To:

The Chief Constables of Sussex Police, Surrey Police

From:

Chair of the Joint Surrey Sussex Police Pension Board

Subject:

Pension Board Annual Report

Date:

25 August 2022

Data processors

·         Administrator - (currently Equiniti Paymaster).

·         Tracing bureaus for mortality screening and locating members - (currently Equiniti Paymaster)

·         Overseas payments provider to transmit payments to scheme member with non-UK accounts - (currently Equiniti)

Data controllers

·         Legal adviser - (currently Weightmans LLP)

·         External auditor - (currently Ernst & Young LLP)

·         Internal auditor - (currently RSM Risk Assurance Services LLP)

·         Police Medical Appeals Board

·         The Department for Work and Pensions

·         The Government Actuary's Department

·         The Cabinet Office - for the purposes of the National Fraud Initiative

·         HMRC

·         The Courts of England and Wales - for the purpose of processing pension sharing orders on divorce

“2015 Regulations”

Means the Police Pension Regulations 2015

“Act”

Means the Public Service Pensions Act 2013.

“Board Member”

Means a member of the Board (this includes a reference to an Employer Representative, Employee Representative and an Independent Member).

“Chair”

Means the appointed chairperson of the Pension Board.

“Code of Conduct”

Means the code of conduct adopted by the Board.

“Conflicts of Interest”

Is as defined in the Act.

“Conflicts of Interest Policy”

Means the policy on conflicts of interest as adopted by the Board.

“Deputy Chair”

Means the appointed deputy chairperson of the Board.

“Employer Representative”

Means a person appointed to the Board for the purpose of representing employers for the Scheme and any connected scheme.

“Independent Members”

Means neither and Employer Representative or a Scheme Member Representative.

“Knowledge and Understanding and Training Policy”

Means the training policy as adopted by the Board

“Police Pension Board Member Appointment and Removal Rules”

The document adopted by the Board setting out the nomination and selection procedure and how Board Members are to be appointed and removed.

“Reporting Procedure”

Means the procedure adopted by the Board setting out the Board’s procedure for reporting breaches of law and other matters.

“Scheme”

The Police Pension Scheme.

“Scheme Managers”

The Chief Constable of Surrey Police and the Chief Constable of Sussex Police

“Scheme Member Representative”

Means a person appointed to the Board for the purpose of representing scheme members of the scheme and any connected scheme.

ITEM

NOTES

ACTIONS

/ OWNER

1

Welcomes, Apologies & Conflicts of Interest:

As the Chair was having difficulties connecting with the meeting, IM welcomed everyone including the two Scheme Managers, CC Gavin Stephens and CC Jo Shiner and led the introductions. The meeting was declared quorate but would not be balanced until the Chair was able to join. The 3 representatives from XPS were thanked for all attending the first meeting following the transition.

ITEM

NOTES

ACTION

S / OWNER

1 Cont.

Apologies had been received prior to the meeting from Danielle Mead, Tom Budd and Daisanne Summersfield.

No conflicts were declared.

2

Minutes / Action from Previous Meeting:

The minutes of the 25th of August 2022 Joint Pension Board were approved by the Board as a true reflection of the meeting.

KM joined the meeting at 1:15pm and continued to chair the meeting from this point on.

Joint Pension Board Actions:

Action 2021-17: Risk Register – Annual Report – IM confirmed he had raised Opt out rates as an issue in the annual report but there hadn’t been a response to this yet. This remains a concern for the Board, with the cost of living rises, officers may choose to opt out of their pension as a short-term gain with long term implications – IM to follow up with SAB Chair - OPEN

IM

Action 2022-07: GMP Reconciliation – the transfer is now complete - the Board were reassured that XPS will be picking up the outstanding work on this - Closed

DS/PM

Action 2022-10 & 2022–11 – Equinity Quarterly reports - To standardise the Y axis on the graphs within the report so that they are consistent and populate the movement statistics with the raw data and reissue the reports to the Board by the end of the week – reports received - Closed

Action 2022-14: GMP Reconciliation – Transfer now complete – waiting for data to come across from Equinity to XPS so that it can be double checked to make sure there is nothing left to do - Closed

Action 2022-16: Scheme Membership Opt Out Rates - a report will be on the agenda for the next meeting - OPEN

CG

Action 2022-18 – Data Breach - To follow up with Equinity to see if the Statement had been destroyed or returned - still waiting for a response from AH. Chase AH for a response - OPEN

CG

Action 2022-19: Members to email DS with any suggestions for further training. –

See Action 2022-30 - Closed

Action 2022-20: Invite Simon Lambert to future meetings of the Board, send him training information and inform the Scheme Manager of the change of membership. – Completed - SL at this meeting - Closed

