Exhibit (h) Administration Agreement between Registrant and Vastardis Fund Services LLC, dated October 1, 2006.
Exhibit (h)
Administration Agreement between Registrant and Xxxxxxxxx Fund Services LLC, dated
October 1, 2006.
Exhibit (h)
ADMINISTRATIVE SERVICES AGREEMENT
ADMINISTRATIVE SERVICES AGREEMENT (“Agreement”) made as of the 1st day of October, 2006 by and between the FFTW Funds, Inc. (the “Fund”) and XXXXXXXXX FUND SERVICES LLC, a Delaware limited liability company, having its principal office and place of business at 00 Xxxxxxx Xxxxxx, Xxx Xxxx, XX 00000 (“Xxxxxxxxx”).
WHEREAS, the Fund is registered as an open-end management investment company under the Investment Company Act of 1940, as amended (the “1940 Act”); and
WHEREAS, the Fund desires to retain Xxxxxxxxx to provide administrative services to each of the portfolios listed in Appendix A hereto, as such Appendix A may be amended by written mutual agreement by the parties from time to time, in the manner and on the terms and conditions set forth below;
NOW, THEREFORE, in consideration of the above premises and mutual covenants contained herein, and intending to be legally bound hereby, the parties hereto agree as follows:
1. Appointment of Administrator
The Fund, being duly authorized, hereby appoints Xxxxxxxxx to act as administrator and to perform certain administrative services. Xxxxxxxxx accepts such appointment and agrees to render the services described herein for the fees set forth in Appendix B hereto. Any administrative services undertaken by Xxxxxxxxx pursuant to this Agreement, as well as any other activities undertaken by Xxxxxxxxx on behalf of the Fund pursuant hereto, shall at all times be subject to any directives of the Fund’s Board of Directors (the “Board”).
2. Duties of Administrator
Subject to the supervision and direction of the Board, Xxxxxxxxx will perform the services described in Appendix C hereto. Any additional services to be provided by Xxxxxxxxx upon the request of the Fund shall be mutually agreed to and shall be set forth in an amendment to such Appendix C executed by the parties hereto. Xxxxxxxxx shall in no event be required to take any action which is in contravention of any applicable law, rule or regulation or any order or judgment of any court of competent jurisdiction. Furthermore, Xxxxxxxxx has no discretion over the Fund’s choice of investments and shall have no liability for the Fund’s choice of investments.
3. Duties of the Fund
The Fund shall furnish Xxxxxxxxx with properly certified or authenticated copies of each of the following, as applicable:
(a) Resolutions of the Board authorizing the appointment of Xxxxxxxxx to provide certain administrative services to the Fund and approving this Agreement;
(b) The Fund’s incorporating documents and all amendments thereto (the “Articles”);
(c) The Fund’s by-laws and all amendments thereto (the “By-Laws”);
(d) The Fund’s agreements with all service providers, which include any investment advisory agreements, sub-investment advisory agreements, custody agreements, distribution agreements and transfer agency agreements (collectively, the “Agreements”);
(e) The Fund’s most recent prospectus or offering documents (the “Prospectus”); and any Registration Statement on Form N-1A (the “Registration Statement”) filed under the Securities Act of 1933 and under the 1940 Act and all amendments thereto; and
(f) Such other certificates, documents or opinions as may mutually be deemed necessary or appropriate for Xxxxxxxxx to receive in the proper performance of its duties hereunder.
The Fund will promptly furnish Xxxxxxxxx with copies of all amendments of or supplements to the foregoing. Furthermore, the Fund will use its best efforts to notify Xxxxxxxxx as soon as possible of any matter which may materially affect the performance by Xxxxxxxxx of its services under this Agreement.
4. Audit and Inspection
Xxxxxxxxx shall make available to the Fund during regular business hours all records and other data created and maintained pursuant to the provisions of this Agreement for reasonable audit and inspection by the Fund or any regulatory agency having authority over the Fund.
