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Minutes - 02/25/2008 - Firefighter's Pension Fund BoardMINUTES OF THE FEBRUARY 25, 2008 MEETING OF THE BOARD OF TRUSTEES OF THE OAK BROOK FIREFIGHTERS PENSION FUND APPROVED AS WRITTEN ON APRIL 21, 2008. 1. CALL TO ORDER The Meeting of the Board of Trustees of the Oak Brook Firefighters Pension Fund was called to order by President Erickson at 9:02 a.m. in the West Wing Conference Room of the Butler Government Center, 1200 Oak Brook Road, Oak Brook, Illinois. 2. ROLL CALL Secretary Fagan called the roll with the following persons PRESENT: President Michael Erickson, Secretary Fagan, Trustees Scott Harris, Darrell J. Langlois and Timothy Schlindwein. ABSENT: None. IN ATTENDANCE: Brian Speers, Merrill Lynch; David Harrington and Robert Thompson, MB Financial; Actuary Timothy E. Sharpe and Sharon Dangles, Finance Department. 3. APPROVAL OF MINUTES a. Approval of Board of Trustees Regular Meeting Minutes of October 29, 2007 Motion by Trustee Schlindwein, seconded by Trustee Harris, to approve the Board of Trustees Regular Meeting Minutes of October 29, 2007 as presented. VOICE VOTE: Motion carried. b. Approval of Board of Trustees Special Meeting Minutes of December 17, 2007 Motion by Secretary Fagan, seconded by Trustee Langlois, to approve the Board of Trustees Meeting Minutes of December 17, 2007 as presented. VOICE VOTE: Motion carried. 4. CONSENT AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. There will be no discussion of these items unless a Board of Trustees of the Oak Brook Page 1 of 9 February 25, 2008 Firefighters Pension Fund Minutes 4. Board member so requests, in which, event, the item will be removed from the Consent Agenda and considered as the first item after approval of the Consent Agenda. Trustee Langlois requested that Agenda Item 4. e., Approval of Attorney Richard J. Reimer's Invoices in the total amount of $2,795.94 be removed from the Consent Agenda for further discussion. Motion by Secretary Fagan, seconded by Trustee Harris, to approve the Consent Agenda and authorize expenditures as amended. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. a. Approval of October 1 -31, 2007 checks in the total amount of $117,946.92 b. Approval of November 1 -30, 2007 checks in the total amount of $115,170.16 c. Approval of December 1 -31, 2007 checks in the total amount of $120,902.96 d. Approval of Inspe Associates Ltd. Invoice in the total amount of $6,636.00 f. Approval of the Annual Membership Dues of the Illinois Public Pension Fund Association (IPPFA) in the amount of $437.50 g Approval of Pension Clerk's hours in the total amount of $384.30 for the months of September through December, 2007 5. ITEMS REMOVED FROM THE CONSENT AGENDA 4. e. Approval of Attorney Richard J. Reimer's Invoices in the total amount of $2,795.94 Trustee Langlois noted that there is a line item of $187.00 in one of Attorney Reimer's Invoices regarding a discussion of Firefighter Kaczmarczyk's disciplinary matters. The Board concurred that this was not a pension matter and Attorney Reimer will be notified by Trustee Langlois to correct the invoice accordingly. Motion by Trustee Langlois, seconded by Secretary Fagan, to table payment of Attorney Richard J. Reimer's invoices until the invoice charge is corrected. VOICE VOTE: Motion carried. 6. UNFINISHED BUSINESS Board of Trustees of the Oak Brook Page 2 of 9 February 25, 2008 Firefighters Pension Fund Minutes 6. a. Discussion of the Actuarial Study of The Fund Actuary Timothy Sharpe gave the Actuarial Report of The Fund. He indicated that the calculations presented were through January 1, 2008 using assumptions of 7.5% for investment returns and a salary increase of 5.25 %. The Fund's investment returns were 7.06% while salary increases were over 6% due to having new firefighters in The Fund. The Fund has also been negatively impacted due to a young firefighter going on disability. The cost to the Village will increase by over 10% to $648,186 or 25.10% of payroll with The Fund being 77.7% funded. The Actuary provided comparability data from twelve neighboring communities along the I -88 corridor and indicated that despite the new disability The Fund is still well funded. At the request of Secretary Fagan, he then discussed the option of changing the mortality table to an IRS approved table that would increase the life expectancy to age 88. The financial impact of this change would be significant to The Fund. He explained that investment returns and salary increases affect The Fund rather than the use of the 1984 mortality table. Secretary Fagan requested that the Actuary consider using the 1993 unisex pensioner's mortality table to determine if there is a significant difference. The Board discussed having a meeting to discuss which assumptions should be used and what would be the impact to The Fund. Trustee Schlindwein recommended accepting the Actuary's recommendation. Trustee