ITEM

NOTES

ACTIONS

/ OWNER

2 Cont.

Action 2022-21: AOB – Retire & Re-join Scheme Policy – a copy of the new scheme had been circulated a couple of days prior to the meeting and will be published on the intranet by the end of the month, the pensions team were still waiting on one small piece of information to be able to finish off the abatement guidance that sits alongside this document and both documents would be brought to the next meeting for the Boards information. It was confirmed that this is an extension of the old 30 + and 30 ++ scheme and would only apply to those who would be eligible to retire anyway, and each case would be considered on a case-by-case basis. It was agreed that a report should come back to the Board after approx. 3-6 months with data as to how many people have taken this scheme up although the numbers were expected to be small - OPEN

CG

Action 2022-24 A meeting is to be set up with CH to discuss in more detail

CG

Action 2022-25 The paper and the abatement guidance to come to the next Board meeting

CG/RL

Action 2022-22: Project Plan – transfer now complete - Closed

3

Risk and Issue Register:

The Board reviewed the Risk Register and were asked to consider if risk area

1.5 could now be closed as the transfer to the new scheme administrator had taken place. The Board felt that this risk should be amended rather than closed to reflect any residual risk re data quality etc. It was also noted that there may be smaller issues identified during the transfer process which need to be teased out and captured to make sure they are being managed correctly. The Board agreed that McLeod should be added as a separate risk in relation to communicating information to members re the pension remedy and immediate detriment, promote the benefits of the scheme and possibly reduce the opt out rate. This would enable the controls in place to be identified and managed.

Action 2022-26 - Amend the Risk Register for 1.5 as discussed and add McLeod as a separate risk.

CG

Action 2022-27 – Risk Register - XPS to review the Risk Register and advise CG what plans they have in place to mitigate the risks in relation to their scheme administration so that the Risk Register can be updated to reflect this.

PM / CG

ITEM

NOTES

ACTIONS

/ OWNER

4

Pension Administrator Summary:

The Chair again thanked the XPS team for attending the meeting. NB, Business Development and Client Manager for Blue Light clients at XPS, introduced herself to the Board and stated that although they were only into day 23 of the contract there had been contact from quite a few scheme members prior to, and since the transfer. This was the largest volume of work in progress that XPS had ever taken on from another administrator, but that they would work through it. The focus this month was to get the pensions paid with the Surrey payroll set to run on the 24^th of November and the Sussex payroll on the 1^st of December. They had received good feedback from scheme members who had already engaged with the XPS team, and a full report on the quarter performance would come to the next Board meeting.

AW, XPS Administrator, shared a short report on the work in progress and spoke to the report, 462 cases had formed part of the backlog of work handed over from Equinity. In addition to this, between the 18^th of November and the go live date of the 1^st of November a further 104 cases were sent across, a starting position of 566 cases to work through. Including the cases that had come in since the 1^st of November, 37 cases had been completed, 79 cased were in progress with the remaining 476 still to be started. The priority this month had been to make sure the pension payments went through on time and were correct, the Board were assured that the outstanding cases had been checked to make sure that there was nothing payroll critical within them.

Quite a considerable amount of the data passed over from Equinity would need checking, the team would methodically work through each case as it was important to get it right, with an estimate of a minimum of 12 weeks to clear the backlog.

NB confirmed that XPS have already received requests for support from members who have already breached their annual allowance and she would encourage all scheme members, if they have any questions about the pension savings statement to contact the XPS technical team to discuss any actions they would need to take.

PM, Governance and Communications Manager, advised the board that he thought things were in a good place but part of the work they need to do was to establish what they didn’t yet know which become clearer in the formal project closure report, this would be published in December and would identify some of the highlights of the project, the transition, the project environment, and the work that XPS would undertake to reduce the risks. XPS bring a lot of experience to the table.

ITEM

NOTES

ACTIONS

/ OWNER

4 Cont.

PM confirmed that he attended all manner of pension boards across the public sector, including other joint boards. XPS have their own Joint Board that comprises of 14 police forces which can benchmark, compare and contrast experiences between one force and another looking at particular big-ticket issues such as opt outs. Currently the opt out range is between 5%-11% so looking to see whether any force is doing something ground-breaking in terms of communication to bring members into the scheme other than by statutory re enrolment.

Training - There are other Pension Regulator toolkits available which are not specifically geared to police pensions, but the Members may find it useful. XPS have their own training portal called ARENA, which they would be happy to share the links to this.

PM confirmed he would be happy to review the Risk Register and would be open and transparent with the Board, flagging national issues etc. He confirmed a report would come to the Board on a quarterly basis showing a breakdown of the KPIs, complaint trends etc.

