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HomeMy WebLinkAboutJanuary 19, 1993 Work SessionNOTICE OF OFFICIAL MEETING Notice is hereby given that an official meeting is to be held in the City of Columbia Heights as follows: Meeting of: MAYOR, CITY COUNCIL, AND CITY MANAGER Date of Meeting. TUESDAY, JANUARY 19, 1993 Time of Meeting. 7:00 PM Location of Meeting: CITY HALL COUNCIL CHAMBERS 590 40TH AVENUE N.E. Purpose of Meeting:. 7:00 - 7:50 7:50 - 8:20 8:20 - 8:50 8:50 - 9:50 9:50 - 10:10 10:10 - 10:30 10:30 WORK SESSION o Joint Meeting with Housing and Redevelopment Authority regarding Columbia Heights Business Center Review Volunteer Program Police Relief Association requested a meeting with the City Council 4. Review ADA draft report Bring your copy of the report to the meeting 5. Review sample of proposed reduced minutes for publication 6. City Manager's Report 7. Adjourn i least 96 hours in advance. Please call the City Council Secretary at 782-2800, Extension 209, [...,to make arrangements. TO: MAYOR AND COUNCILMEMBERS FROM: COUNCIL SECRETARY SUBJECT: PUBLISHING OF COUNCIL MINUTES/FUND RECAPS DATE: JANUARY 14, 1993 The purpose of the attached draft synopsis is twofold: one to keep residents informed regarding significant Council actions, and secondly, to decrease publication costs. The meetings included in the synopsis required approximately 3 1/2 pages of copy in the Focus newspaper costing a total of $1,821.06 (individual breakdown by meeting below). As noted, copies of approved minutes are available for review at the following locations: City Manager's Office, Council Secretary's Office, Police Department, NRA Office, Library, Recreation Department and the Public Works Department. Publication Costs - Council Meetings November 9, 1992 ReGular CounCil Meeting 589 lines x 67 cents $394.63 November 16, 1992 Special Council Meeting 46 lines x 67 cents . $ 30.82 November 23, 1992 ReGular Council Meeting 655 lines x 67 cents $438.85 November 23, 1992 Board of Trustees Meeting 24 lines x 67 cents $ 16.08 December 10, 1992 Budget/Levy Hearing 231 lines x 67 cents $154.77 December 14, 1992 Special Council Meeting 113 lines x 67 cents $ 75.71 December 14, 1992 Regular Council Meeting 864 lines x 67 cents $578.88 Publications Costs - Fund Recaps November 5, 1992 November 20, 1992 December 10, 1992 68 lines x 67 cents 58 lines x 67 cents 70 lines x 67 cents 45.56 38.86 46.90 A line of copy in the Focus contains an average of nine words. The synopsis for the seven aforementioned meetings totals approximately sixty lines of copy. The total at 67 cents per line would be $40.20. If the Fund Recap included only the disbursements, it would total two lines and be $1.34. , SYNOPSIS OF COUNCIL MEETING MINUTES Regular Council Meetinq - November 9~ 1992 Approved Resolution No. 92-36 being a resolution providing for the execution and delivery of a guaranteed energy savings contract and lease-purchase option agreement with Honeywell, Inc. Authorized entering into an agreement with the Brimeyer Group for executive search assistance in the selection of a new City Manager. Authorized a three year contract with Flex Compensation, Inc. for an employee flexible benefit plan. Authorized entering into a lease agreement for a city liquor store at 2241 37th Avenue Northeast Special Council Meetinq - November 16, 1992 Adopted Ordinance No. 1258 for the sale of two lots at 568 and 570 38th Avenue Northeast to Metro Exteriors in the amount of $16,000. ~dopted Ordinance No. 1236 which pertained to the regulation of rollerskis, rollerskates and rollerblades on public and private grounds. Approved Resolutions Nos. 92-37, 92-$8 and 92-39 which requested variances on roadways to be overlayed. Approved Resolution No. 92-40 which accepted a labor agreement between the City of Columbia Heights and members of AF$CME for calendar years 1993 and 1994. Authorized an agreement with Tautges, Redpath & 'Company to conduct the 1992 through 1994 audits for the City, the HRA and the Fire Relief Association. Board of Trustees - Firefiqhters Volunteer Relief Association Meetinq - November 23, 1992 Approved the minutes of the October 26, 1992 Board of Trustees Meeting. Budqet/Levy Hearinq - December 10, 1992 Adopted Resolution No. 92~1 which approved the proposed 1993 budget and set the tax levy collectable for 1993. There was no property tax increase for 1993 for the City's share of taxes. Public Hearing/Special Council Meet.inq - December 14, 1992 The purpose of the hearing was to consider elimination of the HRA and the creation of an Economic Development Authority. The Council directed staff to ihcorporate the record keeping functions of the HRA into the City's and to sphedule a joint meeting between the City Council and the HRA for further discussion. Regular Council Meeting - December:14, 1992 Approved Resolution No. 92-42 establishing senior citizen eligibility standards for refuse, sewage disposal and water supply utility rates. Approved Resolution No. 92-43 establishing senior citizen or retired and disabled persons hardship special assessment deferral. ADDroved Resolution No. 92-46 establishing salary ranges and fringe benefits for non-unionized, essential and confidential city positions for calendar years 1993 and 1994. Approved Resolution