Agenda item

Purpose of the report:

The Board is asked to note the content of this report and make recommendations if any further action is required.

Declarations of interest:

None

Witnesses:

Jason Bailey, Pensions Lead Manager

Lindsey Shaw, Workforce Information Officer

Eric Jameson, Senior Pensions Officer

Key points raised during the discussion:

1.    Officers introduced the report by outlining the main changes including the overall size of membership and number of active members within the main three Firefighter Pension Schemes (FPS).

2.    The Board noted that 347 members had transitioned across to the new CARE scheme and this would be expected to increase when other members transitioned away from the older schemes.

3.    It was stated that 6 new firefighters had been appointed since 1 January 2017 and only one chose not to opt out of the Pension Scheme.

4.    Officers assured that there were no significant concerns for the new employees opting out of the pension scheme as the reasons provided in Annex 2 (page 13 of the agenda papers) did not present any underlying issues.

5.    The Board recognised the efficient administration performance for processing FPS retirements, paying 23 out of 24 members within 10 days.

6.     The Workforce Information Officer in attendance was commended for meeting with members on a one to one basis to support good standards.

7.    Officers advised that the Local Government Pension Scheme (LGPS) had recently revised its KPI’s, extending the range of tasks that were reported and incorporating all of the main areas of work. Revised performance measures for the FPS will be designed and made available at the Board’s next meeting for approval.

8.    It was reported 38 out of 47 members were successfully paid in the March 2017 payroll as a result of the contributions holiday exercise. The remaining members were paid in the following months once claim forms were received.

9.    Officers explained a tax return report would follow in January 2018 as the changes applied retrospectively in December 2006. Therefore all transactions would need to be checked to confirm correct payments and organise the return of any unauthorised payments.

10.  Officers informed the Board a specialist external provider, ITM Ltd were employed to carry out GMP reconciliation work and an update report would be available at the next Board meeting.

11.  Members queried what implications could arise out of the GMP reconciliation process and were advised that there was a potential risk of overpayment or underpayment on the basis of operating on an incorrect element of GMP.

12.  Officers confirmed that costs associated with the work on the GMP reconciliation exercise would be met by the annual recharge to the Surrey Fire and Rescue service.

13.  It was reported that the Administration Service was working with the Information Governance team to understand any changes required to ensure compliance with the new legislation around General Data Protection Regulations (GDPR). Officers explained this could possibly involve work in setting out improved data protection policies specifically around pensions and any changes would be provided at the next Board meeting.

14.  It was noted that the online portal was undergoing an upgrade to resolve issues with benefit projections and a follow up communication would inform members when it would be fully functional again. The Board commended the online portal facility and feedback suggested it had been well received.

15.  It was highlighted that the validation of member records primarily concerned deferred members. Officers informed the Board that the Administration Service was engaging with an external provider, Call Credit, to check the validity of the addresses the service holds for members. Work will be carried out early November 2017.

16.  Officers advised that training was in place to be delivered between now and March 2018 to support and improve administration functions for the FPS. The Board requested a further update report on the progress of the training programme.

17.  Officers noted concerns in relation to communication and assured the Board the online portal would be used as a platform to improve correspondence with members of the FPS.

Actions/ further information to be provided:

1.    Officers to provide the new Key Performance Indicators report at the Board’s next meeting.

2.    The Board to receive an update report on the Contributions Holiday Exercise to report any tax return at its next meeting.

3.    Officers to provide a GMP reconciliation update report for the next Board meeting.

4.    Officers to provide a GDPR update report for the next meeting.

5.    The Pensions Services Manager to communicate the roll out of the online portal once upgraded to enable officers and Station Representatives to publicise and offer guidance to firefighters’.

6.    Officers to report progress of the administration service training programme at the next meeting.

Recommendation:

The Board noted the content of the report.