The Chair thanked XPS for their input to the meeting and requested that XPS let the Board know immediately if they felt something was going wrong and not wait until the next Board meeting.

PM confirmed that they would be happy to review the Risk Register and would be open and transparent with the Board, flagging national issues etc. He confirmed a report would come to the Board on a quarterly basis showing a breakdown of the KPIs, complaint trends etc.

The Chair thanked XPS for their input to the meeting, thanked PM for offering to share the links to additional training and requested that XPS let the Board know immediately if they felt something was going wrong and not wait until the next Board meeting.

5

Pension Remedy:

The Board were informed that the Surrey/Sussex Pensions Team continue to take part in NPCC national discussions, they were still awaiting treasury directions and the Home Office are finalising the secondary legislation which is due to be enacted for October 2023.

There would be a significant impact within the force to manage such a complex project in terms of aspects of the administration, governance and engagement, Comms etc., the team were working on a plan to ensure that they were in the best possible position to support all the activities associated with the remedy and that scheme member data needs to be in the best possible position. The pensions team will work with XPS to ensure that this is the case.

ITEM

NOTES

ACTIONS

/ OWNER

5 Cont.

The remedy calculator now covers the 2006 scheme, the start date of the HO pensions dashboard has been put back to allow for the pension remedy period and the new release date has yet to be confirmed.

Annual benefit statement would be issued as normal in October 2023 but it had been confirmed that pensions saving statements would not be produced until the following October, this was to allow the statement to cover any remedy adjustments within this period although remedial service statements were expected to come out in the 6-12 months following October 2023.

Scheme members obligations to produce a tax return was discussed by the Board and it was felt that there would be many forces asking the NPCC the same questions.

Action 2022-28: Confirm with the NPCC what the position is regarding the pension saving statement and scheme member obligations to produce a tax return.

CG/DS

6

Report on Scheme Membership opt out rates:

The Board were informed that there was a flaw with the original data, so no report was yet available, opt out rates were a national concern; DS had attended an NPCC Board which was looking at the various options suggested to try and reduce opt out rates. Also, the pensions team are carrying out a project to examine the challenge from a strategic point of view and will bring a report on this issue to the next Board meeting.

7

Review of reported breaches:

There had been one outstanding with Equinity (see actions 2022-18) no new breaches had been reported in this period.

8

Work Plan:

There were some updates on page 3 of the workplan that were brought to the Boards attention, this document will be discussed with XPS as their scheme year may differ slightly so the requirements within the report may change accordingly. It was agreed that the road map needed to be updated for the next Board meeting so that it starts from that point in time for each meeting.

It was confirmed that there was currently no member web portal available, this was to allow for member data to be checked and be as complete and accurate as possible.

The Board asked for information to be provided regarding the error rate on data held re Surrey’s scheme members as this would give a good indication as to what the error rate would be in the Sussex’s member data.

Action 2022-29: Share error rate information re Surrey member data with the Board once it becomes available.

CG

ITEM

NOTES

ACTIONS

/ OWNER

8 Cont.

It was confirmed that the Discretions policy was still on hold, waiting for NPCC to issue guidance on the matter.

9

Pension Board Training Log:

The log was reviewed by the Board and the Chair thanked PM for his offer to share the link to online training that the Board Members may wish to complete (see action 2022-30)

PM

Action 2022-30: Share links to The Pension Regulator online training and

XPS’s ARENA online training with the Joint Board Members

10

AOB:

The Board recognised the fantastic achievement of the Pensions Team in getting the transfer over the line on time, with some of the team working additional hours to get it done. The Board thanked the team for their efforts and XPS for the warm welcome they had extended.

11

Date of next meeting:

It was confirmed that the next meeting would be on the 21/02/2023 at 2pm and would remain as a Teams meeting for the time being.

12

Exclusion Notice:

The Chair read out the Exclusion Notice in full and thanked everyone for joining the meeting.

The public part of the meeting closed at 15.20pm

Surrey Police/Sussex Police – Joint Pension Board (Officer)

Date:  25 August 2022 at 10.30am

Location:  Microsoft Teams

Chair:  Kelvin Menon

Protective Marking: Official

Surrey & Sussex Board Members

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Danielle Mead (DMD), Surrey Federation

Daren Egan (DE), Sussex Federation,

Tom Budd (TB), Superintendent’s Association – Surrey Police

Miles Ockwell (MO), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Vacant - Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Adrian Rutherford (AR), Head of Employee Services for Surrey & Sussex Police

Carwyn Hughes, Head of Digital, Data & Technology for Surrey & Sussex Police

Advisors: Cassidy Gillett (CG), Michelle Quirk (MQ) Isobel Tait (IT) & Shelia Love, Surrey & Sussex Pensions Team

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

Adam Holt (AH) Equinity

Item

Notes

Actions / Owner

1

Welcomes, Apologies & Conflicts of Interest:

The Chair welcomed everyone to the meeting, the meeting was declared quorate but not balanced.  CH was expected but had been held up dealing with an operational matter and would be joining the meeting shortly. It was agreed that the meeting could continue and if any decisions by the Board were required, the absent members would be contacted by email outside of the meeting.