No. 92-47 establishing changes in non- union supervisory salary ranges, establishing salaries for non-union supervisory positions and changes in fringe benefits for calendar years 1993 and 1994. Approved Resolution No. 92-49 which established a payment schedule for legal services. : Approved Resolution No. 92-50 which accepted the labor agreement between the City and Police Sergeants union for calendar years 1993 and 1994. Approved January ll, 1993 as the date for a public hearing to receive input on the criteria for the City Manager position. Authorized the purchase of a closed circuit tv sewer inspection system from Aries Industries of Sussex, Wisconsin in the amount of $27,940 COPIES OF APPROVED MINUTES ARE AVAILABLE FOR REVIEWAL AT THE FOLLOWING LOCATIONS: CITY MANAGER'S OFFICE, COUNCIL SECRETARY'S OFFICE, POLICE DEPARTMENT, HRA OFFICE, LIBRARY, RECREATION DEPARTMENT AND THE PUBLIC WORKS DEPARTMENT. The --1 Steps ! February 1990 Consolidation This publication is an outline describing the steps necessary for the consolidation of a local Minnesota police or firefighter relief association with the Public Employees Retirement Association (PERA) Police and Fire Fund under Minnesota Statute 353A. It also describes effects of consolidation on the local relief association and its members. Initiation of Consolidation A. Membership Petition -The consolidation procedure can only be initiated by a petition signed by a portion of the local relief association members. The minimum number of members signing the petition is 10 percent if the local relief association was not a member of the Minnesota Police Pension Council or the Minnesota Professional Firefighters Pension Council as of Jan. 1, 1987. If the association was a member of one of these two organizations on Jan. 1, 1.987, 30 percent of the members must sign the petition. B. Board of Trustees Action on Petition - Upon receiving the petition, the board of trustees of the loc. al relief association must first authenticate the signatures on the document and determine if the mlnlvaum number of signatures are present. If there are sufficient authenticated signatures, the board of the local relief association must then hold a public hearing on consolidation at a special meeting within one month of receiving and authenticating the petition. At thi~ meeting or the next regular board meeting, the board is to adopt a resolution stating its recommendation on consolidation to its membership and to the municipality. The resolution must also specify a referendum by secret ballot of all relief association members, the language of the referendum question, the time and place of the referendum~ the procedure for balloting and the form and content of informational and explanatory materials accompanying the ballot. The referendum is to be conducted in a manner agreeable to the relief association chief administrative officer and the senior ranking municipal representative on the relief association board. C. Membership Referendum- The referendum o~ the members of the local relief association is conducted to determine whether or not the consolidation procedure is to continue. A majority of the members must vote for consolidation for this to In the case of a relief association which was not a member of the Minnesota Police Pension Council or the Minnesota Professional Firefighters Pension Council as of Jan. 1, 1987, a majority vote is equal m or greater than 50 percent of those voting in the referendum. If the association was a member of either council on Jan. 1, 1957, a majority vote requires 50 l~rc~nt or more of the total active, deferred, retired and benefit recipients of the association to vote for consolidation. A ballot must be provided to each active, retired and deferred member and to the surviving family of benefit recipients. Survivor ballots are to be used by the survivor, if one, or the eldest survivor of majority age or the guardian of the eldest survivor if there is more than one survivor, all under majority age. D. Preliminary Municipal Approval - If a majority of members approve the consolidation process, the municipality must then act on the issue within two months of the referendum. The municipality may give a preliminary approval or disapproval by resolution. E. Notice of Consolidation Approval -If consolidation is approved by the local relief association members and the municipality has given initial approval, that approval is then to be nnnouneed in writing to the following people: · Executive Director of the Legislative Commission on Pensions and Retirement · Executive Director of the State Board of Investment · Executive Director of the Public Employees Retirement Association · Commissioner of Finance · Secretary of State · State Auditor (Not,cation of the state auditor is to incled¢ a certification by the c~ef arlmlni.