City of Ann Arbor Employees' Retirement System Minutes for the Regular Meeting March 21, 2013

Transcription

1 City of Ann Arbor Employees' Retirement System Minutes for the Regular Meeting March 21, 2013 The meeting was called to order by Jeremy Flack, Chairperson, at 8:50 a.m ROLL CALL Members Present: Crawford, Flack, Hastie, Heusel, Monroe, Nerdrum (9:00) Members Absent: Clark, Powers, Rogers Staff Present: Kluczynski, Walker Others: Michael VanOverbeke, Legal Counsel David Diephuis, City Resident AUDIENCE COMMENTS - None A. APPROVAL OF AGENDA It was moved by Heusel and seconded by Crawford to approve the agenda as submitted. B. APPROVAL OF MINUTES B-I February 21, 2013 Regular Board Meeting Minutes It was moved by Crawford and seconded by Monroe to approve the February 21, 2013 Board Meeting minutes as submitted. C. CONSENT AGENDA It was moved by Crawford and seconded by Monroe to approve the following Consent Agenda as submitted: C-I Reciprocal Retirement Act - Service Credit WHEREAS, the Board of Trustees is vested with the authority and fiduciary responsibility for the administration, management and operation of the Retirement System, and WHEREAS, the Board of Trustees acknowledges that, effective July 14, 1969, the City of Ann Arbor adopted the Reciprocal Retirement Act, Public Act 88 of 1961, as amended, to provide for the preservation and continuity of retirement system service credit for public employees who transfer their employment between units of government, and WHEREAS, the Board acknowledges that a member may use service credit with another governmental unit to meet the eligibility service requirements of the Retirement System, upon satisfaction of the conditions set forth in the Reciprocal Retirement Act, and WHEREAS, the Board is in receipt of requests to have service credit acquired in other governmental unit retirement systems recognized for purposes of receiving benefits from the Retirement System, therefore be it

2 RESOLVED, that the Board of Trustees hereby certifies that the following member(s) of the Retirement System have submitted the requisite documentation for the recognition of reciprocal retirement credit: Name Classification Reciprocal Service Credit Prior Reciprocal Retirement Unit State of Michigan - Kerry Gray General 3 years, 11 months Department of Natural Resources Kevin Kleitsch Police 1 year, 2 months University of Michigan RESOLVED, that the Board of Trustees notes that pursuant to the Reciprocal Retirement Act, said reciprocal retirement credit may only be used for purposes of meeting the retirement eligibility requirements of the Retirement System and that retirement benefits will be based upon actual service rendered to the City and shall be made payable consistent with the City Charter, applicable collective bargaining agreements, Retirement System policies/procedures, and applicable laws (specifically, MCL Public Act 88 of 1961, as amended), and further RESOLVED, that a copy of this resolution shall be provided to the appropriate City and Union representatives and interested parties. D. ACTION ITEMS 0-1 Election of Board Officers - Chairperson, Vice-Chairperson, & Secretary It was moved by Crawford and seconded by Hastie to nominate and re-elect the existing Board Officers as follows: Chairperson: Vice-Chairperson: Secretary: Jeremy Flack Alexa Nerdrum David Monroe D-2 Committee Appointments The Board discussed Committee appointments and decided to keep the remaining slate of members and Chairs for each Committee the same with the option to change as needed. It was moved by Hastie and seconded by Crawford to keep the members of the Committees as currently exists, recognizing that the current Chairpersons of those Committees will continue to serve as Chairs, it however being understood that any member of the Board wishing to be on another Committee can certainly notify the Board Chair and through the Board Chair that change will be made. Investment Policy Committee: Administrative Policy Committee: Hastie/Chair, Clark, Flack, Monroe, Rogers Crawford/Chair, Heusel, Monroe Audit Committee: Nerdrum/Chair, Clark, Crawford, Monroe

3 D Spring MAPERS Conference - Certificate of Delegates It was the consensus of the Board that Mr. Monroe represent the System as its delegate at the upcoming Spring MAPERS Conference. D-4 Resolution to Approve Third Round of Funding for International Emerging Markets Equity WHEREAS, the Board of Trustees is vested with the general administration, management and operation of the City of Ann Arbor Employees Retirement System, and WHEREAS, the Board of Trustees is required to act with the same care, skill, prudence and diligence under the circumstances then prevailing that a prudent person acting in a similar capacity and familiar with those matters would use in the conduct of a similar enterprise with similar aims; and WHEREAS, Meketa Investment Group had previously advised the Investment Policy Committee to allocate funds to two emerging market equity managers, and WHEREAS, the Investment Policy Committee had previously partially funded 2 selected emerging market managers, Vontobel and DFA; and WHEREAS, the Retirement System desires to complete the allocation to both emerging market equity managers (DFA, and Vontobel) at this time; and WHEREAS, the Retirement System, upon the direction on Meketa, desires to pare back the Retirement System's domestic equity exposure toward the previously adopted targets; so be it RESOLVED, that $8.6 million be reallocated by a withdrawal from the Northern Trust Investment Advisers S&P 400 account and reinvested 60% in DFA, and 40% in Vontobel, as soon as administratively feasible. It was moved by Hastie and seconded by Monroe to approve the Resolution to Approve Third Round of Funding for International Emerging Markets Equity. D-5 Drafted Employee & Retiree Newsletter Ms. Walker reviewed the drafted Employee & Retiree Newsletter, noting that this is the first year that the two newsletters have been combined. There were no suggestions or changes made to the draft as presented. It was moved by Crawford and seconded by Monroe to approve the Employee & Retiree Newsletter as submitted. E. DISCUSSION ITEMS - None F. REPORTS F-I Executive Report - March 21,