5. Limitation of Liability
Neither Xxxxxxxxx nor any of its directors, partners, officers, employees or agents (“Xxxxxxxxx Indemnified Parties”) performing services for the Fund, at the direction or request of Xxxxxxxxx in connection with Xxxxxxxxx’ discharge of its obligations undertaken or reasonably assumed with respect to this Agreement, shall be liable for any loss, damage, liability, actions, suits, claims, costs, and expenses, including legal fees (a “Claim”), arising as a result of any act or omission in the course of or in connection with Xxxxxxxxx’ services hereunder, except for any Claim resulting from the willful misfeasance, gross negligence, or bad faith of, or material breach of this Agreement by Xxxxxxxxx or any Xxxxxxxxx Indemnified Party.
Xxxxxxxxx may apply to the Board at any time for instructions and may consult counsel for the Fund or such other external counsel agreed to by the Fund and with accountants and other experts with respect to any matter arising in connection with Xxxxxxxxx’ duties hereunder. Xxxxxxxxx shall not be liable or accountable for any act taken or omitted by Xxxxxxxxx in good faith in accordance with such instruction or with the opinion of such counsel, accountants, or other experts. Xxxxxxxxx shall not be liable for any act or omission taken or not taken in reliance upon any document, certificate or instrument which it reasonably believes to be genuine and to be signed or presented by the proper person or persons. Xxxxxxxxx shall not be held to have notice of any change of authority of any officers, employees, or agents of the Fund or the Fund until receipt of written notice thereof has been received by Xxxxxxxxx from the Fund.
6. Indemnification
Xxxxxxxxx and Xxxxxxxxx Indemnified Parties shall be indemnified against any and all actions, suits and claims (collectively, “Claims”), including claims of third parties, whether groundless or otherwise, and from and against any and all losses, damages, costs, charges, reasonable counsel fees and disbursements, payments, expenses, and liabilities (collectively, “Losses”) to which Xxxxxxxxx and Xxxxxxxxx Indemnified Parties may become subject, insofar as such Claims and Losses (i) arise directly or indirectly out of Xxxxxxxxx’ services or any other service rendered to the Fund hereunder and (ii) do not result from willful misfeasance, gross negligence, or bad faith of Xxxxxxxxx or any Xxxxxxxxx Indemnified Party. Xxxxxxxxx shall indemnify and hold the Fund harmless from and against all Claims and Losses to the extent such Claims and Losses result from willful misfeasance, gross negligence, or bad faith of Xxxxxxxxx or any Xxxxxxxxx Indemnified Party.
Notwithstanding anything to the contrary in this Agreement, in no event shall Xxxxxxxxx nor any Xxxxxxxxx Indemnified Party be liable for special, incidental or consequential damages, even if advised of the possibility of such damages.
The indemnity and defense provisions set forth herein shall indefinitely survive the expiration or termination of this Agreement for any reason.
7. Term of Agreement
The term of this Agreement shall commence on the date set forth above and continue through March 31, 2007 (the “Initial Term”), unless earlier terminated as provided herein. Thereafter, the term of this Agreement shall continue for successive one-year terms (each a “Renewal Term”) unless written notice of non-renewal is delivered by the non-renewing party to the other party no later than ninety (90) days prior to the expiration of the Initial Term or any Renewal Term, as the case may be.
Either party hereto may terminate this Agreement prior to the expiration of the Initial Term or any Renewal Term in the event the other party violates any material provision of this Agreement or fails to generally perform in accordance with the minimum requirements for standard industry practices, provided that the violating party does not cure such violation within ninety (90) days of receipt of written notice from the non-violating party of such violation.
This Agreement may also be terminated by the Fund if Xxxxxxx Xxxxxxxxx ceases to be employed in an active capacity by Xxxxxxxxx for any reason.
The assignment (as defined in Section (2)(a)(4) of the 1940 Act and rules thereunder) of this Agreement or any rights, or obligations thereunder, shall be prohibited by either party without the written consent of the other party. This agreement shall inure to the benefit of and be binding upon the parties and their respective permitted successors and assigns.
Any amendment to or assignment of this Agreement shall be in writing and signed by the parties hereto, provided that no material amendment or assignment shall be effective unless authorized by resolution of the Board or by a majority of the outstanding voting securities of the Fund.