~trative ot~cer of the municipality and a eertLficafion by the secretary of the relief association that there was compliance with the procedures mandated by Mi~mesota Statute 3.53.04. Also to be included is a copy of any relevant documentation of that procedure,) Action Prior to Consolidation Following notification of the approval of the consolidation procedure by the members ora local relief association and preliminary approval by the municipality, the following series of events will take place: A. Legislative Commission on Pensions and Retirement-The executive director of the cornrn|~ion iS tO have the comrni~ion's actuary prepare the necessary actuarial calculations to complete the consolidation. To accomplish this, the cornmi~ion will need information or documents on membership demographics, the £mancial condition and the existing benefit plan of the local relief association. The chief administrative officer of the local relief association must provide this information in a timely manner. The commission actuary is then to calculate the actuarial value of the benefit plan. Values are to bc calculated using three scenarios: all members stay with thc local plan provisions, all members choose thc PERA Police and Fire Plan provisions, or some members choose benefits under the local plan and others under the PERA Police and Fire Plan, whlchevcr results in thc ~rcatcst accumulated value of future benefits for ~ach member. The calculation producing the largest value is to be nscd to determine the actuarial value of thc plan. Calculations are to be consistent with generally accepted actuarial a~umptions. Following this work, the actuary is rcqulred to i~ue a report sommarizing thc calculations and file the report with the commission's executive director, thc executive director of PERA, the relief as~ciation's chief admln~trativc officer, thc chief adm;n;~trativc officer of thc municipality, the state auditor and the legislative auditor. B. State Board of Investment- Thc executive director of the State Board of Investment is to review the investment authority and opportunities of thc local rclicf association and determine the approximatc market value of its portfolio. Thc board can require the liquidation of ineligible or inappropriate investmcnts if consolidation occurs. Thcboard is also required to provide advice on the means and procedures for liquidation of investments of the local association if so requested. C. Public Employees Retirement Association - The cxccutivc dircctor of PERA is required to provide direction to thc local relief association on thc spccilic data and methods for collccting it that arc necessary to allow the consolidation of the local undcr thc administration of the PERA Police and Fh'c Fund. The actual transfer of individual mcmbcr data is not necessary until f'mal approval is granted and thc PERA board sets an effcctive date of consolidation. (Each of these agencies is to report the results of its work to the local relief association and the municipality.) D. Consolidation Costs - Reasonable and neCessary costs incurred by the Legislative Commksion on Pensions and Retirement, the State Board of Investment and the Public Employees Retirement Association prior to consolidation are to bc paid by the local relief association as they arc incurred. These arc authorized local relief as,~fiation admln~ntrative expenses. Final Approval A. Municipal Approval - When all ncceasary parties have reviewed thc actuarial valuation and the State Board of Investment has completed its ~ assessment of the local fund's asset~ the municipality ' is to conduct a public hearing on consolidation with;n one month. At thin hearing the municipality is to make its f'mal decision on whethcr to comolidate. B. Effective Date of Consolidation -Upon i'mal municipal approval, the effective date for consolidation is to be set by the Public Employees Retirement A.~x:iation Board of Trustees. Effects of Consolidation As of the effective date of consolidation, the following will occur:. A. Administration 1. Transfer of Administrative Duties - Admln- istration of the special fund and benefit plan of the local relief association becomes the duty of the executive director and board of trustees of PERA. 2. Transfer of Relief Association Records - The chief admlni~trative officer of the local relief association is to complete the forms prescribed by PERA, providing the data needed to administer the pension for each individual member. 3.Relief Association Assets - The chief adm;ni.~trative officer of the local relief association is to transfer the entire assets of the association's special fund to the Police and Fire Fund through the custodial bank of the State Board of Investment. For eligible investment securities, as outlined by the State Board of Investment, the transfer may be in the form of the securities at market value. For other investment securities, the transfer is to be in cash after liquidation. Accounts.receivable which the State Board of Investment deems to be collectable are also to be transferred. Accounts payable are to be paid by the local relief association prior to the transfer of assets. Title to the transferred assets shifts from the local relief association to the PERA board of trustees, subject to the investment authority of the State Board of Investment. The Public Employees Police and F'n'e Fund is to succeed the local relief association as recipients of all chlms for and again.~t the association's special fund, and is to assume responsibility for other non-good faith acts and fiduciary breaches. 4. Special Fund Termination - After transfer of duties, records, assets and liabilities of the local relief association special fund, the association fund terminates as a legal entity. 