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1999 07 14 IAB Minutes INVESTMENT ADVISORY BOARD Meeting July 14, 1999 I CALL TO ORDER Regular meeting of the La Quinta Investment Advisory Board was called to order at the hour of 5:30 P.M. by Chairperson Irwin, followed by the Pledge of Allegiance. PRESENT: Board Members Lewis, Mahfoud, Moulin, Osborne and Chairperson Irwin ABSENT: Board Member Bulgrin and 1 Vacancy OTHERS PRESENT: John Falconer, Finance Director and Debbie DeRenard, Secretary II APPOINTMENT OF OFFICERS A. Appointment of Investment Advisory Board Chairperson Chair Irwin opened nominations for Chairperson. Board Member Lewis nominated Board Member Osborne for the position of Chairperson. With no other nominations, Chairman Irwin closed the nominations. VOTE: All Ayes B. Appointment of Investment Advisory Board Vice-Chairperson Chairman Irwin opened nominations for Vice Chairperson. Board Member Irwin nominated Board Member Mahfoud as Vice Chairperson. With no other nominations, Board Member Irwin closed the nominations. VOTE: All Ayes Page 1 of 7 Investment Advisory Board July 14, 1999 Minutes Board Member Irwin handed the meeting over to Vice Chairperson Mahfoud. Board Member Moulin thanked Board Member Irwin for his work as the Chairperson. III PUBLIC COMMENT- None IV CONFIRMATION OF AGENDA Board Member Moulin requested that two items be added to Correspondence and Written Material as Items D & E, verbal update on the Investment Advisory Board Workplan and verbal update on the Investment Advisory Board Membership as discussed at the City Council meeting of July 6. V CONSENT CALENDAR A. Approval of Minutes of Meeting on June 16, 1999 for the Investment Advisory Board. MOTION - It was moved by Board Members Lewis/Moulin to approve the Minutes of June 16, 1999. Motion carried unanimously. VI BUSINESS SESSION A. Transmittal of Treasury Report for May, 1999 Board Member Moulin advised that on page 6 it indicates that the City purchased four pieces of commercial paper. He questioned why it's listed as a one line item since they have different maturity dates and yields. He further advised that it would be his preference to have them listed individually. Mr. Falconer advised that the four pieces of commercial paper are listed individually on page 4. He advised that this could be changed. Board Member Lewis advised that page 6 is a "summary" page and page 4 is a "detail" page. Page 2 of 7 InVestment Advisory Board July 14, 1 999 Minutes Board Member Moulin advised that page 4 has the component balance sheet page. Board Member Irwin advised that the report is as of May 31, 1999. Board Member Moulin advised that on page 6 it indicates that there were four individual purchases of a million each with one maturing on the 11 th of June. Mr. Falconer advised that the 11th was the maximum date that the City invested. He further advised that the range could have been included. He added that the commercial paper was purchased on May 1 4th, In response to Board Member Irwin, Mr. Falconer explained that May is a peak month for property tax monies, TOT, and sales tax. He further advised that the City has had a very good year financially in terms of revenue and expenditures. Mr. Falconer advised that in June, investments in T-notes were invested for a longer period of time. In response to Board Member Irwin, Mr. Falconer advised that in the past Staff has invested in Commercial Paper only during special situations. MOTION - It was moved by Board Members Moulin/Irwin to review, receive and file the Treasures report for May 31, 1999. Motion carried unanimously. B. Board Functions - Ordinance Board Member Moulin advised that the Board previously tentatively agreed that the short version of the Board Functions is best for the Board (Attachment No. 1). He further advised that staff did question Item A - 5 - "serve as a resource for the City Treasurer on proposed investments, internal controls, use of change of financial institutions, custodians, brokers and dealers, and other matters." Mr. Falconer advised that his concerned regarding Item A-5 is the ending "and other matters" is opened ended. Page 3 of 7 Investment Advisory Board July 14, 1999 Minutes Board Member Moulin suggested changing the verbiage to "serve as a resource for the