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HomeMy WebLinkAbout01-23-17 Board of Finance o�SpU T$ � d .. C a a 1865 OFFICE OF THE CITY CLERK KAREEMAH FOWLER,CITY CLERK BOARD OF FINANCE MEETING JANUARY 23, 2017 5:32 p.m. Council Members Present: Tim Scott, Dr. David Varner, Oliver Davis, Randy Kelly, Regina Williams-Preston, Gavin Ferlic, John Voorde, Jo M. Broden Others Present: Kareemah Fowler, Graham Sparks,Aladean DeRose, Adriana Rodriguez Presenters: John Murphy, Paul Gifford Agenda: Annual Board of Finance Meeting Councilmember Tim Scott called the meeting to order with one (1) item on the agenda. Annual Board of Finance Meeting Councilmember Dr. David Varner stated, We need a recommendation for the Office of President and Secretary of the Board of Finance. Councilmember Gavin Ferlic stated, I would like to recommend Tim Scott for President and Dr. David Varner for Secretary. Councilmember Gavin Ferlic made a motion to appoint Councilmember Tim Scott as President of the Board of Finance and Councilmember Dr. David Varner as Secretary of the Board of Finance. Councilmember Oliver Davis seconded the motion which carried by a voice vote of eight(8) ayes. Councilmember Gavin Ferlic stated, We receive and review the Investment Officer's Annual Report. John Murphy, City Controller, with offices on the 12'' Floor of the County-City Building, served as presenter of the Annual Report. Mr. Murphy read the names of the Investment Officers for the City: John Murphy, City Controller; Jennifer Hockenhull, Deputy City Controller; Rahman Johnson as Director of Treasury. 455 County-City Building•227 W.Jefferson Boulevard•South Bend,Indiana 46601 Phone 574-235-9221 •Fax 574-235-9173•TDD 574-235-5567•www.SouthBendIN.gov JENNIFER M.COFFMAN ALKEYNA M.ALDRIDGE JOSEPH MOLNAR CHIEF DEPUTY/DIRECTOR OF DEPUTY/DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK OPERATIONS Councilmember Gavin Ferlic made a motion to approve the City Investment Officers. Councilmember John Voorde seconded the motion which carried by a voice vote of eight(8) ayes. Mr. Murphy read the names of the Investment Advisors from 1" Source Bank: Paul Gifford, Erik Clapsaddle. Councilmember Randy Kelly made a motion to approve the Investment Advisors from lst Source Bank. Councilmember Gavin Ferlic seconded the motion which carried by a voice vote of eight (8) ayes. Mr. Murphy stated, We have currently authorized $175,000,000 in the investment account. We would like to increase that to $185,000,000. We are not going to be short on the ability to pay bills or anything like that. Paul will be able to explain a little bit of what he will be able to do as far interest earnings with that additional $10,000,000. Mr. Murphy informed the Council of quarterly Investment Review meetings, scheduled for April, July, October, and January, following completion of the quarter. He stated that Council and Board of Finance members are welcome to attend. He explained that the meetings are held at 1St Source Bank, where those in attendance are walked through different investment options. Paul Gifford, 1St Source Bank, 100 North Michigan Street, South Bend, IN, continued the presentation. Mr. Gifford asked the Council to turn to Page Three (3) in their packet, stating, This is the investment policy for the City of South Bend. There is only one (1) change that we would like to discuss with you tonight. Four (4) years ago,the State of Indiana approved you to be able to purchase treasury bonds between two (2) and five (5) years. That expires every four (4)years. On January 31St, 2017 it expires. Councilmember Gavin Ferlic made a motion to approve a four(4) year extension of the investment policy for the City of South Bend. Councilmember Dr. David Varner seconded the motion which carried by a voice vote of eight(8) ayes. Mr. Gifford asked the Council to turn to Page Six(6),the investment portfolio for the City of South Bend, which is a$175,000,000 investment portfolio. Mr. Gifford stated that it is all invested in treasuries, agencies, and CD's,which are all in course with the investment policy. He stated, For the year 2016, on Page Thirteen(13),the portfolio returned one percent (1%), which—versus the investments that you had previously, which was a half a percent (.5%) increase—ends up being about$875,000 in additional earnings. In the upper right hand corner of Page Thirteen(13) is the cumulative returns since you opened the investment account with us in 2011. As you can see by the graph,there is over a two-and-a-half percent(2.5%) difference between where you had been versus the program with us. Obviously, in this size portfolio, that literally means millions of dollars more for the City of South Bend. So, as part of that, we have had conversations with John and his team about increasing that portfolio by $10,000,000 so that we can continue to earn more money for the City of South Bend. 2 CO UNCILMEMBER GA VIN FERLIC EXITED THE CHAMBERS. THE Q UOR UM IS SET AT SEVEN(7). Councilmember Jo M. Broden made a motion to approve the amount of$185,000,000 in the investment account of the City of South Bend. Councilmember John Voorde seconded the motion which carried by a voice vote of seven(7) ayes. Councilmember Dr. Varner asked Mr. Gifford how much of the assets in the portfolio are liquid, on a thirty (30) day basis. Is there a thirty (30) day