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2003 10 08 IAB Minutes INVESTMENT ADVISORY BOARD Meeting October 8, 2003 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 Chairman Mahfoud, followed by the Pledge of Allegiance. PRESENT: Board Members Moulin, Olander, Mahfoud and Chairman Lewis (5:33) ABSENT: Board Member Deniel OTHERS PRESENT: John Falconer, Finance Director and Vianka Orrantia, Secretary II PUBLIC COMMENTS III CONFIRMATION OF AGENDA IV CONSENT CALENDAR A. Approval of Minutes of Meeting on September 10, 2003 for the Investment Advisory Board. MOTION - It was moved by Board Members Moulin/Olander to approve the Minutes of September 10, 2003. Motion carried unanimously. V. BUSINESS SESSION A. Transmittal of Treasury Report for August 2003 Mr. Falconer informed the Board that there were no purchases or sales in the month of August and there was a large debt service payment due September 1, the money was sent at the end of August to the Trustee, after the LAIF draw down. MOTION -It was moved by Board Members Olander/Moulin to approve, receive and file the Treasury Report for August 2003. Motion carried unanimously. Investment Advisory Board OCOTOBER 8, 2003 Minutes VI CORRESPONDENCE AND WRITTEN MATERIAL A. Month End Cash Report - September 2003 Mr. Falconer informed the Board that on page 09 of the Month End Cash Report, the LAIF report has been modified to reflect a two week tracking of the daily yield, which is currently at 1.60%. Noted and Filed B. Pooled Money Investment Board Reports - July 2003 Board Member Olander commented to the Board that the commercial paper has dropped from the previous month, which is down 6.54%. Board Member Mahfoud asked the Board if they had seen the item on page 3, reverses. Chairman Lewis replied to the Board that reverse repurchases periodically are reported. Board Member Moulin commented to the Board that the cash report numbers reflect the loans that dropped in July 10% and the report through August 31 reflect the loans now at 14%. Mr. Falconer commented to the Board that the report is for the entire PMI portfolio and the LAIF funds do not participate in the loans. Noted and Filed C. Update of Work Plan Considered at October 7, 2003 City Council Meeting Mr. Falconer informed the Board on the recent comments made at the City Council meeting. During the business session portion of the Council meeting, the work plan was approved as discussed at the previous Board meeting. Two comments were made, one from Mayor Adolph, who wanted to stress the safety of the portfolio and the second item, was the educational meetings; Councilman Osborne wanted to make a small modification that the educational meetings with Board Members should be on areas of managing the City funds. Staff had stated educational meetings were with investment advisors and Council wanted it changed to educational meeting with Board Investment Advisory Board OCOTOBER 8, 2003 Minutes members, two or three meetings which could be scheduled during the year with whom the Board suggested to meet with to discuss investment options. Board Member Lewis asked the Board if these comments were from the joint meeting that was held with the City Council. Mr. Falconer replied that these comments came from the City Council meeting on Tuesday, October 7. Mr. Falconer informed the Board that the only representative at the September 30 meeting was Board Member Moulin. Board Member Moulin advised the Board that Council Member Osborne asked why the Board was looking at money managers. Board Member Moulin replied to Council Member Osborne that there were several cities that used money managers, the Board would like to see what the managers might have to offer and also see if they could do anything for the City. Board Member Moulin also informed the Board that he had stated to the Council that there were several Board Members that thought this was a very good idea, the work plan was discussed and Mr. Falconer followed-up with a summary and that the Mayor's comments were directed towards the safety of principal. Board Member Moulin stated to the Board that this was also a primary concern for the Board and the first item in the Investment Policy. There was also a discussion of the yield not being high and the Investment Advisory Board and the Treasurer agreeing to protect principal and not risking principal to chase yield, which is why the Board has not currently purchased any commercial paper. Board Member Moulin also informed the Board that the City CoUncil asked if it was necessary for the Board to meet monthly. With the exception of August and due to the lag in the information received the Board did not want to review information 2 to 3 months in arrears, therefore, it was important to meet monthly. Board Member Moulin also informed the Board that he informed the City Council of the upcoming RFP's for banking services. In response to Board Member Olander, Board Member Moulin advised the Board that Council Member Osborne was questioning the need for a money manager and Council Member Henderson wanted to know exactly what was going to be done. Board Member Moulin stated to the Board that there is reason for questions, due to the Board's 3 Investment Advisory Board OCOTOBER 8, 2003 Minutes current buy and hold policy, money managers have a tendency to buy and sell. Board Member Moulin reviewed the purchase of investments and how a money manager would fit into this current process. Mr. Falconer advised the Board that in next couple months, the Board's focus will be on the banking RFP's and the scheduled meeting with the auditors in December. Therefore, the Board could possibly schedule the money managers in the months of January or February. Mr. Falconer also advised the Board that it would be up to the Chairman and the Board for their recommendations as to who would make these presentations. Chairman Lewis asked the Board if they knew of any firms, that a brief line item could be discussed at the next scheduled meeting and than schedule the firms after the first of the year. Board Member Mahfoud suggested to the Board that there should also be criteria set for these firms, such as years of experience, track record, etc... Chairman Lewis advised the Board that based on the previous month's meeting minutes, these firms are coming to discuss what they can or cannot do for the City, not to sign a contract at the time of the presentation. Even if there is one the Board would like t° use, the Investment Policy would have to be revised, approval would have to come from the City Council before someone could be signed on, if this is a service that could add value to the City. Mr. Falconer advised the Board that the City Council looks at these presentations as educational tools, there might be some things that the money manager does, that Staff can do. If the Board decides not to use a money manager, Staff could learn from their presentations. Chairman Lewis advised the Board that at some point and time the Board might have to look to other areas as the portfolio grows, this might be a good time review some options. Board Member Moulin advised the Board that he also commented to the City Council about SilverRock Ranch and how this could also have an effect. Noted and Filed Investment Advisory Board OCOTOBER 8, 2003 Minutes VIII BOARD MEMBER ITEMS Chairman Lewis asked the Board for an update on the LAIF Conference trip. Mr. Falconer informed the Board that he and Board Member Deniel attended and due to the fact that she is currently on vacation, she had told him that she will update the Board by written summary at the next scheduled meeting. Chairman Lewis updated the Board on his current job change. Board Member Moulin advised the Board that both Fannie Mae and Freddie Mac have been getting continued publicity due to the financial deviations of Freddie Mac and that it appears that they are turning over responsibilities of supervision to Treasury instead of HUD. This has had an affect on Fannie Mae and is suffering, they have also advocated that the Federal Home Loan Banks be subject to the same supervision. Board Member Moulin also advised the Board that it shouldn't be a concern of the City or increases the risk of the investments in these corporations. Chairman Lewis stated that this was more of a positive move in treasuries. Board Member Olander stated to the Board that this has been one of the Board's concerns, can anyone get their hands around GSE's, including Federal Home Loan Bank. Board Member Moulin stated that the banking system is under the Treasury. If the banks have always had a multi jurisdiction, if they are insured by the FDIC, if it's a state bank and federally insured then they are examined by the division of the Treasury. Chairman Lewis advised the Board that national banks are examined by the Office of the Controller of Currency, (OCC) and can be examined by the FDIC, state banks are examined by the FDIC and state regulatory agencies. Board Member Moulin stated to the Board that it will be interesting as to which "arm" will govern Fannie Mae and Freddie Mac. VIII Adjournment MOTION - It was moved by Chairman Lewis/Board Member Olander to adjourn the meeting at 5:56 p.m. Motion carried unanimously. Orrantm~/~g~'~' Secretary