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Item 6A~ AGENDA ITEM #6A FEBRUARY 23, 2004 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Resolution selecting the ICMA Retirement Corporation (RC) as the investment company for the City's DROP and ICMA Administrative Services Agreement. SUBMITTED BY: George Foster, Human Resource Manager DATE: February 17, 2004 BACKGROUND: The City currently utilizes ICMA fora 401 retirement plan and for a 457 retirement plan and desires to utilize ICMA as the investment company for DROP participants. The retirement annuity received by the employees that participate ~,., within the DROP and remain working for the City will be directly deposited within this ICMA 401 plan and managed by each individual employee. After the DROP period (maximum of five ~.. years), the employee must cease their full time employment with the City. At that time, the cash value of their investment account may be withdrawn as a lump sum amount or as otherwise allowed !~ by the ICMA plan. Additionally, the employee will begin to directly receive their retirement annuity from the City. FUNDING: Once the employee enters the DROP, their retirement annuity is determined and does not change upon additional service with the City or salary increases. Both the employee and City contributions to the City's pension plan are discontinued. Annual Account Maintenance Fees ($25.00), if required, shall be paid by the City. Other expenses and investments charges will be paid by DROP participants. ,A, RECOMMENDATIONS: 1. Approve the Resolution selecting the ICMA Retirement Corporation (RC) as the investment administrator for the City's DROP participants, and 2. Authorize the City Manager to sign the Administrative Services Agreement and other related documents. ATTACHMENT: 1. Resolution 2. Administrative Services Agreement °~ CITY MANAGER: mw ~. AGENDA ITEM #6A FEBRUARY 23, 2004 RESOLUTION No: 04-04 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ESTABLISHING A DEFERRED RETIREMENT OPTION PROGRAM (DROP) WHEREAS, the City of Atlantic Beach has employees rendering valuable services; and WHEREAS, the establishment of a DROP plan benefits employees by providing funds for retirement and funds for their beneficiaries in the event of death; and WHEREAS, the City of Atlantic Beach desires that it's DROP plan be administered by the ICMA Retirement Corporation and that the funds held by such plan be invested in the Vantage Trust Company, a trust established by public employers for the collective investment of funds held under their retirement and deferred compensation plans: !"' NOW THEREFORE BE IT RESOLVED that the City of Atlantic Beach hereby establishes or has established a DROP plan (the "Plan") in the form of the Plan and Trust provided by the City of Atlantic Beach (executed copy attached hereto). The Plan shall be maintained for the exclusive benefit of eligible employees and their beneficiaries; and BE IT FURTHER RESOLVED that the City of Atlantic Beach hereby executes the Declaration of Trust of the Vantage Trust Company, and attached hereto, intending this execution to be operative with .respect to any- retirement or deferred compensation plan subsequently established by the City of Atlantic Beach, if the assets of the plan are to be invested in the Vantage Trust Company. BE IT FURTHER RESOLVED that the City of Atlantic Beach hereby agrees to serve as trustee under the Plan and to invest funds held under the Plan in the Vantage Trust Company; and BE IT FURTHER that the Human Resource Manager shall be the coordinator for the Plan; shall r• receive reports, notices, etc., from the ICMA Retirement Corporation or the Vantage Trust Company; shall cast, on behalf of the City of Atlantic Beach, any required votes under the Vantage Trust Company; may delegate any administrative duties relating to the Plan to appropriate departments; and ^. m. AGENDA ITEM #6A FEBRUARY 23, 2004 Resolution No. 04-04 Page 2 ~"" BE IT FURTHER RESOLVED that the City of Atlantic Beach hereby authorizes the City Manager to execute all necessary agreements with the ICMA Retirement Corporation incidental to the administration of the Plan. ADOPTED by the City Commission of Atlantic Beach this day of February 2004. ~. ATTEST: John Meserve Mayor I, ,Clerk of the City of Atlantic Beach, do hereby certify that the foregoing resolution proposed by the Human Resource Manager of the City of Atlantic Beach, was duly passed and adopted by the City Commission of the City of Atlantic Beach at a regular meeting thereof assembled this day of February, 2004, by the following vote: AYES NAYS ABSENT: Maureen King Clerk of the City of Atlantic Beach Approved as to form and correctness: Alan C. Jenson, Esquire City Attorney ADMINISTRATIVE SERVICES AGREEMENT Type: 401 Account Number: J494 AGENDA ITEM #6A FEBRUARY 23, 2004 0 AGENDA ITEM #6A FEBRUARY 23, 2004 Plan # 9494 ADMINISTRATIVE SERVICES AGREEMENT This Agreement, made as of the day of , 2004 (herein referred to as ~„ the "Inception Date"), between The International City Management Association Retirement Corporation ("RC"), a nonprofit corporation organized and existing under the laws of the State of Delaware; and the City of Atlantic Beach ("Employer") a City organized and ~. existing under the laws of the State of Florida with an office at 800 Seminole Road, Atlantic Beach, Florida 32233. RECITALS Employer acts as a public plan sponsor for a retirement plan ("Plan") with responsibility to obtain investment alternatives and services for employees participating in that Plan; The VantageTrust (the "Trust") is a common law trust governed