HomeMy WebLinkAbout12-21-2010 Special Session Minutes Minutes of the Special Meeting of the
CITY OF OCOEE GENERAL EMPLOYEES' RETIREMENT TRUST FUND
BOARD OF TRUSTEES (GERB)
Held on December 21, 2010
At 150 N. Lakeshore Drive
Ocoee, FL 34761
AGENDA ITEM I. CALL TO ORDER — Chairman Wagner
Chairman Russ Wagner called the meeting to order at 9:00 a.m. in Conference Room 109 in
City Hall.
Roll Call
Chairman Wagner called the roll and a quorum was declared present.
Present were Chairman Russ Wagner, Trustees David Wheeler, Jean Grafton, Wendy West
and Pat Gleason.
Also present was GERB Recording Secretary Stella McLeod.
AGENDA ITEM II. DISCUSSION AND ACTION ON PENSION TECHNICIAN
POSITION
Chairman Wagner told the board that at a meeting with the city manager, the city manager
stated that he wanted the selection of the pension technician to be in- house; someone local
that employees can go to. He discouraged the idea of using a contractor. The chairman said
that Human Resources Director Carnicella was pushing to put the function back in HR.
Further discussion ensued. It was suggested that the matter be treated as a contract deal, that
the board buy a certain amount of HR staff time. Chairman Wagner said that despite
having some reservations, this was something that he would be willing to discuss.
Following his vacation, the chairman continued, there was a meeting scheduled to have
discussions about the matter with the HR director. Instead, the city manager, after some
further internal discussion with staff, agreed that another approach would be desirable. The
chairman was now bringing the matter back before the board so that they could figure out
something else. He stated that they had all previously agreed that the board needed its own
part time person who could be trained and be answerable to the board.
It was determined at a subsequent meeting with the city manager that the next department
that would be a natural fit for the position would be Finance. At the direction of the city
General Employees Retirement Board
December 21, 2010
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manager, Chairman Wagner sat down and had a chat with Finance Director Wanda Horton
about the position. She understood the matter right away. During their discussion, she asked
if she would be able to use the part time employee if an urgent matter came up in finance.
Chairman Wagner told her that he had no problem with that. Director Horton proposed that
the employee be located separately off to the side of the finance office with its own computer
and area to conduct pension business. Additionally, the director offered IT assistance. After
this, another meeting was held with the city manager, the HR director, and with the finance
director to finalize this approach.
Chairman Wagner called the board's attention to the job description (contained in the
board's agenda packet) that had been developed by the HR director. Chairman Wagner
said that Director Horton recommended a pay grade of four. Trustee Grafton concluded
that the position being described was not a plan administrator. Chairman Wagner answered
that the position is not that of a plan administrator. He has made it very clear that it is not the
board's intention to hire an administrator. The board serves as the administrator of the
pension, the chairman added.
Trustee West said that if the City hires someone for the position, then that employee would
be beholden to the City and not the board. The chairman said that the board would be paying
the wages of the part time employee. Trustee West said that despite the fact that the board
would be paying the salary, the employee would be a City employee. She said that the board
should hire for the position and the employee should be beholden to the board. Chairman
Wagner stated the advantage to letting the City hire the person for the position would be
longevity. Trustee West said that she would like to have some discussion with the board's
attorney about this matter to ensure this was legally permissible.
Chairman Wagner stated that a budget amendment is needed in February. They want to
piggy back this issue onto that commission meeting.
Trustee Wheeler said that if the board is taking the pension functions out of HR, then it does
not make sense to have a liaison from HR. Additionally, the board will need to change the
rules about the HR director being the plan administrator.
Further discussion ensued about the position. Trustee Wheeler suggested that the board
contact Jacksonville for a job description. Further discussion ensued about the pay for the
position.
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December 21, 2010
Page 3 of 3
Trustee Grafton asked what the board needed to do. The chairman said that authority is
needed from the board to pay the City once per year for the position. This year the amount to
the City will be a pro -rated amount, and will require a budget amendment. The chairman
solicited a motion.
Trustee Grafton asked if the board could have a second meeting in January. The chairman
replied that the finance director would not be able to attend the proposed meeting.
Trustee Grafton having made a motion which was seconded by Trustee Wheeler, to
authorize payment of up to $25,000 to the City per year to hire the pension technician under
the Finance Department but answerable to the General Employees Retirement Fund Board;
and the motion passed by majority vote with one dissenting vote by Trustee West, the board
RESOLVED to authorize the expenditure.
AGENDA ITEM III. ADJOURNMENT
There being no other business, the meeting was adjourned at 10:00 a.m.
Respectfully submitted by: Ap r c -d by:
Stella McLeod, Municipal Rec. Coordinator /
RB Recordin_ /Clerk Russell B. Wagner, GE : Chairman