City Treasurer on matters such as proposed investments, internal controls, use of change of financial institutions, custodians, brokers and dealers." The Board concurred with the change. Mr. Falconer advised that he anticipates this change going to the City Council the first meeting of September. MOTION - It was moved by Board Members Lewis/Moulin to recommend the change of Chapter 2.70, 2.70.030 - Section A to the City Council as amended. Motion Carried Unanimously. In response to Board Member Moulin, Mr. Falconer advised that the correct copy of Chapter 2.70 is the copy included in the finalized Investment Policy as page 21. Board Member Moulin advised that the Board Member terms should be staggered in order to maintain continuity. Mrs. DeRenard advised the Board that the Board Member terms are staggered and listed in the Board Members Handbook. Mr. Falconer advised that there are four (4) Investment Advisory Board positions that will expire this year. Board Member Moulin commented that he would like to change Section 2.70.020 to include subsections and define the meeting day. Board Member Irwin advised that one of the reasons for inserting the word "usually meets monthly" would be to compensate for the Board being dark in August. He further advised that the Board should meet monthly in order to monitor activities. Board Member Moulin advised that he agrees that the Board should meet more frequently than quarterly. He further advised that Staff has suggested that the Board meet less frequently. Page 4 of 7 Investment Advisory Board July 14, 1999 Minutes In response to Mr. Falconer, Board Member Moulin advised that he gets the feeling that Staff would prefer meeting less frequently. He further advised that if Staff has that thought they may want to state that. Mr. Falconer advised that if the goal of the Board was to ultimately meet quarterly, than that should be the goal of Staff. He further advised that Staff tries to do what they can to help meet the goals of the Board. If it is the Board's desire to meet more frequently, than its at the Boards recommendation to set the meeting dates. Board Member Lewis advised that at the time the Board was formed it was discussed to eventually have the meetings quarterly. He further advised that with the changes occurring frequently a monthly meeting works better for this Board. He further advised that its nice that the Board has the options of changing the meetings to quarterly. Board Member Moulin advised that he does not read the Ordinance the same way as Mr. Falconer. He further advised that Staffs introduction on the Staff Report takes a little bit of liberty regarding the meeting dates. Vice Chairman Mahfoud advised that the Board has always agreed in the past to meet monthly. Board Member Lewis advised that the section on Board Meetings in the Ordinance is adequate. He further advised that even if the Board would decide to meet quarterly, the approval by the City Council would be necessary. Board Member Moulin advised that it's his feelings that the Board meet at least every other month. Vice Chairman Mahfoud questioned what agenda item was being discussed. Board Member Irwin advised that he is ready to agree on changing or not changing section 2.70.020 if the Board can agree. He further advised that he cannot support a change to the statute. Page 5 of 7 Investment Advisory Board July 14, 1999 MinUtes Board Member Lewis concurred. Mrs. DeRenard advised that Section 2.70.020 is not an item on the Agenda and the Board cannot vote on a change. Board Member Lewis advised that the Board has already covered the agenda item. Board Member Moulin questioned if the word "initially" could be removed from Section 2.70.020. Board member Lewis advised that by public meeting law, the Board would need to agendize Section 2.70.020 in order to make any changesl In response to Board Member Moulin, Vice Chairman Mahfoud advised that Section 2.70.020 could be agendized for the September meeting. C. FY 1999/2000 Meeting Schedule Board Member Lewis advised that he would not be able to attend the August meeting and would prefer the Board go dark for the month of August. MOTION -It was moved by Board Members Moulin/Lewis to approve the meeting schedule as amended. Board Member Irwin questioned the September