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1 DEFERRED COMPENSATION PLAN BOARD REPORT Date: August, 2011 To: From: Subject: Board of Deferred Compensation Administration Staff Staff Report: Completed & Pending Projects & Activity Report Members Eugene K. Canzano, Chairperson John R. Mumma, Vice- Chairperson Cliff Cannon, First Provisional Chair Tom Moutes, Second Provisional Chair Sangeeta Bhatia, Third Provisional Chair Michael Amerian Michael Perez Robert Schoonover Maggie Whelan Recommendation: That the Board of Deferred Compensation Administration receive and file the following information. Activity Reports: Counter Activity Employee Benefits Division Staff has compiled the following results of Counter Activity flow for the month of During the month of, 204 participants visited the Employee Benefits Division to discuss their Deferred Compensation accounts with the Great-West representatives and/or staff. Following are counter activity results from 2010 to 2011: Counter Activity August September October November December January February March April May June Accrued Leave Activity Staff has compiled the following results of Accrued Leave enrollment for the month of During the month of, fifty-eight participants elected to enroll in Accrued Leave and $1,24,264 was contributed into the Plan from their Accrued Leave payouts.
2 Following are accrued leave activity results from 2010 to 2011: P a r t i c i p a n t s w i t h A c c r u e d L e a v e August September October November December January February March April May June A c c r u e d L e a v e D e fe r r a l A m o u n t s $ 1,2 4,2 6 4 $ 1,1 0 0,0 0 0 $ 9 0 0,0 0 0 $ 7 0 0,0 0 0 $ 5 0 0,0 0 0 $ 3 0 0,0 0 0 $ 1 0 0,0 0 0 $ 4 9 9,1 3 7 $ 4 5 6,3 7 0 $ 4 7 3,0 9 4 $ 2 5 6,0 4 4 $ 4 3 9, 3 5 $ 1 5,2 4 6 $ 2 1 2,7 6 2 $ 1 9 9,7 1 0 $ 3 1 5,0 3 6 $ 1 5 1,3 0 0 $ 1 6 3,9 7 0 $ 1 4 7, 5 0 August September October November December January February March April May June Hardship Activity Staff has compiled the following results of hardship processing with Great-West for the month of During the month of, fifty-six hardship cases were submitted to Great-West. Forty-six cases were approved, one denied, and nine were pending further documentation. Hardship Activity '11 Distribution Reasons Approved 2% Denied 2% Pending 16% Prevent Foreclosure / Eviction 7% Income Loss 4% Uninsured Medical Expenses 9% 2
3 Staff has compiled long-term hardship activity results since the reassignment of hardship processing to Great-West in 200. Following are hardship activity results from January 200 to 2011: Hardship Activity Jan-0 Apr-0 Jul-0 Oct-0 Jan-09 Apr-09 Jul-09 Oct-09 Jan-10 Apr-10 Jul-10 Oct-10 Jan-11 Apr-11 Jul-11 Loan Activity Staff has compiled the following results of new loans acquired for the month of During the month of, 44 participants elected to obtain a new loan and $5,121,322 was withdrawn from the Plan for their loan payouts. Loan Activity August September October November December January February March April May June Deferral Tracking - Staff has compiled the following results of bi-weekly deferral cash flows for the month of 2011 for the City of Los Angeles and Department of Water 3
4 and Power. During the month of, the City and Department of Water and Power deferred $14,3,555 into the Deferred Compensation Plan. This compares to $13,91,134 in 2010, or an increase of 0.4% year-over-year. Bi-Weekly Deferral Cash Flows $,000,000 $7,500,000 $7,000,000 $6,500,000 $6,000,000 $5,500,000 $5,000,000 $4,500,000 $4,000,000 1/2/10 1/30/10 2/27/10 3/27/10 4/24/10 5/22/10 6/19/10 7/17/10 /14/10 9/11/10 10/9/10 11/6/10 12/4/10 1/1/11 1/29/11 2/26/11 3/26/11 4/23/11 5/21/11 6/1/11 7/16/11 4
5 PROJECT UPDATE (reflects project activity for period 07/01/11 through 07/31/11) COMPLETED PROJECTS: JULY 2011 # STATUS PROJECT DUE DATE COMPLETED NOTES 1 Completed Board Report - Focus Group/Strategic Planning Volunteer Pools 07/01/11 07/12/11 N/A 2 Completed Board Report - Roth Update 07/01/11 07/12/11 N/A 3 Completed 4 Completed 5 Completed Board Report - Vice-Chairperson Election 07/01/11 07/12/11 N/A Board Report - Investment Removal Options 07/01/11 07/14/11 N/A Board Report - Contract Status Update 07/01/11 07/13/11 N/A 6 Completed Board Report - Staff Report 07/01/11 07/13/11 N/A 7 Completed Board Report - Bylaws Revisions 3 07/01/11 07/14/11 N/A Completed Minutes - 6/21/11 BDCA Meeting 07/01/11 07/14/11 N/A 9 Completed 10 Completed Board Report - Accelerated consolidation of large-cap & midcap funds 07/01/11 07/14/11 N/A PowerPoint for NAGDCA Conference - Roth 457 0/01/11 07/25/11 N/A PENDING PROJECTS # STATUS PROJECT DUE DATE COMPLETED NOTES 