Kevin Mikesell, Christopher Glidden, Rhonda Sjostrom, Rita Woodard, Sophia Almanza, Neal Wallis, Peg Yeates

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1 We DEFINED CONTRIBUTION Website COMMITTEE MINUTES OF THE QUARTERLY DEFINED CONTRIBUTION MEETING MARCH 9, 2015 Members Present: Members Absent: Legal Counsel: Kevin Mikesell, Christopher Glidden, Rhonda Sjostrom, Rita Woodard, Sophia Almanza, Neal Wallis, Peg Yeates Kathleen Bales-Lange, Roland Hill, Dave Kehler, Denise Akins Jennifer Flores, Barbara Grunwald (speaker) Empower Retirement: Brion Beetz, Stephanie Henry Consultant: Tucoemas: Paul Hackleman Laura Hudgins Minutes Prepared By: Kim Aguiar I. Call to Order: Called to order at 1:03 p.m. II. Public Comments: No public comments. III. Educational Training: Brown Act Training by Barbara Grunwald, Deputy County Counsel (30 minutes of educational training) Barbara Grunwald, Deputy County Counsel, gave a presentation & training on the Brown Act. Per the presentation, we need to look at our subcommittees to determine if they have become something other than ad hoc, particularly the Educational Subcommittee. If so, we may need to begin noticing their meetings. IV. Minutes: Approve minutes from the December 8, 2014 Quarterly Meeting. Rhonda moved to approve the minutes, Neal seconded, and the motion was unanimously carried. V. Update on Reimbursement from the County to Help Pay for the RFP, Renegotiation, and Fiduciary Liability Insurance: Rita and Jennifer There was a closed session item on the Board agenda and a meeting is being held after this meeting with SST, Empower Retirement, Jennifer, and Rita to discuss some of the issues with this. The Board told

2 the CAO that they would pay rather than go back to the extra help employees and have them pay it. It was about $30,000 a year because the part-time plan costs more to operate than the revenue it generates so the full-time plan was subsidizing the part-time plan just from a pure recordkeeping cost. The next discussion is how they are going to pay it. We will bring this back to the next meeting. VI. Consider adopting Active Choice and what Empower Retirement will need in the way of a PDI file, if implemented: Paul Hackleman from SST Brion said the PDI file we send Empower Retirement is pretty much a full PDI, but we only send the information for those participating in the plan, not everyone in the County. Paul went through our options. Automatic enrollment is illegal in California unless it s negotiated with the unions, but that usually gets about 90% participation. With Active Choice, an employee has a choice. They either need to check the yes box to participate, or the no box to opt out. A plan will usually have around 70% participation. Discussed whether it should be just for new employees/orientation, or if we should do it for current employees as well. There are several decisions we would need to make such as a minimum default amount. The minimum a person can contribute per pay period is $10 for our plan so that could be the default amount if no amount is specified by the employee. If the employee doesn t choose funds, the default investment could be an age target-based fund. Jennifer said we don t have to negotiate Active Choice unless we set a default amount. If we allow the employee to choose how much they want to contribute, then it doesn t need to be negotiated. Jennifer tried to get the counsel opinion from Kings County on giving a full PDI, but the attorney said she didn t really look too closely at it and didn t think about some of the issues that Jennifer brought up. Kings counsel is now looking into it further and will get back with Jennifer. There is no problem giving Empower Retirement the full PDI for participants, but the question is if we can give the full PDI for non-participants. Jennifer and Rhonda don t think we can even though Brion says L.A. County and Monterey County give them every piece of information on every employee they hire regardless of whether the employee participates in the plan or not. Jennifer said she will talk to L.A. and Monterey Counties about the full PDI, but she said what she has been researching leads her to believe that we can t give out social security numbers and some of the more private pieces of information for non-participants. Rita asked Jennifer to check with L.A. and Monterey Counties counsel. Brion will send Jennifer the name of the attorneys who advise the Defined Contribution Committees in those counties. Brion said Empower Retirement would only need the full PDI for those who enroll via Active Choice. They don t need it for those who decline. How we set this up is pretty much our choice. Paul said there are no statutes that really govern the mechanics of how we set up Active Choice. Rhonda wants to at least talk to the unions about this whether it s auto enrollment or Active Choice because there is an impact to the employee either way. She is beginning negotiations on Monday so if

