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Retirement board authorizes $180,000 legal contract increase, adopts city policy update and procurement workplan; approves retirements
Summary
The board voted to increase the not‑to‑exceed amount for the Reed Smith legal services contract, adopted a City policy update on employee recognition, approved governance procurement changes and a 2025 policy review workplan, and confirmed multiple service retirements.
The San Jose Police and Fire Retirement Board approved a package of administrative and contract actions in a January meeting, including a $180,000 increase to outside legal services, adoption of an updated city policy on employee appreciation, approval of a procurement policy aligned with city definitions, the board’s 2025 policy‑review work plan, and a slate of service retirements.
Contract amendment: The board authorized the CEO to negotiate and execute a second amendment to the legal services agreement with Reed Smith, increasing the contract’s not‑to‑exceed amount by $180,000 from $1,600,000 to $1,780,000 for the period covering July 1, 2019 through June 30, 2024. The board noted the change aligns the contract ceiling with amounts included in the fiscal‑year 2025 budget. The motion was made by Trustee Richard Santos, seconded by Trustee Andrew Gardiner, and passed by roll call.
City policy adoption: Trustees approved adoption of City policy manual number 4.144 (Employee Appreciation and Recognition), which raises the maximum City funds available for employee appreciation events from $35 to $40 per person. The motion was seconded by Trustee Gretchen Flicker and passed on roll call.
Procurement policy and governance work plan: The Governance Committee recommended, and the board approved, an updated ORS procurement and contracting policy aligned with City finance definitions. The board also adopted a 2025 work plan to review board charters and policies on a regular cadence; staff said the schedule reflects the potential need to add an enterprise risk management policy and anticipates the completion of a governance‑services procurement later this spring.
Service retirements and death notifications: The board approved a list of service retirements (motions carried by roll call) with effective dates in mid‑ to late‑January 2025 for multiple sworn members, including fire engineers, captains and police officers and sergeants. The board also received notices of member deaths and observed a moment of silence.
Votes at a glance
- Reed Smith second amendment (legal services): Approved; increase $180,000 (from $1,600,000 to $1,780,000); motion by Richard Santos; second Andrew Gardiner; roll‑call approval. - City policy manual 4.144 (Employee Appreciation and Recognition): Approved; updates raise per‑person maximum from $35 to $40; motion moved and seconded; roll‑call approval. - ORS procurement and contracting policy (alignment with City finance): Approved; recommended by Governance Committee; roll‑call approval. - 2025 policy review work plan: Approved; motion carried. - Service retirements: Approved; multiple retirements recorded with listed effective dates and years of service.
Board materials and staff memos provided historical expenditure tables and projected costs used to justify the Reed Smith amendment; staff said the projection includes a small contingency for the remainder of the contract term.