post requirement? Mr. Gifford responded, Everything you have in the portfolio I can sell tomorrow. Councilmember Dr. Varner responded, So, it's completely liquid. Mr. Gifford explained that it was designed by State statute to be so. Councilmember Dr. Varner responded, I knew the statute guided it, but I just didn't know whether there was a required liquidity at certain points or what. Mr. Gifford stated that the arrangement was up to the City, as it was the City's portfolio. Mr. Murphy asked the Council to turn to Page Fourteen(14) for stale dated check policies. He stated, We make every effort to try to contact people—both on the accounts-payable side, particularly on the payroll side—but sometimes,people don't cash their checks for whatever reason; you've contacted them, sent them a letter. There are certain times when we will have an outstanding item. On Page Sixteen(16)—these are the stale dated accounts-payable payroll checks. Councilmember Jo M. Broden asked when the notices for these checks typically go out. Mr. Murphy responded, It's typically on an ongoing basis. More like calling people and that kind of thing. Councilmember John Voorde made a motion to approve the write-off of stale dated checks. Councilmember Dr. David Varner seconded the motion which carried by a voice vote of seven (7) ayes. Mr. Murphy stated that Pages Nineteen(19) through Twenty-One (2 1) contained the December 2016 Controller's Report. He stated, You are familiar with that report. You receive it every month. COUNCILMEMBER OLIVER DAVIS LEFT THE CHAMBERS. THE QUORUMIS SET AT SIX (6). Mr. Murphy stated, On Page Twenty-Two (22) is a summary of interest earnings. It includes: interest earning on the checking account; interest earning on the account that Paul and Erik 3 invest for us; and other types of interest earnings. That was $2,300,000 for 2016, which is actually on the next page, Page Twenty-Three (23). That is actually the highest we have earned in recent years, so we're happy about that. Pages Twenty-Four(24) and Twenty-Five (25) is a detailed summary of interest earned—earnings by fund. We take a lot of pride in making sure each fund is treated fairly, as far as the interest rate earning. It is a pooled account that Rahman allocates the interest to each time. On Pages Twenty-Six (26)through Twenty-Eight(28), we have a cash reserves policy in place for every fund. You also receive a monthly report on cash reserves versus policy. We compare total cash minus encumbrances against these benchmarks. I believe we ended the year with all funds in compliance with the policy. I think there were three (3)that were under. Councilmember Tim Scott stated that the pages referenced were actually Pages Twenty-Nine (29)through Thirty (30). Councilmember John Voorde made a motion to approve the cash reserves policy. Councilmember Dr. David Varner seconded the motion which carried by a voice vote of six (6) ayes. Councilmember Broden asked Mr. Murphy to go over transfers within the Redevelopment Commission on Page Twenty-One (21). Mr. Murphy stated, When Eddy Street Commons and the Triangle projects were initially funded, part of the funding for that was an inter-fund borrowing to the major moves account. Those are booked as loans, so we are paying them back from these TIF funds to major moves. There is a schedule that describes exactly when the payments are due. The one from the airport TIF for $400,000 that was a loan from, I believe, Fund 409 for a similar type of arrangement. So, they are loans from one fund to the other, but we don't forget about them. We have schedules that require repayment at certain times,kind of like a bank would do. That's what those are. Dr. Varner, back in the day, suggested we put those on the Controller's Report,because those are commitments of cash that will have to be paid off before additional Councilmember Dr. Varner interjected, That was because, back in the day, I wasn't certain they were being honored. I thought a lot of discussions were had and... Mr. Murphy stated, Yeah, they are definitely being honored. We are caught up with all our inter- fund loans. Councilmember Dr. Varner responded, I think that it's very helpful for anybody that is looking at it to know that it's happening. Councilmember Broden asked, Within your Redevelopment Commission Controlled Funds, are their intra-loans possible with those funds? So, River West going to East, or...? Mr. Murphy responded, We don't have any,no. It could be possible, but we don't currently have any. They used to have some inter-fund loans from River West to Blackthorn,but there are no current loans. These are all the inter-fund loans, here. 4 Councilmember Broden asked, So, no current ones, but what are the policies that would allow that to happen or had allowed it to happen? Mr. Murphy responded, You have to get a resolution. These inter-fund loans—the Eddy Street and the Triangle—came to Council at that time for approval. Probably the Redevelopment Commission would have to approve that. Councilmember Tim Scott made a motion to receive and accept the Investment Report as a whole. Councilmember Voorde seconded the motion and it carried by a voice vote of six (6) ayes. With no further business before the Board, Board President Tim Scott adjourned the meeting at 5:46 p.m. Respectfully miffed, Tim Scott,Presiden of the Board of Finance