by an elected Board of Trustees for the commingled investment of retirement funds held by state and local ~'" governmental units for their employees; RC acts as investment adviser to the Trust; RC has designed, and the Trust offers, a series "' of separate funds (the "Funds") for the investment of plan assets as referenced in the Trust's principal disclosure document, "Making Sound Investment Decisions: A Retirement Investment Guide." The Funds are available only to public employers and only through `~' the Trust and RC. In addition to serving as investment adviser to the Trust, RC provides a complete: offering of services to public employers for the operation of employee retirement plans including, ;: but not limited to, communications concerning investment alternatives, account ~ ~~ maintenance, account record-keeping, investment and tax reporting, form processing, benefit disbursement and asset management. AGREEMENTS 1. Appointment of RC Employer hereby designates RC as Administrator of the Plan to perform all non- discretionaryfunctions necessary for the administration of the Plan with respect to assets in the Plan deposited with the Trust. The functions to be performed by RC include: (a) allocation in accordance with participant direction of individual accounts to investment Funds offered by the Trust; (b) maintenance of individual accounts for participants reflecting amounts deferred, income, gain, or loss credited, and amounts disbursed as benefits; (c) provision of periodic reports to the Employer and participants of the status of Plan investments and individual accounts; ~„ -2- ~• AGENDA ITEM #6A FEBRUARY 23, 2004 Plan # 9494 (d) communication to participants of information regarding their rights and elections under the Plan; and (e) disbursement of benefits as agent for the Employer in accordance with terms of the Plan. 2. Adoption of Trust ,~, Employer has adopted the Declaration of Trust of VantageTrust and agrees to the commingled investment of assets of the Plan within the Trust. Employer agrees that operation of the Plan and investment, management and disbursement of amounts ,. deposited in the Trust shall be subject to the Declaration of Trust, as it may be amended from time to time and shall also be subject to terms and conditions set forth. in disclosure documents (such as the Retirement Investment Guide or Employer Bulletins) as those ~. terms and conditions maybe adjusted from time to time. It is understood that the term "Employer Trust" as it is used in the Declaration of Trust shall mean this Administrative Services Agreement. . 3. Employer Duty to Furnish Information Employer agrees to furnish to RC on a timely basis such information as is necessary for RC to carry out its responsibilities as Administrator of the Plan, including information needed to allocate individual participant accounts to Funds in the Trust, and information as to the employment, status of .participants, and participant ,ages, addresses and other identifying~inform.ation (including tax identification numbers). ~ RC shall be entitled to relay upon the accuracy of any information that is furnished to it by a responsible official of the Employer or any information relating to an individual participant or beneficiary that is furnished by such participant or beneficiary, and RC shall not be responsible for any error arising from its .reliance on such information. RC will provide account information in reports, statements or accountings. 4. Certain Representations, Warranties, and Covenants RC represents and warrants to Employer that: (a) RC is anon-profit corporation with full power and authority to enter into this Agreement and to perform its obligations under this Agreement. The ability of RC to serve as investment adviser to the Trust is dependent upon the continued `"~ willingness of the Trust for RC to serve in that capacity. (b) RC is an investment adviser registered as such with the Securities and Exchange Commission under the Investment Advisers Act of 1940, as amended. ICMA-RC Services, Inc. (a wholly owned subsidiary of RC) is registered as abroker-dealer with the Securities and Exchange Commission (SEC) and is a member in good ~. -3- AGENDA ITEM #6A FEBRUARY 23, 2004 Plan # 9494 standing of the National Association of Securities Dealers, Inc. RC covenants with employer that: (c) RC shall maintain and administer the Plan in compliance with the requirements for plans which satisfy the qualification requirements of Section 401 of the Internal Revenue Code; provided, however, RC shall not be responsible for the qualified status of the Plan in the event that the Employer directs RC to administer the Plan or disburse assets in a manner inconsistent with the requirements of Section 401 or otherwise causes the Plan not to be carried out in accordance with its terms; provided, further, that if the plan document used by the Employer contains terms that differ from the terms of RC's standardized plan document, RC shall not be responsible for the qualified status of the Plan to the extent affected by the differing terms in the Employer's plan document. Employer represents and warrants to RC that: (d) Employer is organized in the form and manner recited in the opening paragraph of this Agreement.with full power and authority to enter into and perform its obligations under this Agreement and to act for the Plan and participants in the manner contemplated in this Agreement. Execution, delivery, and performance of this Agreement will not conflict with any law, rule, regulation or contract by which the Employer is bound or to which it is a party. , 5. Participation,in Certain Proceedings The Employer hereby authorizes RC to act as agent, to appear on its behalf, and to join'the Employer as a necessary party in all legal proceedings involving the garnishment of benefits or the transfer of benefits pursuant to the divorce or separation of participants in the Employer Plan. Unless Employer notifies RC otherwise, Employer consents to the disbursement by RC of benefits that have been garnished or transferred to a former spouse, spouse or child pursuant to a domestic relations order. 