Item

Notes

Actions / Owner

Apologies had been received prior to the meeting from Gavin Stephens, Jo Shiner and Danielle Mead.

No conflicts of interest were declared.

2

Minutes / Action from Previous Meeting:

The minutes of the 25^th of May 2022 Joint Pension Board were checked and found to be a true reflection of the meeting and were approved by the Board. 

Joint Pension Board Actions:

Action JB 2021-04 – Pension Board Budget – See item 8 of this agenda – Closed

Action JB 2021-17:  Risk Register – Write to SAB Chair re national opt out rates – see item 7 of this Agenda - Open

IM/CG

Action JB 2021-18:  Discretions Policy – see item 9 of this agenda - Closed

Action 2021-21: Work Plan – Evans & Ashcroft – now business as usual - Closed

Action 2022-06: Sussex’s Outstanding Actions to be added to Joint Pension Board Action log for next meeting – Completed – Closed

Action 2022-07 & 14 – GMP Reconciliation – Surrey’s is complete.  For Sussex, it was disappointing that not a lot of work has been done on this over the last couple of years, Equinity had given the impression the work was progressing but this now appears not to be the case, this had been escalated to the Managing Director and a priority list had been drawn up of where Equinity were to focus their effort prior to the transfer, the Board were assured that anything not completed in time will be picked up by XPS after the transfer. c

The Board were reminded that the Guaranteed Minimum Pension (GMP) is the minimum pension that an occupational scheme has to provide for employees who were contracted out of State Earnings-Related Pension Scheme (SERPS) between 6 April 1978 and 5 April 1997. Although the GMP no longer accrued from 6 April 1997, schemes were still liable to pay for members who had accrued during 1978 to 1997. This was abolished as from April 2016 as part of the introduction of a single-tier State Pension, which dictated the state pension amounts which were based on the GMP figure.  Once the reconciliation is complete there may some scheme members who have received too much state pension and some who have received too little.  

DS/AH

Item

Notes

Actions / Owner

2 Cont.

AH confirmed that there were approx. 770 deferred members, and these cases would be quite straightforward, 1000 members, who are below GMP payment age, who may be affected and 2100 active members for whom there would be no impact, it was just of case of making sure the GMP uncontracted out earnings data is accurate on their record for when they do retire –

Action 2022-14:  DS– To set up another call with Nolan in the Equinity GNP team to discuss the proposed way forwards and the Board will be updated at the next meeting or before if necessary - OPEN

DS

Action 2022-09: The Risk Register had been updated see item 3 of this Agenda - closed

Action 2022-10 & 2022–11 – To standardise the Y axis on the graphs within the report so that they are consistent and populate the movement statistics with the raw data and reissue the reports to the Board by the end of the week – AH confirmed that this had been done, apologised that he had yet to send the reports, and will send them to the Board following the meeting – OPEN

Carwyn Hughes joined the meeting at this point.

AH

Action 2022-12:  To check the Pension Regulators online training – see item 13 of this Agenda - Closed

Action 2022-13:  See item 9 of this agenda - Closed

Action 2022-15 – Pop up Survey on the portal – AH confirmed no survey had been completed and not a lot of feedback on the portal had been received – it was agreed that due to the transfer to a new supplier this action would now be closed – Closed

3

Risk and Issue Register

The Risk Register was confirmed as having been updated with the items that had been identified at the last meeting; a star had been added to show the new items to make it easier to identify them on the Risk Register.  The scoring and control measures were discussed.  The pension provider transfer was felt to be a high risk, the Board were assured that with the control measures currently in place the transfer was still on track to take place on the agreed date, if there were any more delays, the risk would increase.  It was confirmed that the Pensions team met to discuss the issues on a weekly basis and this discussion informed the scoring on the Risk Register, the Board were content to accept the team’s assessment on this occasion but reminded the Pensions team that the Board are ultimately responsible for the scoring.