4 INTERCONTINENTAL REAL ESTATE FUND III Intercontinental Real Estate Investment Fund Ill ('REIF Ill') distributed $94,213.16tothe Retirement System February 26th, 2013, representing income generated by portfolio investments. BUCK OCS/ESS Buck experienced a security incident in which some personal information on members from the Ann Arbor data base was viewed by other Buck client administrators. Buck has notified the potentially affected participants and provided direction on how to elect credit monitoring at Buck's expense, also outlining other steps participants can take to protect their identity. The security breach did not affect the Employee Self Service System. No data was at risk or viewed by other members or the general public. The System has continued testing the programming for the 10-year vesting/5-year FAC and to insure that all new participants are loaded in a timely manner. A PowerPoint to demonstrate the system has been completed and a training room will be scheduled at City Hall. BOARD RETREAT The Board retreat focused on review of recent investment results, asset allocation and strategies for funding the asset classes identified but not yet funded. The next IPC meeting will include real estate managers' presentations. The chairman of the IPC has requested an analysis of historical asset allocations of equity vs. other asset classes, which is in progress. NEW MICHIGAN LEGISLATION - PUBLIC ACT 347 New draft disclosure of fees and political contributions as required by the state of Michigan has been sent to investment managers for comment. Most managers have not expressed any concerns, but all comments received so far have been supplied to the Board attorney's office. OVERPAYMENT AFTER RETIREE'S DEATH The son of a deceased retiree who continued to collect payments on behalf of the retiree has paid the first installment of $300 per month; this monthly payment will continue for 21/2 years. The son contacted the Retirement System office and commented that his situation was very busy after his parent's death and he was unable to immediately begin repayment. His stated intention is to catch up with the schedule and complete the repayments. UPDATE ON LYONDELL SECURITIES LITIGATION Year-to-date legal costs incurred with DLA Piper on this litigation now total $ F-2 City of Ann Arbor Employees' Retirement System Preliminary Report for the Month Ended February 28, 2013 N. Gail Jarskey, Accountant, submitted the Financial Report for the month ended February 28, 2013 to the Board of Trustees: 2/28/2013 Asset Value (Preliminary) $431,525,659 1/31/2013 Asset Value (Audited by Northern) $428,489,679 Calendar YTD Increase/Decrease in Assets $16,714,042

5 (excludes non-investment receipts and disbursements) Percent Gain <Loss> 4.0% March 20, 2013 Asset Value $ 434,955,790 F-3 Investment Policy Committee Minutes - No Report F-4 Administrative Policy Committee Minutes - No Report F-5 Audit Committee Minutes - No Report F-6 Legal Report Mr. VanOverbeke stated that the two-year legislative session has begun in Lansing, and amendments to the FOIA will be discussed along with stringent revenue sharing adjustments and retiree healthcare liability. Mr. VanOverbeke distributed and discussed a legal opinion regarding "Vested Deferred Retirees and Eligibility for the Minimum Benefit Provision", which determines if vested deferred retirees are eligible to participate in the Retirement System's post-retirement adjustments, in particular, the minimum benefit provision. In summary, a vested deferred retiree may be eligible for the Minimum Benefit Provision under Section 1:592(1) of the Retirement Ordinance, however, a vested deferred retiree is not eligible for a Pension Adjustment or Supplemental Benefits under Section 1:592(2) of the Retirement Ordinance. It was moved by Nerdrum and seconded by Hastie to acknowledge receipt of the opinion from the Board's legal counsel dated March 20, 2013 regarding Vested Deferred Retirees and Eligibility for the Minimum Benefit Provision. G. INFORMATION (Received & Filed) G-1 Communications Memorandum G-2 April Planning Calendar G-3 Record of Paid Invoices The following invoices have been paid since the last Board meeting: PAYEE AMOUNT DESCRIPTION 1 Levi, Ray & Shoup, Inc WWW Hosting 2 DTE Energy Monthly Gas Fee dated February 12, DTE Energy Monthly Electric Fee dated February 12, AT&T Monthly telephone service 5 Comcast Monthly Cable Fee 6 Afternoon Delight Annual Board Retreat-3/8/ Hassel bring-clark Co Monthly copier cost per copy 8 Levi, Ray & Shoup, Inc. 1, Pension Gold software maintenance 4/14/13-5/13/13 9 Meketa Investment Group 8, Investment Consultant Retainer - February Coverall North America, Inc Office cleaning services for March DLA Piper, LLP Securities Litigation defense services/lyondell 12 Buck Consultants 1, Admin. system hosting fees through January 2013 TOTAL 13,

6 G-4 Retirement Report Retirement paperwork has been submitted by the following employee(s): Name Type of Retirement Effective Date Group Years of Service Service Area Cheryl 31 Years, Safety Services / Age & Service March 22, 2013 General Christopher 7.5 Months Police G-5 Board Retreat Notes H. TRUSTEE COMMENTS I. ADJOURNMENT It was moved by Crawford and seconded by Hastie to adjourn the meeting at 10:00 am. Meeting adjourned at 10:00 a.m. Nancy R. Walker, Executive Director City of Ann Arbor Employees Retirement System u:\pension\minutes\bdmtg MARCH doc