8. Confidentiality
The parties hereto shall keep confidential any non-public information obtained in connection with this Agreement and shall not disclose such information without the consent of the other party, except as expressly required by applicable law or regulatory agency. Xxxxxxxxx retains all right, title and interest in and to any proprietary technology provided by Xxxxxxxxx in connection with the provision of services by Xxxxxxxxx under this Agreement. The Fund shall not reproduce, copy, disclose, provide or otherwise make available, in whole or in part, such technology without the prior written consent of Xxxxxxxxx. The obligations of this provision shall survive the expiration or termination of this Agreement for any reason.
9. Notices
Unless otherwise provided for in this Agreement, any notice or other instrument in writing authorized or required by this Agreement to be given to either party hereto will be sufficiently given if addressed to such party and delivered via (i) United States Postal Service registered mail, (ii) facsimile with written confirmation, or (iii) hand delivery with signature to such party at its office at the address set forth below, namely:
If to the Fund:
Xxxxxxx Xxxxxxx Trees & Xxxxx, Inc.
000 Xxxx Xxxxxx, 00xx Xxxxx
Xxx Xxxx, XX 00000
Attn: Xxxxxxx X. Xxxxxx, Chief Executive Officer
With a copy to: Xxxxx X. Xxxxxxx, General Counsel
If to Xxxxxxxxx:
Xxxxxxxxx Fund Services LLC
00 Xxxxxxx Xxx. 00xx Xxxxx
Xxx Xxxx, XX 00000
Attn: Xxxxxxx X. Xxxxxxxxx, President
With a copy to: Xx X. Xxxx, Corporate Counsel
10. Force Majeure
Neither party shall be deemed to have breached this Agreement by reason of delay or failure in performance resulting from acts reasonably beyond the control of such party. Xxxxxxxxx shall have no liability for cessation of services hereunder or any damages resulting therefrom to the Fund as a result of work stoppage, power or other mechanical failure, natural disaster, governmental action, act of war, terrorism, riot, banking moratorium, legal constraint, communication line failure or power failure, or other impossibility of performance.
11. Arbitration
If the parties are unable to resolve any dispute arising out of or in connection with this Agreement either party may refer the dispute to arbitration by a single arbitrator selected by the parties according to the rules of the American Arbitration Association (“AAA”), and the decision of the arbitrator will be final and binding on both parties. Such arbitration will be conducted by the New York, New York office of the AAA and governed by New York law. In the event that the parties fail to agree on the selection of the arbitrator within thirty (30) days after either party’s request for arbitration under this paragraph, the arbitrator will be chosen by AAA. The arbitrator may in his discretion order documentary discovery, but in no event may depositions be taken. The arbitrator will have no authority to award punitive damages. Judgment on the award of the arbitrator may be entered in and enforced by any court of competent jurisdiction. Notwithstanding the foregoing, no issue related to the ownership of intellectual property will be subject to arbitration but will instead be subject to determination by a court of competent jurisdiction.
12. Miscellaneous
(a) Except insofar as the 1940 Act or other federal laws and regulations may be controlling, this Agreement shall be governed by, and construed and enforced in accordance with, the laws of the State of New York without giving effect to conflicts of laws principles and each of the parties irrevocably consents to the exclusive jurisdiction of the courts of the State of New York and the federal courts located in New York City in the borough of Manhattan.
(b) This Agreement may be executed in any number of counterparts each of which shall be deemed to be an original and which collectively shall be deemed to constitute the Agreement when a duly authorized representative of each party has signed a counterpart. The parties may sign and deliver this Agreement by facsimile transmission. Each party agrees that the delivery of the Agreement by facsimile shall have the same force and effect as delivery of original signatures and that each party may use such facsimile signatures as evidence of the execution and delivery of the Agreement by all parties to the same extent that an original signature could be used.
(c) In the event any provision of this Agreement is determined to be void or unenforceable, such determination shall not affect the remainder of this Agreement, which shall continue to be in force.
(d) This Agreement constitutes the entire understanding and agreement of the parties hereto and supersedes any other oral or written agreements heretofore in effect between the parties with respect to the subject matter hereof.
(e) The captions of this Agreement are included for convenience of reference only and in no way define or limit any of the provisions hereof or otherwise affect their construction or effect.
(f) Nothing in this Agreement shall prevent Xxxxxxxxx or any affiliated person of Xxxxxxxxx from providing services for any other person, firm, or corporation, including other investment companies.