3 we want to pursue Active Choice, she needs direction very soon. Jennifer still thinks we only need to talk to the unions about Active Choice if we set a default amount. Brion will draft up a form based on this discussion and send it to Kim to be distributed to the committee members. Stephanie feels that we already get a large percentage of new hires except those who don t have to go to new employee orientation. She would rather see something that would get more of the current employees enrolled and those from the Sheriff and Probation who don t attend NEO. Discussed solutions to this and whether or not to only target new hires or to include current employees and when in the process of hiring new employees this should be introduced. Sheriff and Probation have the lowest participation rates of any offices in the County. Jennifer suggested that if we want to pursue Active Choice, a subcommittee can be formed to discuss implementation and work out all the bugs ahead of time and come back to the full Committee with their recommendations. The Board of Supervisors will need to make the final decision on some of this especially if it involves negotiations with the unions. Christopher made a motion to pursue Active Choice for both new hires and current employees. Kevin made the second. There was further discussion and Christopher revised the motion to be only for new employees. Kevin revised the second as well and it was approved by everyone except Rhonda Sjostrom who abstained. If it goes well for new hires, we can then decide whether we want to pursue this with current employees. Kim reminded Rita that a subcommittee can be formed, but Rita said she would appoint people later since we are trying to expedite the meeting to accommodate those who need to leave early since we need a quorum for action items. VII. Decide who will attend the 2015 NAGDCA Conference in Indianapolis, IN on September 27-30, Peg made a motion to send Rita, Neal, and Jennifer to the 2015 NAGDCA Conference although Jennifer said that if someone else wants to attend she is willing to give up her spot since she attended the last two. Christopher made the second and it was approved unanimously. This will be brought back next meeting to see if anyone else wants to attend. We usually send at least four. VIII. Quarterly Update from Empower Retirement Regarding Possible Revisions to Plan Document, Adoption Agreement, Performance Standards and all Amendments: Rita, Brion, Paul Hackleman, Jennifer The only thing we could do that is not required is to update to a more recent model plan document. Ours is from 2009, but we have added amendments that make it completely legal and compliant. Empower Retirement is very close to a new version so Brion suggests we continue using the 2009 and update when the newest one comes out. He estimates that will happen in about six months or so. The committee agreed. Kim asked Brion about an amendment to the service agreement to make a slight change in the way basis points are handled. This comes from the December 2014 minutes because Brion had a request from Great West s Operations Department. Currently the revenue requirement on the plan is 30 basis points of fund assets. Currently, if there is zero revenue sharing, Great West bills the participant the 30 basis

4 points fund by fund by fund on the quarterly statement. We have 10 funds that provide some level of revenue sharing. They range from 15 basis points to 40 basis points. If the basis points are 40 for the fund, the participant actually gets 10 basis points added to their account if they are in that fund. Denver would like to make a slight change in the way it s done for our plan. Every other plan Brion has Great West takes any revenue sharing they get in the given quarter, and this all happens for our plan on the 17 th of the month the last day of each calendar quarter so it happens on March 17, June 17, September 17 and December 17, Great West does a shuffle to either bill the participant or give them something back if it s over 30 basis points. Denver would like to give back any revenue to them completely and charge them a flat 30 basis points. It doesn t change the expense to the participants and it doesn t change the revenue to Great West. It s just a cleaner way of doing it. This would make it easier for participants to understand and for Stephanie to explain it. The statements don t give the details. It just shows the underlying expense. Brion said he talked to Bill about it and a service agreement amendment will need to be done, but he wanted to wait until after we straightened out paying for the 3121 Plan so we are only dealing with one thing at a time. This will be on the next agenda. IX. Educational Subcommittee Report A. Discuss and implement Committee Member education i. Mentoring program no new members to mentor. ii. SST training Future Graduate School trainings? Choose future topics from list of trainings provided by SST. Possible trainings: i. Drill down into some of the participant education training pieces from the NAGDCA conference. ii. NAGDCA publications on best practices (Series of five). iii. Empower Retirement training i. Training on Empower Retirement participant website B. Discuss and implement employee/participant education i. Empower Retirement training ii. Great Expectations iii. Submission of an Education Program/Plan for 2015 Christopher handed out a schedule he created to set up meetings with Stephanie so she can do presentations and training. The first ones they did were not successful and sometimes no one came at all. Stephanie did not do the presentation even once. Christopher sent out fliers to some of the departments he works with for them to be distributed, but he doesn t know if they were distributed or how they were distributed. Stephanie doesn t feel the group meetings will be successful unless she has a captive audience. She wants to focus on the departments that have low participation like the Sheriff and Probation. Stephanie has talked to the new Sheriff and his secretary and is hoping to be able to have more access to the employees through them. She also said she has not met the three new department heads because they didn t have to go to NEO either. She is planning to introduce herself, but she would also really like to attend some of the Department Head meetings. There is much better participation when the department head buys into Defined Contribution. It has to start from the top and trickle down for there to be significant participation.

