CIVILIAN PENSION BOARD

The Civilian Pension Board met on May 24, 2005 at 9:37 a.m. with Councilman Ruane presiding in the absence of a Chair. Members present were Mr. Hogan, Mr. DePrima, Mrs. Mitchell, Mr. Lucas, Mrs. Rigby, and Mrs. Braun (arrived at 9:39 am.) . Others present were Mr. Szyjka, Mrs. Hawkins, and Mrs. McMaster.

AGENDA ADDITIONS/DELETIONS

Mr. Lucas moved for approval of the agenda, seconded by Mr. Hogan and unanimously carried.

Organizational Issues – Election of Chairman

Mr. Lucas moved to nominate Mr. Ruane to serve as Chairman of the Civilian Pension Board, seconded by Mrs. Rigby. Mr. Lucas moved to close nominations, seconded by Mrs. Rigby and unanimously carried. The motion to nominate Mr. Ruane to serve as Chairman of the Civilian Pension Board was unanimously carried.

APPLICATION FOR PENSION BENEFITS - JEROME COOPER

An application for pension benefits was received from Jerome Cooper with 13 years, 6 months of service. He will be retiring under Section 2-182(a), Early Retirement with Reduced Benefits. Mr. Cooper has 112 days of sick leave and 14 days of vacation leave accrued, totaling 126 days. He will begin terminal leave on April 30, 2005 and his official retirement will begin October 21, 2005. He will receive a lump sum payment for any remaining sick and vacation leave accrued at the end of his terminal leave.

Mr. Hogan moved for approval of the retirement application of Jerome Cooper, seconded by Mr. Lucas and unanimously carried.

APPLICATION FOR PENSION BENEFITS - LANA M. KEELER

An application for pension benefits was received from Lana M. Keeler with 14 years, 1 month of service. She will be retiring under Section 2-182(a), Early Retirement with Reduced Benefits. Ms. Keeler has 130 days of sick leave and 25.5 days of vacation leave accrued, totaling 155.5 days. She will begin terminal leave on May 21, 2005 and her official retirement will begin January 4, 2006. She will receive a lump sum payment for any remaining sick and vacation leave accrued at the end of her terminal leave.

Mr. Lucas moved for approval of the retirement application of Lana M. Keeler, seconded by Mr. Hogan and unanimously carried.

APPLICATION FOR PENSION BENEFITS - ROBERT L. RIDGEWAY

An application for pension benefits was received from Robert L. Ridgeway with 25 years of service. He will be retiring under Section 2-182(b), Early Retirement with Unreduced Benefits. Mr. Ridgeway will receive a lump-sum payment for all accrued sick and vacation leave. His official retirement will begin on June 3, 2005.

Mr. Hogan moved for approval of the retirement application of Mr. Robert L. Ridgeway, seconded by Mr. Lucas and unanimously carried.

Receipt of Legal Opinion – Designation of Fiscal Agent; Authorization to Approve Routine Applications for Early or Regular Retirement

During previous meetings, members have questioned the requirement to bring routine pension applications for early or regular retirement before the Board for action. At the request of the Human Resources Department, City Solicitor Rodriguez provided a legal opinion (Attachment #1). In accordance with Section 2-208, Subsection 6, of the Dover Code, Mr. Rodriguez indicated that the Board could designate the City Clerk or the Director of Human Resources to approve routine applications complying with the provisions of the Code and that this could be accomplished by a simple motion passed by the Board designating the person or office to act as designee of the Board in this regard.

Members relayed concern with the definition of routine pension applications and designating only one individual or department. To provide for a “checks and balance”, Mr. Lucas suggested the possibility of having applications reviewed by the City Manager, City Clerk, and Finance Director and that if anyone of those have a question regarding an application, it could be submitted to the Board for their review and approval.

Mrs. Green suggested that if the Board chooses to relinquish this responsibility, for informational purposes, the Human Resources Department could provide either quarterly or semi-annual reports of retirement applications to Board members.

Responding to Mr. Ruane, Mrs. Mitchell explained that the City’s auditors conduct random calculation tests of the retirement applications. Mrs. Hawkins advised members that the current process provides for the Payroll Department to conduct a final check of retirement applications submitted by the Human Resources Department for accuracy.

Mr. Hogan moved to delay action until the next meeting to allow for the Human Resources Department to provide a definition for routine pension applications and a description of a proposed process for the approval of such applications, to include a review process by the City Manager, City Clerk, and Finance Director, seconded by Mr. Lucas and unanimously carried.

Mr. Lucas moved for adjournment, seconded by Mr. Hogan and unanimously carried.

Meeting Adjourned at 9:53 A.M.

Respectfully submitted,

Eugene B. Ruane

Chairman

EBR/jg

05-24-2005 - Civilian.wpd

Attachment to Original Minutes and File Copy

Attachment #1 - Legal Opinion dated May 16, 2005