[Remainder of page intentionally left blank.]
SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their officers designated below as of the day and year above written.
ATTEST: | FFTW FUNDS, INC. | |||||
By: | /s/ Xxxxxxx Xxxxx | By: | /s/ Xxxxxxx X. Xxxxxx | |||
Name: Xxxxxx Xxxxx | Xxxxxxx X. Xxxxxx | |||||
CEO & President | ||||||
ATTEST: | XXXXXXXXX FUND SERVICES LLC | |||||
By: | /s/ Xx X. Xxxx | By: | /s/ Xxxxxxx El Xxxxxxxxx | |||
Name: Xx X. Xxxx | Xxxxxxx X. Xxxxxxxxx | |||||
President |
APPENDIX A
to
ADMINISTRATIVE SERVICES AGREEMENT
U.S. Short-Term Portfolio
Limited Duration Portfolio
Mortgage-Backed Portfolio
Worldwide Portfolio
Worldwide Core Portfolio
International Portfolio
U.S. Inflation-Indexed Portfolio
Global Inflation-Indexed Hedged Portfolio
APPENDIX B
to
ADMINISTRATIVE SERVICES AGREEMENT
In consideration of the services rendered and expenses assumed by Xxxxxxxxx pursuant to this Agreement, the Fund shall pay Xxxxxxxxx in arrears on the last business day of each month fees to be calculated as follows:
Annual Fees | |||
First | $350 million of net assets | 0.07% | |
Next | $2.65 billion of net assets | 0.05% | |
Next | $2 billion of net assets | 0.04% | |
Over | $5 billion of net assets | 0.03% |
Xxxxxxxxx shall be reimbursed for all necessary proper disbursements, expenses and charges made or incurred by Xxxxxxxxx in the performance of this Agreement, including any indemnities for any loss, liabilities or expense to Xxxxxxxxx as provided herein. Xxxxxxxxx will also be entitled to reimbursement by the Fund for all reasonable expenses incurred in conjunction with termination of this Agreement and any conversion or transfer work done in connection therewith. In addition, Xxxxxxxxx will be reimbursed for the reasonable travel and other incidental expenses incurred at the request of the Fund. Other out-of-pocket expenses may include costs for systems licenses, necessary third-party services, and data feeds that Xxxxxxxxx may incur specifically on behalf of the Fund. Xxxxxxxxx will discuss any such costs with the Funds prior to incurring such costs. Any discounts that Xxxxxxxxx may be able to negotiate across its client base will be passed through to the Fund.
APPENDIX C
to
ADMINISTRATIVE SERVICES AGREEMENT
Function | Frequency | Xxxxxxxxx Fund Services LLC | FFTW | Fund Auditor (A) or |
Counsel (C) | ||||
Reporting & | ||||
Compliance | ||||
Monitor portfolio | Daily | Perform tests of certain specific portfolio activity designed | Approves | A/C - Provide consultation |
compliance in | from provisions of the Fund’s Prospectus/SAI as outlined in | compliance | as needed on compliance | |
accordance with | compliance testing matrix. Follow-up on potential warnings | testing | issues. | |
Prospectus/SAI. | or violations. Send daily results to FFTW. Any warnings or | matrix. | ||
violations are communicated to FFTW. | ||||
Calculate segregation | Daily | Calculate segregation requirement per approved | Resolves | |
requirement to comply | methodology. | segregation | ||
with Rule 10666 for | requirement | |||
the FFTW RIC | issues. | |||
products. | ||||
Provide compliance | Monthly | Provide a report of compliance testing results to FFTW. | Review | A/C - Provide consultation |
summary package | report. | as needed. | ||
Perform asset | Quarterly | Perform asset diversification tests at each tax quarter end. | Review test | A - Provide consultation as |
diversification testing | Follow-up on issues. Forward results to FFTW and audit | results and | needed in establishing | |
to establish | firm. | take any | positions to be taken in tax | |
qualification as a RIC. | necessary | treatment of particular | ||
action. | issues. | |||
Perform qualifying | Quarterly | Perform qualifying income testing (on book basis income, | Review test | A - Consult as needed on tax |
income testing to | unless material differences are anticipated) on quarterly basis | results and | accounting positions to be | |
establish qualification | and as may otherwise be necessary. Follow-up on issues. | take any | taken. Review in | |
