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Home My WebLink AboutMinutes - Public Safety Personnel Retirement System Board - 5/17/2019 MINUTES ORO VALLEY PUBLIC SAFETY PERSONNEL RETIREMENT SYSTEM (PSPRS)LOCAL BOARD REGULAR SESSION MAY 17,2019 KACHINA CONFERENCE ROOM 11000 N.LA CANADA DRIVE ORO VALLEY,ARIZONA 85737 CALL TO ORDER AT OR AFTER 2:00 P.M. Chair Lemos called the meeting to order at 2:06 p.m. ROLL CALL BOARD MEMBERS PRESENT: Stacey Lemos,Chair Pete Clegg,Member Katherine Beck,Member Richard Tracy,Member BOARD MEMBERS ABSENT: Andy Lopez,Member OTHERS PRESENT: Thomas Benavidez,Attorney for the PSPRS Local Board Carrie Rowley,Local Board Secretary Notice of Possible Executive Session Pursuant to ARS§38-431.03(A),the Board may vote to convene in executive session to discuss or consider confidential records exempt by law from public inspection,and/or to consult with the Board's attorney for legal advice and to consider the Board's position and to instruct the Board's attorney regarding its position in contemplated litigation regarding Agenda Item 2.The Board will take action on this item in open session. AGENDA 1. REVIEW AND APPROVAL OF THE REGULAR SESSION MINUTES FROM MARCH 8,2019. MOTION: Member Clegg moved to approve the minutes as written and was seconded by Member Beck. MOTION carried,4-0. Executive Session Pursuant to ARS§38-431.03(A),the Board may vote to convene in executive session to discuss or consider confidential records exempt by law from public inspection,and/or May 17,2019 PSPSR Local Board Meeting Page 1 of 4 to consult with the Board's attorney for legal advice and to consider the Board's position and to instruct the Board's attorney regarding its position in contemplated litigation regarding Agenda Item 2.The Board will take action on this item in open session. MOTION: Member Beck moved to enter into Executive Session at 2:09 p.m., pursuant to ARS§38-431.03(A)(2),and was seconded by Member Clegg. MOTION carried,4-0. ADJOURNMENT OF EXECUTIVE SESSION MOTION: Member Beck moved to adjourn from Executive Session at 2:12 p.m.and was seconded by Member Tracy. MOTION carried,4-0. 2. REVIEW AND APPROVAL OF THE EXECUTIVE SESSION MINUTES FROM MARCH 8,2019. MOTION: Member Tracy moved to approve the minutes as written and was seconded by Member Clegg. MOTION carried,4-0. 3. ACKNOWLEDGE TRANSFER OF PSPRS SERVICE CREDITS AND CONTRIBUTIONS FROM FORMER EMPLOYER TO CURRENT EMPLOYER: A. BENJAMIN FORD—1.47 YEARS WITH GREENLEE COUNTY SHERIFFS TRANSFERRED TO ORO VALLEY POLICE DEPT. Secretary Rowley reviewed the transfer notice with the Board Members and provided an explanation as to why the form was being received.Board Members acknowledged the transfer of credits from former employer to current employer for Benjamin Ford as read into record.No formal action required. 4. REVIEW AND UPDATE OF TIER 1 B DROP REFUNDS FOR AFFECTED MEMBERS. Chair Lemos reviewed the reasoning behind Tier 1B Drop Rollback.Chair Lemos also reviewed the status of refunds for affected members.Three members were affected. These members were notified and provided with instructions concerning their pending refunds.Arrangements were in place with the Finance Department to process refunds during the week ending May 25,2019. May 17,2019 PSPSR Local Board Meeting Page 2 of 4 5. SUMMARY OF HR DEPARTMENT'S DISCUSSION WITH OTHER LOCAL BOARDS CONCERNING BEST PRACTICE FOR REVIEWING PRE- MEMBERSHIP PHYSICALS,AND NOTING PRE-EXISTING CONDITIONS. Secretary Rowley read the summary on behalf of the HR Department. Other Local Boards are following same or similar procedures concerning pre- membership physicals and review of pre-existing conditions.Most Local Boards obtain a copy of the AZPOST physical from the employer.Some Local Boards utilize a cover sheet requesting the examining doctor notate any pre-existing conditions.However, there are no standardized templates or process instructions for Local Boards to adopt. Members,staff and the Board Attorney discussed options and ideas,including meeting with the employer's vendor Concentra.Chair Lemos requested Mr.Benavidez draft some additional language on the cover sheet for doctor's to consider when determining pre-existing conditions.Additionally,Chair Lemos will work with HR,Police and Procurement to schedule a representative from Concentra to meet with the Local Board. 6. UPDATE CONCERNING DRAFING AND IMPLEMENTATION OF POLICY TO ADDRESS THE TOWN OF ORO VALLEY'S PORTION OF UNFUNDED LIABILITY WITHIN THE PUBLIC SAFETY PERSONNEL RETIREMENT SYSTEM. Chair Lemos reviewed a draft of the Pension Funding Policy to be considered by Town Council.The policy is based on a template compiled by the Arizona League of Cities and Towns.Most municipalities are using the League template.Chair Lemos pointed out several key areas of the draft policy including statistics,the Town Council's target funding ratio goal,annual review of policy and procedures,and the possibility of additional lump sum payments into the pension system.Chair Lemos noted a portion of the employer contributions as set forth in the annual actuarial report are automatically applied to the unfunded liability. 7. REMINDER OF THE INVITATION TO ATTEND THE JOINT STUDY SESSION CONCERNING UNFUNDED LIABILITY.MAY 22,2019 AT 6:00 P.M.IN THE COUNCIL CHAMBERS. Chair Lemos reminded the Board Members of the upcoming Joint Study Session between Town Council,Budget and Finance Commission,and Local Pension Boards. Members were instructed to RSVP to Secretary Rowley by Monday,May 20. FUTURE AGENDA ITEMS-BOARD MEMBERS MAY BRING FORTH FUTURE AGENDA ITEMS(DISCUSSION IS LIMITED TO INFORMATION/CLARIFICATION ONLY) Invite to representatives from Concentra. May 17,2019 PSPSR Local Board Meeting Page 3 of 4 Update on Pension Funding Policy. ADJOURNMENT MOTION: Member Beck moved to adjourn the meeting and was seconded by Member Clegg. MOTION carried,4-0. Meeting adjourned at 2:59 p.m. Prepared by: Carrie Rowley Local Board Secretary I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Public Safety Personnel Retirement System(PSPRS)Local Board of Oro Valley, Arizona held on the 17th day of May,2019.I further certify that the meeting was duly called and held and that a quorum was present. May 17,2019 PSPSR Local Board Meeting Page 4 of 4