5 Continuation of Associafion-The relief association may continue in existence as a fraternal organiT~tion and is to bo governed by the non-benefit provisions of the local association's articles of incorporation and bylaws. A relief association continuing as a fraternal orgsniT_~tion is required to adopt the bylaw and articles of incorporation amendments and operational changes necessary to reflect that status. These are to be filed with the executive director of thc Legislative Commission on Pensions and Retirement and the state auditor. This does not require municipal approval. B. Benefit Coverage 1. Active Members - Following thc effective date of consolidation, active members may elect to have their service pension or other benefits calculated under the terms of the local relief association benefit plan or that of the Police and F'u-e Fund benefit plan. The election may occur w/thin six months of the effective date of consolidatiOn, when the member is between the ages of 49~ and 50 or on the date the member's service terminates. Once a selection is made, the choice is irrevocable. A failure to select the Police and Fire Fund plan automatically results in coverage under the plan of the local relief association. 2. Current Retirees and Benefit Recipients - During a period of time established by PERA after the effective date of consolidation, current retirees and benefit recipients have the option of having future pension or benefit adjustments calculated under the local relief association plan or that of the Police and F'u'e Fund. The period of time for election is determined by the PERA Board of Trustees and is to reflect the number of retirees and benefit recipients in the local association. Election of coverage is irrevocable. 3. Current Deferred Members - Upon eventual retirement and after the effective date of consolidation, current deferred retirees have the option of having future pension adjustments calculated under the plan of the local relief association or that of the Public Employees Police and F'n-e Fund. Election of coverage is irrevocable. (PERA staff Is to make counseling available to all local relief association members on their benefit plan selection.) 3 4. Special Benefit Coverage - If the benefit plan of a local relief association includes special benefits which are not of a type regularly provided by the Police and F'tre Fund, a former member of a consolidating association will remain eligible for those benefits. The special benefits are to be provided by the municipality through a municipal trust fund or insurance contract. Any such trust fund will require actuarial funding in accordance with the 1969 Police and Firefighters Relief Associations Guidelines Act (Minnesota Statutes, Section 69.77). C. Future Contributions and Funding 1. Consolidation Accounts - A separate account is to be established within the Police and Fire Fund for each consolidating local relief association. Assets of the local association, future member and municipal contributions and investment income are to be credited to this special account. Benefits and other authorized payments are also to be made from this account. The account also requires separate accounting and actuarial valuation. 2. Post Retirement Fund Reserve Transfers - A~ay transfer of required reserves for individuals choosing coverage under the Police and Fire Fund benefit plan to the Minnesota Post Retirement Investment Fund is to be made only from the special local relief association consolidation account. 3. Member Contributions - Member contributions arc to be made by active members of consolidated local relief associations. The amount of the contribution is 8 percent of the total gross salary. If, at retirement, the individual chooses benefits under the local relief association plan, contributions paid on salary in excess of base pay will be refunded to the member, pins 6 percent interest compounded quarterly. '4. Municipal contributions-Municipal contributions are to be in the form of regular municipal contributions and additional municipal contributions. Regular municipal contributions are based on the Police and Fire Fund employer · contribution rate (currently 12% of salary). These contributions are to be made periodically throughout the calendar year. Additional municipal contributions are based on the actuarial calculations made prior to consolidation and are recalculated each year. These contributions are intended to amortize any future liability of thc special consolidation account by Dec. 31, 2010 and any future net actuarial experience losses over a 15-year period from thc date thc loss occurred. These additional municipal payments arc to be made each January without additional interest. If payment is made later in the calendar year, interest will be assessed. $. State Aid - Any fire or police state aid paid to the municipality shall continue to be dedicated to payment of additional municipal contributions to offset pension costs. If a volunteer relief association continues to exist within the municipality, the municipality is to adopt a resolution specifying how state aid funds are to be allocated between the volunteer relief association and thc existing relief association now under PERA adm~nktrafion.