1 PENDING Issue RFP for Consulting Services 07/15/11 To be issued August 9th; responses due Sep PENDING Minutes - 07/19/11 Meeting 0/01/11 Pending 3 PENDING Hardship Case /01/11 Pending 4 PENDING RFP-Fund Custodian 0/01/11 Pending 5 PENDING 6 PENDING 7 PENDING PENDING 9 PENDING 10 PENDING 11 PENDING 12 PENDING Board Report - Focus Group Solicitation Materials 0/01/11 Pending Board Report - Retirement Income Calculator 0/01/11 Pending Board Report - Committee Assignments 0/01/11 Pending Board Report - Investment Menu Planning 0/01/11 Pending Board Report - Board Bylaws & Resources 0/01/11 Pending Board Report - August Staff Report 0/01/11 Pending Board Report - FDIC Option Asset Apportionment 09/01/11 Pending Board Plenary Authority/ Fiduciary Liability Insurance 09/01/11 Pending
6 13 PENDING 14 PENDING 15 PENDING 16 PENDING 17 PENDING 1 PENDING 19 PENDING 20 PENDING 21 PENDING 22 PENDING 23 PENDING 24 PENDING 25 PENDING 26 PENDING 27 PENDING 2 PENDING 29 PENDING 30 PENDING Board Report - Quarterly Budget Review 09/01/11 Pending Great-West Contract Amendment - Wells Fargo 09/01/11 Reviewing w/city Attorney Great-West Contract Amendment Extension DCP Services /01/11 Pending Great-West Contract Amendment Extension PSP Services /01/11 Pending Strategic Plan Document & Board Report 09/01/11 Pending Investments Committee Meeting: Investment Policy Statement - Termination 09/01/11 Pending Board Report - History of funds on monitor/watch 09/01/11 Pending Board Report - Loan Repayment Policy 09/01/11 Pending Investments Committee Minutes Meeting 09/01/11 Pending Board Report - review of consistency of access to separating City employees 10/01/11 Pending Create Catch-Up Flyer Incorporating Roth 10/01/11 Pending Board Report - Contribution History & Rollovers 10/01/11 Pending Board Report - In-Kind Transfers from SDBO 10/01/11 Pending Board Report - October Contract Status Update 10/01/11 Pending Plan Document Revisions - Amend Plan Document to reflect 2009 RMD waiver - and make other necessary changes 10/01/11 Pending Board Report - Beneficiary Notifications and Focus Group Results 11/01/11 Pending Board Report - SAS Form from Great-West 11/01/11 Pending Domestic Partners Research and Discussion with City Attorney and California Peers 11/01/11 Pending 31 PENDING Revise Distribution Form 11/01/11 Pending 32 PENDING Revise Enrollment Guide 11/01/11 Pending 33 PENDING 34 PENDING Board Report - Document Retention Policy 11/01/11 Pending Review and report back on City of New York financial advice program 11/01/11 Pending 35 PENDING Board Report - Merril Lynch - Communication to Outside Vendors 11/01/11 Pending 6
7 36 PENDING Beneficiary Addresses 11/01/11 Pending 37 PENDING 3 PENDING 39 PENDING Review and report back on PIMCO hedge fund strategy 11/01/11 Pending Review and report back on Plan statistics broken down by constituency 12/01/11 Pending Communications Plan: List of alternative DC publications and outlets (LACERS, Pensions, Union pubs, etc.) 12/01/11 Pending 40 PENDING Plan Account Records 12/01/11 Pending 41 PENDING Board Report - Social Media Options 12/01/11 Pending 42 PENDING 43 PENDING 44 PENDING 45 PENDING Board Report - Auto Glide-Path for Asset Allocation Funds 12/01/11 Pending Board Report - Proxy Share Voting 12/01/11 Pending Investment Advice Review and Proposal 01/01/12 Pending Notification of Participants - Catch-Up Eligibility 01/01/12 Pending 46 PENDING Pre-Audit Testing - Phase II 01/01/12 Pending Revise Pension Savings Plan 47 PENDING Highlights 01/01/12 Pending 4 PENDING Retiree Loans 01/01/12 Pending 49 PENDING Retirement Plan Summit 01/01/12 Pending 50 PENDING Revisit Plan Audit 02/01/12 Pending 51 PENDING PSP Account Consolidation 02/01/12 Pending 52 PENDING Statistical Project: Refined Count of Non-Contributing Participants 02/01/12 Pending 53 PENDING Deemed IRA Implementation 02/01/12 Pending Staffing Summary Following is a summary of staff positions supporting the Deferred Compensation Plan: Position Authority Incumbent Class Percent Dedicated to DCP Staff Member Personnel Chief Personnel Analyst Chief Personnel Analyst 25% Alejandrina Basquez Senior Personnel Analyst II Senior Personnel Analyst II 0% Steven Montagna Management Analyst II Management Analyst II 100% Natasha Gameroz Management Analyst II Management Assistant 100% Ashley Stracke Benefits Specialist (prior incumbent left under ERIP) Clerk Typist 100% Claudia Guevara 7
8 City Attorney Assistant City Attorney Assistant City Attorney 25% Curt Kidder Legal Assistant Legal Assistant 40% Vicky Williams Submitted by: Ashley Stracke Steven Montagna
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