NF:SH
2/2/22
1 1893904.doc
Council Agenda: 2-15-22
Item No.: 2.9
RESOLUTION NO.
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN
JOSE APPROVING A CITY COUNCIL POLICY FOR NON-
VOTING MEMBERS OF THE RETIREMENT BOARDS
WHEREAS, the City Council of the City of San José (“City”) desires to set guidelines for the Council representatives regarding their roles and expectations as non-voting members of the Retirement Boards, including the type and frequency of the reports from the Council representative;
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SAN JOSE THAT:
The City Council Policy on Non-Voting Retirement Board Member Roles and Expectations, attached hereto as Exhibit A to this resolution, is hereby approved.
ADOPTED this _____ day of ___________, 2022, by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
SAM LICCARDO
Mayor
ATTEST:
TONI TABER
City Clerk
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
EXHIBIT A
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
City of San José, California
COUNCIL POLICY
TITLE NON-VOTING RETIREMENT BOARD
MEMBER ROLES AND
EXPECTATIONS
PAGE
1 of 2
POLICY NUMBER
EFFECTIVE DATE MARCH 1, 2022 REVISED DATE
APPROVED BY COUNCIL ACTION
PURPOSE AND SCOPE
The Federated City Employees’ Retirement System and the Police and Fire Department Retirement Plan each require that a City of San Jose Councilmember to act as a non-voting non-fiduciary member of the boards of administration (Municipal Code Section 2.08.170), As a non-voting board member, the Councilmember appointed to the board participates in the discussions of the board and advises the board of policies, procedures, and decisions of the City Council that may be relevant to the matters discussed by the board.
While the non-voting member can participate in discussions at the board level, they cannot vote on any matter before the board. This policy is meant to clarify the responsibilities of the non-voting members to the City Council and the retirement board.
POLICY
1. Responsibilities of Non-voting Members
City Council members appointed to the retirement boards as the non-voting members may attend each monthly board meeting. During the board meeting, the non-voting member shall provide the Trustees with information related to important Council decisions and priorities as the iss ues relate to Council actions. Should any requests for more information or additional communication to or from the Council come from the board, the non-voting member will act as the conduit of information between the two governing bodies.
The non-voting members are responsible for advising the board of any upcoming Council actions that may have an impact on the items taking place during that board meeting. The non-voting members may fully participate in the discussion and answer questions on most topics before the board. The non-voting member cannot participate in quasi-adjudicatory decisions (such as disability retirement hearings) or closed sessions.
2. Responsibility of Board to Non-voting Members
The board will provide the non-voting member with the upcoming meeting’s agenda in advance of the board meeting. Should the board need the input or information on a certain agenda item, the board or designee shall inform the non-voting member before the board meeting to ensure the non-voting member has been sufficiently prepared for the discussion.
3. Reports to City Council
Each non-voting member has the responsibility to keep the other City Councilmembers informed of any important updates related to the actions being taken by the boards. The non-voting member should endeavor to provide the City Council with periodic reports that include written documentation or presentations so that the City Councilmembers can learn more about the decisions being made at the board level.
Examples of the reports to be brought to City Council include, but are not lim ited to:
1. Asset allocation studies
EXHIBIT "A"
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
TITLE NON-VOTING RETIREMENT BOARD MEMBER
ROLES AND EXPECTATIONS
PAGE
2 of 2
POLICY NUMBER
2. Actuarial valuation reports
3. Annual fee Reports
4. Plan Risk Analysis Reports
The reports/presentations will be delivered to the Council during the standing City Council agenda item titled, “Report from Council Liaison to the Retirement Boards”. These brief updates to the Council should be made on a quarterly basis. If the non-voting member has additional updates for the Council, those can be made during the regularly scheduled item on the consent calendar.
4. Reports to the Retirement Boards
Each non-voting members has the additional responsibility to ensure that the board they serve has the most up -to-date information on Council decisions and priorities that may be relevant to board decision. The non-voting member should provide periodic reports to the board on Council decisions.
Examples of the reports and updates to be brought before the board include, but are not limited to:
1. Service level reports
2. Annual financial reports and updates
3. Staffing changes
Each board will provide the non-voting member with an agenda item during the monthly board meeting so that the non-voting member may provide periodic updates and reports.
EXHIBIT "A"
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.