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1998 02 11 IAB Minutes INVESTMENT ADVISORY BOARD Meeting February 11, 1998 I CALL TO ORDFR Regular meeting of the La Quinta InveStment Advisory Board was called to order at the hour of 5:30 P.M. by Vice Chairman Irwin, followed by the Pledge of Allegiance. PRESENT: Board Members Bulgrin, Frame, Lewis, Osborne and Vice Chairman Irwin ABSENT: Chairman Sales OTHER PRESENT: John Falconer, Finance Director and Debbie DeRenard, Secretary II CONFIRMATION OF AGENDA- Confirmed III PUBLIC COMMENT - None IV C'ONSFNT CAI FNDAR A. Approval of Minutes of Meeting for January 14, 1998 for the Investment Advisory Board. Board Member Bulgrin advised that on page 4, paragraph four, it should read: Board Member Bulgrin advised that the issue of quarterly versus monthly would ~~ be between the Investment Advisory Board and the City Council. MOTION - It was moved by Board Members Frame/Osborne to approved the minutes of January 14, 1998 as corrected. Motion carried unanimously. Investment Advisory Board February 11, 1998 Minutes V RUSINFSS SESSION A. Transmittal of Treasury Report for December, 1997. Mr. Falconer advised that last month, Board Member Frame requested that on the Summary of Holdings-page 4 the.last column on the right state' Yield to Maturity. This change was completed. Board Member Frame advised that on the cash flow 'analysis - page 8, he feels that there should be two more columns added. He further explained that the first'added column could list a Re-forecast as of 6/98 and the second column could list the Actual. In response to Vice Chairman Irwin Mr. Falconer advised that the Staff does re-forecast during the year if the City Council makes changes to the expenditures and revenues. He further advised that currently there is not a column that reflects the original budget or a re-forecast for 6/98. In response to Vice Chairman Irwin, Mr. Falconer advised that the budget is reviewed at midyear. Board Member Frame advised that having the figures displayed monthly would make it easy to review a full year. Vice Chairman Irwin advised that he is comfortable with the format of the treasurers report as it stands now. He further advised that the proposed change would not add to his comfort level. Mr. Falconer advised that he could add the change to another page. Further discussion regarding the change ensued with the Board agreeing to have the treasurers report remain the same. In response to Board Member Osborne, Mr. Falconer advised that the LAIF forecast in the Cash Flow page is the amount forecasted before the actual investments. Investment Advisory Board February 11, 1998 Minutes MOTION - It was moved by Board Members Brown/Lewis to approve, receive and file the Treasury Report for December 1997. Motion carried unanimously. B. Fiscal Year 1998/99 Investment Policies Mr. Falconer advised that it was time to start the review process of the' Investment Policy. He advised that he would like the Board to review the Policy during the month of February and bring any changes back to the March meeting. He advised that one area that the Board might want to review and refine is the Commercial Paper section. In response to Mr. Falconer, Vice Chairman Irwin advised that having Staff bring back the proposed changes in the Commercial Paper section of the Investment Policy would be helpful. Mr. Falconer asked the Board to present any changes they would like Staff to review. In response to Board Member. Osborne, Mr. Falconer advised that the City Council has not expressed any changes to the Investment Policy. He further advised that the only item that has been discussed is the LAIF percentages. The Council has not formally discussed any changes at a Council Meeting or with Staff. Mr. Falconer advised that the City Council relies on the Investment Advisory Board for feed back on any changes. In response to Board Member Frame, Mr. Falconer advised that the City has internal controls beyond those listed in the Investment Policy. Mr. FalConer advised that one of the Goals and Objectives of the Department is to formally have an accounting department manual that details each positions duties. Vice Chairman Irwin advised that Staff did an excellent job on the executive summary. He further advised that the executive summary and the table list of investments should suffice as a full investment policy. Investment Advisory Board February 11, 1998 Minutes Mr. Falconer advised that there is no set policy in creating an investment policy. The City fOllows the format of the Government Finance Officers Association (GFOA) Policy. They have a model Investment Policy that they have adopted and recommend municipalities to follow. He advised that the City's investment policy was designed for the needs of the City of La Quinta based upon this format. MOTION - It was moved by Board Members Brown/Lewis to continue the Investment Policy. Motion carried unanimously. C. City Council Consideration of Boards and Commissions Structure and Operations - February 17th, 1998 City Council Meeting. Mr. Falconer advised that the City Council has asked that the City's Boards and Commissions be advised of the Council's intent to reduce the size of the Investment AdVisory Board from seven to five members. The Council has asked Staff to review the Commission/Boards based on their input and come up with a method for reducing the size of the Commissions/Boards. He further advised that this will be placed on the February 17th City Council agenda for consideration. Mr. Falconer advised that the Investment Advisory Board can add a motion to the Staff Report that is going to Council on the 17th. He further advised that it's currently recommended that the reduction be reduced by attrition. The reduction change would not take place until June when three terms are up. In response to Board Member Brown, Mr. Falconer advised that this reduction is not cost driven. Board Member Brown questioned why this reduction has come up again. If it's not cost driven, why would the Council want to reduce the size. This item has been before the Council 3 times and there must be a reason. Investment Advisory Board February 11, 1998 Minutes Mr. Falconer advised that from his personal standpoint he doesn't see a difference between five and seven members, but in terms of the organization~the Council feels that five members work more effectively than seven in terms of the interaction and input. Vice Chairman Irwin advised that when he first was appointed to the Board there were only five members. He further advised that he has worked with five and with seven members and he feels that the diversity among the seven members is effective. Board Member Brown advised that the public comment section is never utilized at the meetings. It appears that unless a member is appointed, they do not attend meeting. She further advised that her preference is to stay at seven members as opposed to five members. Mr. Falconer advised that the purpose of the staff report is to bring back the Boards feedback to the Council. Board Member Lewis advised that while the Board has had disagreements, the disagreements have been positive because it helped stimulate the thought process and brought ideas to the Board. He further advised that if the City Council is worried that work is not getting done, he would like to invite them to the meetings to review the accomplishments. He further advised that he sees no practical reason to reduce the size of the Board. Board Member Osborne advised that he would not want to lose any of the Board Members. MOTION - It was moved by Board Members Lewis/Brown to recommend to the City Council that the membership of the Investment Advisory Board be maintained at seven members for the diversity of opinion that is necessary for the proper execution of its duties. VI CORRESPONDENCE AND WRITTEN MATERIAL A. Month End Cash Report- January, 1998 Investment Advisory Board February 11, 1998 Minutes In response to Board Member Osborne, Mr. Falconer advised that the City invested in Commercial Paper during January. In response to Vice Chairman Irwin, Mr. Falconer advised that he would leave the possible policy of the basis points percentages between Commercial Paper and T-bills to the Board. B. Pooled Money Investment Board Report - November 1997 Noted and Filed C. GASB 31 Technical Report Noted and Filed VII BOARD MEMBER ITEMS The Board unanimously decided to meet in March. VIII ADJOURNMENT MOTION - It was moved by Board Members Lewis/Brown to adjourn the meeting at 6:20. Motion carried unanimously.