The Office of Retirement Services

                            City of San Jose

Board of Trustees Standard Operations Procedures (SOP)

Quick Navigation:  Federated Trustee Board SOP

  

New Board Member Orientation

Meet the Board of Trustees

• a. List of outside Consultants

I. Federated Board Administration

• a. Trustee Roster & Standing Committee Assignments
• b. Board Operations Policies & Charters 1-23
  • 1. Audit Committee Charter
  • 2. Board Chair Charter
  • 3. Board of Administration Charter
  • 4. Board Vice-Chair Charter
  • 5. Chief Executive Officer Charter & Succession Planning Policy
  • 6. Chief Investment Officer Charter & Succession Planning Policy
  • 7. Disability Committee Charter
    • a. FED-Disability retirement application rules and procedures
  • 8. Governance Committee Charter
  • 9. Investment Committee Charter
  • 10. Joint Personnel Committee Charter
  • 11. Board Communications Policy
  • 12. Board Education Policy
  • 13. Board Performance Assessment Policy
  • 14. Code of Conduct
  • c. Policy and Procedure
    • a. Overpayment/Underpayment - Contributions
    • b. Overpayment/Underpayment - Benefits
    • c. 415(b) Limits Presentation
  • 16. Policy on Procedure Regarding Cancellation and Termination
  • 17. Policy on Election of Board Officers
  • 18. CEO Performance Evaluation Policy
  • 19. CIO Performance Evaluation Policy
  • 20. Monitoring and Reporting Policy
  • 21. Policy Regarding Roles in Vendor Selection
  • 22. Strategic Planning Policy
  • 23. Travel Policy
    • a. Travel Forms
      • b. Attestation
  • 24. Attendance Policy
  • 25. Gift Policy
  • 26. Council Representative to the Board - Charter

II. Office of Retirement Services (ORS)

• a. Organization Chart/Phone Directory
• b. Chief Executive Officer Charter & Succession Planning Policy
• c. Current Fiscal Year Administrative Budget
  • c1. ORS Budget Policies and Procedures
• d. Annual Comprehensive Financial Report (ACFR)
  • d1. Popular Annual Financial Report (PAFR)

III. Governing Laws

• a. State Retirement Laws
• b. San Jose City Charter - Retirement Plan(s)
  • 1. Measure G
  • 2. Code of Ordinances - 3.28.100-3.28.2.60 Retirement Board & Other Officers
    • 3. Rosenberg's Rules of Order
• c. Brown Act and City Sunshine Ordinance - Open Meetings.
• 2c. Brown Act and City Sunshine Ordinance - Open Meetings
• d. Conflict of Interest
• e. Public Records Act

IV. Fiduciary Standards/Responsibilites

• a. Fiduciary Law in General
• b. Fiduciary Law California Public Plans
• c. What the Board does

V. Investments of Assets

• a. Chief Investment Officer Charter & Succession Planning Policy
  • Investment Group Organizational Structure
• 1a. Investment Policy Statement
• b. Asset Allocation
  • 1b. Asset Allocation Analysis - Meketa
  • 2b. Risk Allocation Analysis - Verus
  • 3b. Market Expectations
  • 4b. Current Asset Allocations
• c. Annual Prefunding Process and Report
• d. Risk Management Systems Process
• e. Fiscal Year End Performance Report - click on the link.
• f. Calendar Year Fee Reports

VI. Actuarial Valuations

• a. Pension Valuation Presentation
• b. Pension Valuation Report
• c. OPEB Valuation Presentation
• d. OPEB Valuation Report
• e. 5-year Projected Letter
• f. Actuarial Audit for the Pension Valuation
• g. Actuarial Audit for the OPEB Valuation

VII. Retirement Benefits Tier Fact Sheets

• Disability Charter
• a. Retirement Handbook Tier 1- Under development
• b. Retirement Handbook Tier 2 - Under development