as a RIC. | Forward results to FFTW. | necessary | conjunction with year-end | |
action. | audit. |
Function | Frequency | Xxxxxxxxx Fund Services LLC | FFTW | Fund Auditor (A) or |
Counsel (C) | ||||
Perform tax-related services | Annually | Prepare tax returns and calculate distribution amounts | A - Review and comment as | |
for excise and spillback requirements. | needed. | |||
Calculate preliminary and | Monthly | Provide results to FFTW. | ||
final gross and net total | ||||
return information on funds. | ||||
Validate vendor | Monthly | Reconcile the total returns published by Lipper, | Review | |
performance results. | Morningstar, and Bloomberg to ensure numbers agree | total return | ||
with Xxxxxxxxx. Communicate results to FFTW. | information. | |||
Calculate book distribution | Monthly | Calculate monthly book income distributions amount | ||
amounts. | and communicate to Transfer Agent and Fund | |||
Accounting. Declare rate and communicate with | ||||
Transfer Agent and Fund Accounting. | ||||
Prepare performance Tables | Monthly | Prepare and review performance tables including | Review | |
for the FFTW Funds for use | benchmark data obtained from FFTW. | performance | ||
in marketing literature to | tables and | |||
FFTW clients. | provide | |||
benchmark | ||||
data to | ||||
Xxxxxxxxx. | ||||
Prepare and send MRFs for | Monthly | Prepare and review monthly performance information | Provide | |
the FFTW Funds to Quasar | and portfolio information and send to Quasar and | benchmark | ||
for filing with NASD if | FFTW. | data to | ||
necessary. | Xxxxxxxxx. |
Function | Frequency | Xxxxxxxxx Fund Services LLC | FFTW | Fund Auditor (A) or |
Counsel (C) | ||||
Prepare annual expense | Annually | Prepare expense budget. Notify Fund Accounting of | ||
budget for mutual funds and | new accrual rates. Obtain vendor informational | |||
establish accruals. | engagement letters as appropriate. | |||
Monitor the expense budget | Quarterly | Monitor actual expenses as compared with budget and | C/A - Provide consultation | |
for FFTW Funds. | update budgets and expenses accruals as needed. | as requested. | ||
Prepare expense payable | Monthly | Analyze payable accounts to ensure balances are | ||
analysis for mutual funds. | reasonable as compared with budget. Ensure bills are | |||
paid from correct account by custodian. Make | ||||
adjustments as necessary. | ||||
Receive and coordinate | As | Propose allocations of invoices among funds. | Send invoices | |
payment of fund expenses. | necessary | Authorize all invoices in accordance with authorized | to Xxxxxxxxx in | |
signers guidelines. Obtain FFTW approval as | a timely | |||
necessary. | manner. | |||
Authorize | ||||
invoices as | ||||
necessary. | ||||
Calculate asset based fees. | Monthly | Using net asset levels, calculate asset based fees. | ||
Calculate 24f-2 registration | Annually | Calculate and review 24f-2 filing and registration fee. | ||
fee and complete filing. | Complete the electronic filing with the SEC. | |||
Prepare and file Maryland | Annually | Prepare, review and file Maryland Property Tax form. | Review filing. | |
Property Tax Return. |
Function | Frequency | Xxxxxxxxx Fund Services LLC | FFTW | Fund Auditor (A) or |
Counsel (C) | ||||
Prepare Form 1099-MISC | Annually | Summarize amounts paid during the calendar year to | ||
for non-incorporated | vendors. Prepare and mail Form 1099-MISC and | |||
vendors. | Form 1096 Transmittal. Obtain tax ID numbers and | |||
current mailing address for vendors. | ||||
Prepare and file Form N- | Semi- | Prepare form for filing. Obtain any necessary | A - Provide annual audit | |
SAR | annually | supporting documents. File with the SEC via | internal control letter to | |
XXXXX. | accompany the annual | |||
filing. | ||||
Financial Reporting | ||||
Prepare financial | Quarterly | Prepare selected portfolio and financial information | Review. | |
information for presentation | for inclusion in board material. | |||
to Fund Management and | ||||
Board of Directors. | ||||
Coordinate the annual audit | Semi- | Prepare financials and file with the SEC. Coordinate | Provide | A - Perform audit and |