5 Christopher and Stephanie said they will continue trying to set these meetings up to get Stephanie in front of people. The next scheduled meetings will be in May. There will be more lead time to advertise them. Rita said she will talk to the CAO about Stephanie attending the department head meeting. Christopher wants to write an article on the different generations in the workplace for either the Grapevine or Great Expectations. He also would like the educational subcommittee and Empower Retirement to come up with an article on our fees because some people seem to think we have high fees. Paul and Brion said fees are based on the size of the plan the bigger the plan, the lower the fees. Stephanie said she thinks Empower Retirement may already have some literature on fees. Stephanie mentioned taking a look at the rollover form cover sheet that Kim did a couple of years ago because that discusses the fees and why participants should remain in our plan. Kim ed the cover sheet to Christopher after the December meeting. Christopher will set up an Educational Subcommittee meeting to work on all this and suggested Kim attend as well. Kim mentioned that a few years ago we extensively advertised the May Investment Review meeting and that several participants showed up to the meeting. Rita suggested that the Educational Subcommittee could do that for the May meeting to see if we can get some participants to attend. X. Empower Retirement Reporting A. Update from Empower Retirement. B Plan Statistics compiled by Empower Retirement. C. 457 Statistics compiled by Committee Secretary and Empower Retirement. D. Quarterly report from Empower Retirement on hardship withdrawals, loans and Qualified Domestic Relations Orders, rollovers. E. Report/Comments by Empower Retirement Representatives (Non-Discussion/Action Item). F de minimus force-out Stephanie handed out the stats and Brion discussed them. We forced out approximately 300 de minimus accounts under $1,000 for the 3121 plan. The code provides we can force accounts out between $1,000 and $5,000 by rolling them to an outside account like an IRA. Bill has several plans that do that and he thinks it s a good idea. Brion thinks this would reduce the number of accounts by another accounts. That would get us down to around accounts to record keep instead of the 1,000 we currently have. That would lower the cost the Board has to pay. Rita said that Brion can combine years on the reports so the font can be bigger. Brion said that he will not be at the next meeting, but his boss, John, will attend in his place. Kim will send s and information to John when everything is posted, etc. Brion handed out a flier on the name change from Great West to Empower Retirement with some of the new features that will be coming. Kim has added something to the County s website that appears on every page stating the change, Great West has the change on their website and the announcement went out with statements.

6 There will be new calculators as of April 1 because of the changes being made at Great West. Dave will be happy to hear that Dream Tracker is going away in favor of a new one. Brion will send an article about the name change to Kim that can be modified for Tulare County to put in the Grapevine or Great Expectations or an blast. She will forward it to the Educational Subcommittee. XI. SST Benefits Reporting: A. Update and consideration of Watch List funds. B. Consultant Report/Legislative Update (Non-Discussion/Action Item) Rhonda made a motion to accept SST s recommendations that AllianzGI NGJ Small Cap and PIMCO Total Return remain on the Watch List. Sophia seconded and the motion carried unanimously. Paul reported on legislation. XII. Staff/Committee Member Announcements or Reports (Non-Discussion Item). A. Requests for Future Agenda Items. No items were requested. XIII. Proxies: Report of Action by Committee Chairman on Proxies. No Proxies were voted. XIV. Adjournment & Next Meeting Date: Adjourn until the Investment Review Meeting on May 21, 2015 at 1:00 p.m. in the Tulare County Employee s Retirement Association (TCERA) Board Room. Adjourned at 3:20 p.m.

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