Harris recommended reducing the retirement age assumption from 69 to 62 that the Police Pension Fund uses. Trustee Langlois suggested that the Actuary calculate for the Pension Board assumptions of the current results, using age 62 with the 1984 mortality table and using the 1993 mortality table with the active firefighters and pension recipients. The Board concurred that the matter would be tabled to another meeting to discuss these assumptions calculated by the Actuary for the actuarial study of The Fund. b. Discussion and Approval of Revised Investment Policy Trustee Langlois explained that at their last Pension Board meeting, the Board recommended revising the percent allocations of the fixed income component in the Investment Policy of The Fund. Motion by Trustee Langlois, seconded by Secretary Fagan, to approve the Board of Trustees of the Oak Brook Page 3 of 9 February 25, 2008 Firefighters Pension Fund Minutes 6. b. Revised Investment Policy as presented. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. c. Approval of Decision and Certificate of Payment — Firefighter /Paramedic Paul Jacobs Motion by Trustee Schlindwein, seconded by Secretary Fagan, to approve the Decision for Firefighter /Paramedic Paul Jacobs by amending the paragraph of the Decision and strike the Applicant is disabled "due to the cervical spine injury" and revise the paragraph of the Decision to read: "The Board finds that based on the medical evidence and testimony, the Applicant is disabled and unable to perform the duties of a firefighter /paramedic due to an injury." ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. Trustee Langlois will notify Board Attorney Richard J. Reimer of the approved revision to the Decision of Paul Jacobs by the Board of Trustees. d. Approval of Paul Jacobs Duty Disability Pension Motion by Trustee Langlois, seconded by Trustee Schlindwein, to approve the duty disability pension of Paul Jacobs as presented. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. 7. NEW BUSINESS a. Legislative Update — Public Act 095- 0521- Service Certification Trustee Langlois explained that the Act requires that Illinois Finance Entities certify to Pension Boards that they do not engage in predatory lending practices. He has received from MB Financial a letter indicating that they Board of Trustees of the Oak Brook Page 4 of 9 February 25, 2008 Firefighters Pension Fund Minutes 7. a. are not an Illinois Finance Entity and are not required to do this as they are not chartered in Illinois. Brian Speers indicated that Merrill Lynch is not an Illinois Finance Entity is not required to do this also. b. Treasurer's Report of the Asset Summary of The Fund. Trustee Langlois explained that a reallocation is not necessary between fixed income and equity investments at this time. c. MB Financial Investment Management Presentation Mr. Harrington gave the investment management presentation. The value added from investments to The Fund was $979,287. The money market return for the fourth quarter was 1.03 %, fixed include 3.57% with a total account return of 3.54% for the quarter. The year to date money market return was 4.95 %, fixed income return 8.43% with a total account return was 8.36 %. The long term portfolio performance for the year was 5.49% for stocks, 8.76% for bonds and 5.00% for T- Bills. The fixed income sector allocations were 24% for US Treasury Securities, 43% US Government Agency Notes /Bonds non - callable, 19% US Government Agency Notes /Bonds callable, 10% Taxable Municipal Bonds and US Government Agency Mortgage Backed Secs of 4 %. Trustee Schlindwein asked if the reports could show the ratings of the securities. Mr. Harrington indicated they would be presented at their next Board meeting. d. Approve Investment Transactions Motion by Trustee Langlois, seconded by Trustee Schlindwein, to approve the investment transactions of Tab 5 of MB Financial's Investment Management Report. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. e. Merrill Lynch Financial Investment Presentation Board of Trustees of the Oak Brook Page 5 of 9 February 25, 2008 Firefighters Pension Fund Minutes 7. e. Brian Speers gave their investment management presentation. He explained that investment returns drive The Fund but will be slowing down from the equity investments. Now there is a period of adjustment since the federal government lowered interest rates to stimulate the economy while the credit market has tightened. In 2007 The Fund's opening balance was $10,407,702 with $850,060 being withdrawn; $185,673 was generated from interest /dividends with an appreciation of $287,220 and a closing balance of $10,030,535. He explained that at the Board's last meeting, the Board asked that he present replacements for the Allianz Fund and the Hotchkis and Wiley Fund for the Board's consideration at their next meeting. He also recommended replacing the DWS Dreman Fund. Mr. Speers indicated that Merrill Lynch's recommendation for replacement of the Allianz Fund was the Eaton Vance Large Cap Value Fund. They also recommended the Columbia Small Cap Value Fund or Victory Established Value Fund to replace the Hotchkis & Wiley Mid Cap Value Fund. He further recommended rebalancing the portfolio with these changes. Motion by Trustee Schlindwein, seconded by Trustee Langlois, to replace the DWS Dreman Fund to the BlackRock Equity Dividend Fund; replace the Allianz NFJ Dividend Value Fund to the Eaton Vance Large Cap Value Fund; change the Hotchkis & Wildey Mid Cap Value Fund to the Victory Established Value Fund and re- balance the portfolio except for the real estate portion of The Fund. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. Trustee Langlois asked for the Morning Star ratings to be included if possible by Merrill Lynch. f. Approve Investment Transactions Mr. Speers noted that $100,000 is shown as being re- invested in their transaction memorandum due to dividends being received in December, 2007 that were not invested at that time. Motion by Trustee Langlois, seconded by Trustee Schlindwein, to ratify the investments dated January 17, 2008 from funds received in dividends that were not re- invested in December, 2007. ROLL CALL VOTE: Board of Trustees of the Oak Brook Page 6 of 9 February 25, 2008 Firefighters Pension Fund Minutes 7. f. Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. g. Approval of 2008 Pension Increases Motion by Trustee Langlois, seconded by Secretary Fagan, to approve the 2008 Pension Increases as presented. ROLL CALL VOTE: Motion by Trustee Langlois, seconded by Trustee Schlindwein, to approve the 2008 Pension Increases as presented. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. h. Discussion and Approval of Lauterbach & Amen, LLP 2008 Contract for Services Motion by Trustee Langlois, seconded by Trustee Schlindwein, to approve the Lauterbach & Amen, LLP 2008 Contract for Services as presented. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. Trustee Langlois explained the delay of payment of invoices due to Lauterbach & Amen must receive invoices by the I Ot" of each month. If not received by the l Ot", the payment is delayed until the end of the next month. He stated that Lauterbach & Amen could pay the pensions with the other bills paid in- house. He recommended that a copy of bills received by President Erickson should be forwarded to Trustee Langlois and a copy to the Pension Clerk to expedite the process. i. Discussion of April Election of Member to the Board of Trustees President Erickson explained that his term of office expires in April, 2008. An election will be held April 21St as he will be running for the Trustee position according to the Pension Board rules and Secretary Fagan will be in Board of Trustees of the Oak Brook Page 7 of 9 February 25, 2008 Firefighters Pension Fund Minutes 7 E i. charge of the election. j. Discussion and Possible Approval of Pension Clerk Salary Increase Trustee Langlois explained that the Pension Clerk receives the top of grade Hourly rate of a Grade 3 Secretary according to the Village's Pay Plan. He recommended that the Board consider increasing Pension Clerk Gonnella's salary accordingly. Motion by Trustee Langlois, seconded by President Erickson„ that the 2008 hourly rate of a Grade 3 Secretary be given to Pension Clerk Gonnella. ROLL CALL VOTE: Ayes: 5 - President Erickson, Secretary Fagan, Trustees Harris, Langlois and Schlindwein. Nays: 0 - None. Absent: 0 - None. Motion carried. k. Discussion of Investment Managers Trustee Langlois discussed that the Police Pension Board has circulated a Request for Proposals (RFP) for investment managers. The Board discussed this matter. Trustee Langlois suggested that the Board may attend the meetings of the Police Pension Board when interviewing investment managers. INFORMATION & UPDATES The Board discussed a date for their next meeting of April 21st at 9:00 a.m. 9. ADJOURN TO A CLOSED MEETING to discuss minutes of meetings lawfully closed under the Open Meetings Act, whether for the purpose of approval by the body of the minutes or for semi - annual review of the minutes as required by the Open Meetings Act Section 2.06(2c21) Motion by Trustee Langlois, seconded by Secretary Fagan, to approve the Closed Meeting Minutes of December 17, 2007 as presented. VOICE VOTE: Motion carried. Since the Board approved the Closed Meeting Minutes in the open session of the meeting they did not adjourn to a closed meeting. Board of Trustees of the Oak Brook Page 8 of 9 February 25, 2008 Firefighters Pension Fund Minutes 10. ADJOURNMENT Motion by Secretary Fagan, seconded by Trustee Harris, to adjourn the regular meeting at 11:30 a.m. VOICE VOTE: Motion carried. ATTEST: John Fagan Secretary Linda K. Gonnella Recording Secretary Board of Trustees of the Oak Brook Page 9 of 9 February 25, 2008 Firefighters Pension Fund Minutes