and semi-annual preparation | annually | the review and approval by portfolio managers of | MD&A. | issue opinion on annual |
and printing of financial | portfolio listings to be launched in financial | Approve | financial statements. | |
statements. | statements. Prepare appropriate management letter | format and | ||
and coordinate the review of MD&A with Quasar. | text. Review | A/C - Review reports. | ||
and approve | ||||
entire report. | ||||
Coordinate the preparation | Semi- | Complete Form N-CSR and certifications and | Review and | C - Review Form N-CSR |
and filing of Form N-CSR. | annually | coordinate management review. Coordinate XXXXX | approve Form | |
conversion with outside printer and filing with the | N-CSR. | |||
SEC via XXXXX. | Forward | |||
signed N-CSR | ||||
and | ||||
certifications | ||||
to Xxxxxxxxx. |
Function | Frequency | Xxxxxxxxx Fund Services LLC | FFTW | Fund Auditor (A) or |
Counsel (C) | ||||
Legal | ||||
Prepare agenda and board | Quarterly | Maintain annual calendar of required quarterly and | Review and | C - Review board material |
materials for quarterly board | annual approvals. Prepare agenda, resolutions and | approve board | and minutes. Timely | |
meetings. | other board materials for quarterly board meetings. | materials and | notification of non-routine | |
Prepare supporting information and materials when | board and | items. Ensure BOD | ||
necessary. Assemble and distribute board books. | committee | material contains all | ||
Attend board and committee meetings and prepare | meeting | required information that | ||
related minutes. | minutes. | the BOD must review and | ||
approve to perform its | ||||
duties. | ||||
Prepare amendments to | As | Prepare and coordinate the filing of post-effective | Review and | A/C - Review and approve |
registration statement. | necessary | amendments. Respond to SEC comments. | approve filings | filings and SEC responses. |
Coordinate with outside printers the XXXXX | and responses | Provide consents as | ||
conversion, filing with the SEC, and printing of the | to SEC | appropriate. | ||
prospectus. | comments. | |||
Periodic legal issues. | As | Provide information and advice on Investment | ||
necessary | Company Act of 1940 issues (and other governing | |||
regulations and legislation) as requested by FFTW. | ||||
Prepare Prospectus/SAI | As | Prepare Prospectus and SAI supplements. File with | Review and | C - Review and approve |
supplements. | necessary | the SEC via XXXXX. Coordinate printing and | approve. | supplements. |
distribution of supplements. |
Function | Frequency | Xxxxxxxxx Fund Services LLC | FFTW | Fund Auditor (A) or |
Counsel (C) | ||||
Proxy Material/Shareholder | Annually | Prepare drafts of proxy material, file materials with | Review and | A - Review and approve |
Meetings. | SEC, respond to SEC comments, and coordinate | approve | proxy material and SEC | |
printing and distribution. | statements and | responses. | ||
responses to | ||||
SEC | ||||
comments. | ||||
Respond to regulatory | As | Compile and provide documentation pursuant to | Coordinate | C - Provide consultation as |
examinations. | necessary | examination requests. Assist client in resolution of | with | needed. |
examination inquiries. | regulatory | |||
examiners. | ||||
Fidelity Bond & Liability | Annually | Maintain bond and insurance calendar. Timely | Approve | |
Insurance. | notification of bond and insurance renewals to FFTW. | coverage level. | ||
Assist in completion of application form as necessary. | ||||
File bond with SEC. | ||||
Maintain Fund Books and | On-going | Act as depository of official books and records for the | ||
Records. | Fund. | |||
Blue Sky | ||||
Maintain effective Blue Sky | On-going | Coordinate with Clear Sky (outsourced Blue Sky | C - Provide consultation as | |
notification filings for states | filing service provider). Correspond with FFTW with | necessary. | ||
in which Fund Management | respect to new funds, classes, mergers, and | |||
intends to solicit sales of | liquidations. | |||
fund shares. |