6. Compensation and Payment (a) Plan Administration Fee. The amount to be paid for plan administration services '~" under this Agreement shall be 0.55% per annum of the amount of Plan assets invested in the Trust. Such fee shall be computed based on average daily net Plan assets in the Trust. (b) Account Maintenance Fee. There shall be an annual account maintenance fee of ~ $25.00. The account maintenance fee is payable in full on January 1st of each year on each account in existence on that date. For accounts established AFTER January 1st, the fee is payable on the first day of the calendar quarter following ~ establishment and is prorated by reference to the number of calendar quarters -4- AGENDA ITEM #6A FEBRUARY 23, 2004 Plan # 9494 remaining on the day of payment. See Appendix A for EZLink terms and conditions. (c) Compensation for Management Services to the Trust and Advisory and other Services to the Vantagepoint Funds. Employer acknowledges that in addition to amounts payable under this Agreement, RC receives fees from the Trust for investment management services furnished to the Trust. Employer further acknowledges that certain wholly-owned subsidiaries of RC receive compensation for advisory and other services furnished to the Vantagepoint Funds, which serve as the underlying portfolios of a number of Funds offered through the Trust. The fees referred to in this subsection are disclosed in the Retirement Investment Guide. These fees are not assessed against assets invested in the Trust's Mutual Fund Series. (d) Mutual Fund Services Fee. There is an annual charge of 0.15% assessed against average daily net Plan assets invested in the Trust's Mutual Fund Series. (e) Payment Procedures. All payments to RC pursuant to this Section 6 shall be paid out of the Plan assets held by the Trust and shall be paid by the Trust. The amount of Plan assets held in the Trust shall be adjusted by the Trust as required to reflect such payments: 7. Custody Employer understands that amounts invested in the Trust are to be remitted directly to the ~'" Trust in accordance:.;with. instructions_provid.ed to Employer by RC and are not to be remitted to RC. In the event that any check or wire transfer is incorrectly labeled or transferred to RC, RC will return it to Employer with proper instructions. 8. Responsibility RC shall not be responsible for any acts or omissions of any person other than RC in connection with the administration or operation of the Plan. 9. Term This Agreement may be terminated without penalty by either party on sixty days advance notice in writing to the other. 10. Amendments and Adjustments A. (a) This Agreement may not be amended except by written instrument signed by the ~, parties. (b) The parties agree that an adjustment to compensation or administrative and ~, operational services under this Agreement may only be implemented by RC through +~. - 5 - AGENDA ITEM #6A FEBRUARY 23, 2004 Plan # 9494 a proposal to the Employer via correspondence or the Employer Bulletin. The ~" Employer will be given at least 60 days to review the proposal before the effective date of the adjustment. Such adjustment shall become effective unless, within the ~ 60 day period before the effective date, the Employer notifies RC in writing that it does not accept such adjustment, in which event the parties will negotiate with respect to the adjustment. (c) No failure to exercise and no delay in exercising any right, remedy, power or privilege hereunder shall operate as a waiver of such right, remedy, power or ~„ privilege. 11. Notices All notices required to be delivered under Section 10 of this Agreement shall be delivered personally or by registered or certified .mail., postage prepaid, return receipt requested, to (i) Legal Department, ICMA Retirement Corporation, 777 North Capitol Street, N.E., Suite 600, Washington, D.C, 20002-4240; (ii) Employer at the office set forth in the first paragraph hereof, or to any other address designated by the party to receive the same by written notice similarly given. 12. Complete Agreement This Agreement shall constitute the sole agreement between RC and Employer relating to the object of ,this Agreement and correctly sets forth the complete rights, duties and .: obligations of -each party to the other.as of its date.:Any prior agreements, promises, negotiations or representations, verbal or otherwise, not expressly set forth in this Agreement are of no force acid effect. 13. Governing Law ~" This agreement shall be governed by and construed in accordance with the laws of the State of Florida, applicable to contracts made in that jurisdiction without reference to its conflicts of laws provisions. ~, -6- AGENDA ITEM #6A FEBRUARY 23, 2004 Plan # 9494 In Witness Whereof, the parties hereto have executed this Agreement as of the Inception Date first above written. CITY OF ATLANTIC BEACH by: 5ignatureiuate Jim Hanson, City Manager Name and Title (Please Print) ~• ~,. . INTERNATIONAL CITY MANAGEMENT ASSOCIATION. RETIREMENT CORPORATION ~' ~ ~f' ;, Y~ - __ Paul Gallagher Corporate ,Secretary -7-