and December meetings advising that they fall on the 8th day of the month. He questioned whether Staff would have time to prepare the Agenda and Staff Reports. Mr. Falconer advised that Staff will make the deadline. Motion carried unanimously. VII CORRESPONDENCE AND WRITTEN MATERIAL A. Month End Cash Report - June 1999 Noted and Filed Page 6 of 7 Investment Advisory Board July 14, 1999 Minutes B. Pooled Money Investment Board Reports - April, 1999 Board Member Irwin advised that last month LAIF reported a billion dollars in structured notes and he does not see where it was reported for April. He questioned if it would be useful for the City to telephone Pat Beal with LAIF to question how structured notes are recorded. Mr. Falconer advised that he will research LAIF structured notes and see how they are reflected on the monthly portfolio account. C. Distribution of Investment Policies for Fiscal Year 1999/2000 Noted and Filed D. Verbal update on the Investment Advisory Board Workplan Mr. Falconer advised that the Investment Advisory Board Workplan was approved by the City Council on July 6th, 1999. E. Verbal update on the Investment Advisory Board Membership Mr. Falconer advised that the City Council meet during a study session to discuss the vacancy on the Board. It was discussed to reduce the size of the Board to five (5) members. There was also opposing viewpoint to leave the size to seven (7) members. At the present time the City Council gave Staff direction to fill the vacancy and review the issue next year. The City will accept applications and the City Council will meet on August 3, 1999 to review the applications. In response to Board Member Irwin, Mr. Falconer advised that as of today five applications have been received. VIII BOARD MEMBER ITEMS - None IX ADJOURNMENT MOTION - It was moved by Board Members Moulin/Lewis to adjourn the meeting at 6:30 p.m.. Motion carried unanimously. Page 7 of 7 INVESTMENT ADVISORY BOARD Meeting July 14, 1999 I CALL TO ORDER Regular meeting of the La Quinta Investment Advisory Board was called to order at the hour of 5:30 P.M. by Chairperson Irwin, followed by the Pledge of Allegiance. PRESENT: Board Members Lewis, Mahfoud, Moulin, and Chairperson Irwin ABSENT- Board Member Bulgrin, Osborne and I Vacancy OTHERS PRESENT: John Falconer, Finance Director and Debbie DeRenard, Secretary II APPOINTMENT OF OFFICERS A. Appointment of Investment Advisory Board Chairperson Chair Irwin opened nominations for Chairperson. Board Member Lewis nominated Board Member Osborne for the position of Chairperson. With no other nominations, Chairman Irwin closed the nominations. VOTE: All Ayes B. Appointment of Investment Advisory Board Vice-Chairperson Chairman Irwin opened nominations for Vice Chairperson. Board Member Irwin nominated Board Member Mahfoud as Vice Chairperson. With no other nominations, Board Member Irwin closed the nominations. VOTE: All Ayes Page 1 of 7 Investment Advisory Board July 14, 1999 Minutes Board Member Irwin handed the meeting over to Vice Chairperson Mahfoud. Board Member Moulin thanked Board Member Irwin for his work as the Chairperson. III PUBLIC COMMENT- None IV CONFIRMATION OF AGENDA Board Member Moulin requested that two items be added to Correspondence and Written Material as Items D & E, verbal update on the Investment Advisory Board Workplan and verbal update on the Investment Advisory Board Membership as discussed at the City Council meeting of July 6. V CONSENT CALENDAR A. Approval of Minutes of Meeting on June 16, 1999 for the Investment Advisory Board. MOTION - It was moved by Board Members Lewis/Moulin to approve the Minutes of June 16, 1999. Motion carried unanimously. VI BUSINESS SESSION A. Transmittal of Treasury Report for May, 1999 Board Member Moulin advised that on page 6 it indicates that the City purchased four pieces of commercial paper. He questioned why it's listed as a one line item since they have different maturity dates and yields, He further advised that it would be his preference to have them listed individually. Mr. Falconer advised that the four pieces of commercial paper are listed individually on page 4. He advised that this could be changed. Board Member Lewis advised that page 6 is a "summary" page and page 4 is a "detail" page. Page 2 of 7