Issue - meetings

To note the XPS – Surrey Fire and Rescue Authority Pension Board report.

To note the XPS – Surrey Fire and Rescue Authority Pension Board report.

Witnesses:

Paul Mudd, XPS

Key points raised during the discussion:

1.    The representative from XPS introduced the item and provided a summary of its content. The following details were noted:

a.    Details related to regulations and guidance as outlined in the report.

b.    Noted details regarding security to protect against data breaches as outlined in the report. The representative highlighted that there had been some high-profile data breaches in the news recently however noted that this was not an XPS issue.

c.     In regard to Conditional Data Testing, Members noted that work was ongoing to map the entire Firefighter Pension Schemes to a Conditional Data testing facility within XPS which would a give a conditional data score.

d.    Noted data related to Member Self-Service as noted within the report.

e.    Presented the updated common data as noted within the report.

f.      Noted the data included within the Membership tables.

g.    Noted the completed cases overview. The Board stated that it would be helpful to receive updates on the backlog within future meetings.

h.    Members noted that reporting on complaints would be improved going forward.

i.      The representative from XPS highlighted that XPS had produced an internal position statement within regard to McCloud and that a public statement would be available soon.

Actions/ further information to be provided:

None.

Resolved:

The Board noted the report.

To note the XPS – Surrey Fire and Rescue Authority Pension Board report.

Witnesses:

Paul Mudd, XPS

Key points raised during the discussion:

1.    The representative from XPS introduced the item and provided a summary of its content. The following details were noted:

a.    Details related to regulations and guidance as outlined in the report.

b.    That XPS Administration had achieved accreditation against the PASA PensionsAdministration Standards.

c.     Detail on the use of tracing service to confirm addresses for those members approaching, or beyond, Normal Retirement Age

d.    Details on Conditional Data Testing, National Fraud Initiative and the analysis of late tasks

e.    Noted data related to Member Self-Service as noted within the report.

f.      Presented the updated common data as noted within the report.

g.    Noted the data included within the Membership tables.

h.    Noted the completed cases overview.

2.    In regard to completed cases, a member noted that the percentage of completed cases for August and September 2023 were down to 70% and 75% and asked what assurances could be given that it would increased going forward. The representative from XPS stated that, due to the additional work caused by the implementation of remedies, XPS were unable to give assurances however resource and training had been increased significantly within the team. Following this, the Member noted that the general enquiry percentage had decreased in recent months and asked that this be monitored.  

Actions/ further information to be provided:

None.

Resolved:

The Board noted the report.

To note the XPS – Surrey Fire and Rescue Authority Pension Board report.

Witnesses:

Paul Mudd, XPS

Sally Wilson, Scheme Manger

Carrie Pearce, Pensions Project Officer

Key points raised during the discussion:

1.    The representative from XPS introduced the item and provided a summary of its content. The following details were noted:

a.    Details related to regulations and guidance

b.    Details related to Conditional Data Testing as noted in the report.

c.     Information related to the National Fraud Initiative.

d.    An overview of the analysis of late tasks.

e.    Noted data related to Member Self-Service as noted within the report.

f.      Presented the common data as noted within the report.

g.    Noted the data included within the Membership tables. Members noted that XPS were looking to include data in the future related to people who had opted-out of the scheme and that the next auto-enrolment date was in 2025.

h.    Noted the completed cases overview.

2.    The committee discussed opportunities to publicise the date in which auto-enrolment took place. This included using email, the council website and letters.  

3.    In regard to completed cases, a member suggested that data was included from the previous year to allow Board members to make a comparison.

Actions/ further information to be provided:

None.

Resolved:

The Board noted the report.

Report to follow.

Witnesses:

Paul Mudd, XPS

Sally Wilson, Scheme Manger

Carrie Pearce, Pensions Project Officer

Key points raised during the discussion:

1.    The representative from XPS introduced the item and provided a summary of its content. The following details were noted:

a.    XPS would be holding an online ‘open day‘ focused on details related to McCloud. It was further noted that XPS would also provide their own response to the McCloud consultation.

b.    Details related to additional work / previous minutes as outlined in the report.

c.     An overview of the Member Self-Service Data as outlined in the report.

d.    An overview of the common data as outlined in the report.

e.    An update on membership.

f.      An overview of competed cases were it was noted that completed cases were at 94% for the quarter. Details were also noted related to task analysis as included within the report.

g.    Noted that no complaints had been received.

2.    In regard to the Year-end Data Templates, the Chairman asked whether officers were aware of any reason why the upcoming deadline would not be met. The Pensions Project Officer stated that a delay was likely and that she was in touch with the payroll team to find out more information on when the information was going to be available.

3.    In regard to the tracing service, and the one member who exceeded normal pension age for a deferred beneficiary who was overseas, the Chairman asked that XPS make their best efforts to contact the member.

4.    In regard to completed cases, as substitute member of the Board, Benedict Mulliss, asked for more details on the cases not completed on schedule and the extent of the delay. The representative from XPS stated that he did not have the information to hand on the extent of the delay however he would seek to including the information in future reports. The representative added that the number of days for each delay was usually low.

5.    In regard to estimate cases, the Vice-Chairman said that there was a trend emerging from January to March which showed that cases were not being delivered to target. The Vice-Chairman asked whether XPS could provide detail on the reasons for not meeting the target. The representative stated that additional training had been delivered to members of the team on estimates in order to improve performance. The representative added that, when there are spikes in workload, the team prioritised work related to pension payments to ensure they were delivered on time. Following a discussion, the Chairman requested that XPS provide detail on the longest failure to meeting an estimate target at the next meeting.

Actions/ further information to be provided:

A5/23 - XPS to provide detail on the longest failure to meet an estimate target at the next meeting.

Resolved:

The Board noted the report.