Stature Writing & Thinking Systems For City of Business
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1 COMMUNICATION TRAINING - Julia Chivers-Nicholson Coaching. - Web Conference and audio materials Pamela Jett Communication Skills Expert. - Leadership Certificate Oral and Written Skills Progressive Business Conference. - National seminars Retirement Office Supervision, Communication. - City of Tacoma Retirement Office Communication series oral & written. COMMUNICATION Revised - Board Packet Retirement Board Meeting: - Minutes - Agenda - Director s Report
2 STAFFING REVIEW OF RETIREMENT OFFICE ORGANIZATION STRUCTURE Completed the review of the organizational structure. Recommended: - Senior Financial Analyst position - Financial Supervisor position - Up-grade of Administrative Secretary and Office Assistant positions RECRUITMENT Interviews May and June: - Financial Analyst - Senior Financial Analyst - Assistant Director (up-graded salary should be approved end May) POSITION CLASSIFICATIONS Completed and submitted the following revised position descriptions to Human Resources: - Assistant Retirement Director - Financial Supervisor - Administrative Secretary - Office Assistants CAREER DEVELOPMENT PLAN/SUCCESSION PLAN Completed and forwarded the Retirement Office Career Development Policy to Human Resources. Developing succession plan. PERFORMANCE DEVELOPMENT PLANS Participate in performance development plan training in May/June. Complete performance development plans for the Retirement Office by December EVALUATIONS Work with Human Resources 360 feedback and follow-up strategies. Work with Human Resources to implement 360 evaluations Retirement Office & Peers.
3 STRATEGIC PLANNING WORKSHOP STRATEGIC PLANNING Foundation for Strategic Planning Workshop - Completed Vision Strategic Planning Subcommittee Completed Mission Strategic Planning Subcommittee Adopted Strategic Thinking Model Board September Reviewed GFOA Best Practices, Funding Policy, & Asset Allocation Completed Crisis Management Policy in conjunction with the funding policy discussion at the Quarterly Managers meeting to stimulate thought and begin dialogue. Next Steps - Complete Strategic Planning Need Questionnaire Retirement Board May 21, Compile feedback May 28, Complete Strategic Planning Preparation Questionnaire Retirement Board June 8, Compile feedback June 18, Workshop schedule July 2009 Discuss Board schedule/calendar. Strategic Planning Workshop Agenda: - Review of Vision, Mission, Best Practices & Strategies. - Review of Local, National & Global issues: Social Technological Economic Political/Legal - Strategic Inquiry Appreciative Intent Inspiration to SOAR (Strengths, Opportunities, Aspirations, and Results) o Strategic Inquiry Strengths and Opportunities o Appreciative Intent Aspirations and Results Attendees: - Retirement Board - Mark Olleman, Milliman Strategic Thinking on Funding - Andrew Junkin, Wilshire Strategic Thinking on Asset Allocation Note: Strategic Plan will serve as a foundation for the Crisis Management Plan.
4 RETIREMENT SYSTEMS POLICY AND PLANNING Issues Facing Pension Systems meet with Seattle and Spokane Retirement Systems May 15, OTHER RETIREMENT SYSTEMS Completed a link to the following that will allow the Retirement Board to view: - NASRA News Clips - NAPPA Newsletter - GFOA Newsletter Wilshire Report on State Retirement Systems: Funding Levels and Asset Allocation Wilshire Report on Asset Allocation Projections Peer Comparisons Work with Wilshire and Milliman to include in their presentations. Active versus Passive Presentation Andrew Junkin will include peer comparison. AMENDED ORDINANCES Ordinance amendment Increasing military service from 15 to 21 days second reading May 5, 2009 Passed. Ordinance amendment extending the timeline for applying for Disability Retirement second reading May 5, 2009 Passed. Ordinance amendment expanding the Retirement Board s investment authority May 5, 2009 Held Over to a date to be determined for additional language.
5 REVIEW OF QUARTERLY REPORTS Wilshire Quarterly Reports FUND ADMINISTRATION Completed Review of Quarterly Wilshire Reports will review annually thereafter. Recommendations submitted for the Wilshire flash report. Budget Report Adopted and Implemented a new Quarterly Budget Report August 2008 Finance assisted in providing a more user friendly format. Revisit once the Assistant Retirement Director is hired. REQUEST FOR PROPOSALS (RFP) Completion of actuarial and pension consulting RFP May Interviews to be scheduled July/August. SAP PENSION MODULE A SAP pension module does not exist reviewed with the Board 2005 & Developed informational request for proposal SAP compatible defined benefit pension module. Finalize Informational Request for Proposal IT. Upon receipt of informational RFP draft timeline and resourcing. INTERNAL AUDIT ON INTERAL CONTROLS April 10, 2008 presentation Scottie Nix Retirement System Internal controls audit performed by Scottie Nix. April 10, 2008 Scottie Nix Review of Operational Risk Aversion included in Board self-assessment questionnaire. April 8, 2009 met with Scottie Nix, Internal Auditor drafting scope: - Segregation of Duties - Authorization Procedures - Documentation Procedures - Accounting Records Procedures - Physical Controls - Independent Internal Verification
6 FUND ADMINISTRATION (continued) RECORDS MANAGEMENT AUDIT April 8, 2009 met with Scottie Nix, Internal Auditor drafting scope. RECORDS RETENTION SCHEDULE Developed records retention schedule Reviewed and signed off by State Regional Archivist 2005 reviewed again Reviewed by State Auditors each year for compliance with State General Records Retention Schedule. Training provided for the Retirement Office Record Retention May 22, ELECTRONIC RETENTION Retained all information electronically since 1983 on a backed-up shared drive. Volunteered to be part of a pilot for the City of Tacoma s new Electronic Content Management System. DISASTER RECOVERY PLAN Disaster Recovery Plan - Member of Business Continuity Program Committee - Internal Disaster Recovery Plans: - City of Tacoma Comprehensive Management Plan - IT Disaster Recovery Plan - Payroll Disaster Recovery Plan - Retirement Office Disaster Recovery Plan - External Organizations who assist with Disaster Recovery: - Milliman - Northern Trust - Bank of America FIDUCIARY LIABILITY INSURANCE Report on Fiduciary Liability Insurance Annual Coverage/Premiums. Recommendations are being drafted by Brown & Brown of Washington.
7 FUND ADMINISTRATION (continued) ACTUARIAL AUDIT Scheduled for presentation July 9, 2009 Retirement Board meeting. REVIEW OF FUNDING POLICY Scheduled for discussion Quarterly Managers meeting.
8 NOTICE TO RETIREE TERS REPRESENTATION Pay advices to the retirees April checks American Recovery and Reinvestment Act of 2009 which may require retiree to adjust their federal tax withholding: Making Work Pay Credit monthly reduction in federal withholding Social Security payment of $ NOTICE TO PLAN PARTICIPANTS broadcast/newsletter to the Plan Participants May 7, 2009 (completed monthly or bi-monthly) MEETING WITH PLAN PARTICIPANTS Retirement Introduction was held at TPU Auditorium on May 12, 2009 (held monthly or bi-monthly)
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