Item

Notes

Actions / Owner

4

Pension Administrator Summary

Quarterly report – no report had been received in time for the meeting, the Board expressed their disappointment as this was the 3rd meetings in a row whereby no report had not been received in time for the meeting.  AH confirmed that he had chased the team for this and should have the report to share in the next few days.  The Board asked what the SLA performance rates were likely to be.  AH confirmed it was around the 60% level with Equinity prioritizing certain case types to make sure they minimized the impact on the membership.   

Both Scheme Managers had sent a letter to the Head of Equinity in July highlighting the concerns over the level of the service being received, contractually and regarding the transfer requirements.  Nigel Pierce Managing Director had been assigned to help sort out the issues and had managed to get some of the milestones across the line.

AH confirmed that Equinity had been focusing their resources where they were needed, and that Nigel had been holding their feet to the fire.

The Board will be kept informed, and an additional meeting will be called if required.

5

Pension Remedy

The Board were informed that regular national meetings continued with the Pension Remedy and PCC working group, the figures were being collated and a paper is being put together to go to the Chief Finance Officer Board at their next meeting.  The Pensions Team are working closely with XPS on a plan of how the records can be cleansed prior to October 2023 so that they are as clean as possible for everybody who will be impacted by the remedy.  Legislation is still going through; updates are regularly being received from the NPCC and Rep Bodies will be receiving updates and guidance where applicable and appropriate.  October 2023 will just be the beginning of the actual exercise of rectifying each scheme member record, this will take time, so expectations need to be managed.  The digitization of records procurement process was going ahead to allow for historical records to be checked if necessary. 

A question was asked about the resourcing of the Pensions Team, did they need additional staffing?  DS confirmed that this was under constant review. 

6

There was no item 6 on this Agenda

7

Report on Scheme Membership

Action 2021-16 - The Pensions Team had produced a report giving the opt out rates for the last 5 years for Surrey & Sussex, they would be carrying out a bit more analysis and then the report would be shared with the Board in the next couple of days - OPEN

CG

Item

Notes

Actions / Owner

8

Pension Board Terms of Reference, Policies & Procedures

The Board reviewed the documents, the TOR had been changed to reflect the change in the sequence for Chairing the Board.  It was agreed that the last paragraph on the knowledge & Understanding Policy could be removed.  The new Fees and Expenses Policy was discussed and the procedure for making a claim confirmed, the Board were happy with the paper apart from one small change regarding the location of the meetings.  It was agreed that as Members would now have to travel long distance to attend meetings in person they should continue as virtual meetings for the time being but that this would be kept under review. The budget for the Board was confirmed to be £1K and a report would come to the Board Annually following each year end with the expenditure against the budget.

9

Discretions Policy

The Board were informed that this is now on hold, there is an appetite nationally for a policy but wating for NPCC to issue guidance on the matter.  A question was asked about the implementation of any discretions and who would make these decisions.  It was confirmed that if a policy and procedure was written it would come back to the Board for approval.  It was agreed that this would be revisited at a future meeting.

10

Work Plan

There had been some updates to the work plan and road map to reflect the current position, the upcoming pension administration transfer and auto re- enrolment which will be taking place in May.  Still waiting for a confirmed timeline from the NPCC for the national dashboard.

11

Annual Report

IM was thanked for writing the annual report which reflected the work the Board had completed last year.  Some small changes to the report were discussed, these amendments would be made, and the report reissued.

Action 2022-17 Amend the report as per discussion and reissue to the Board.  Send a copy of the report to the Chair of the Chair of the Scheme Advisory Board.

IM

Item

Notes

Actions / Owner

12

Review of Reported Breaches for Surrey and Sussex

CG advised the Board that she was aware of two breaches that she would expect to see on the Equinity report for the last quarter.

AH confirmed that one had been where an officer had given an incorrect address themselves, the occupant had opened the correspondence and contacted Equinity to let them know the officer did not live at this address and had returned the correspondence.  The officer then gave their correct address and had now received their correspondence.

The second case had been when the Equinity contact centre member of staff had accidently recorded the wrong address when it had been given over the telephone.  The statement had been issued to this address and the error subsequently discovered, Equinity had written to the incorrect address to ask that they destroy or return the statement and the statement had been reissued to the correct address.

Action 2022-18 - To follow up on the data breach to see if the Statement had been destroyed or returned and update CG as to the outcome

AH/CG

13

Pension Board Training

The Board noted the report and Members were asked to complete any outstanding training requirements.  A discussion was held as to what further training the Board Members could undertake.

Action 2022-19:  Members to email DS with any suggestions for further training.

ALL

 14

Any Other Business

TS regretfully advised the Board that this would be his last meeting as NARPO rep and proposed Simon Lambert as his replacement. The proposal was accepted by the Chair.  TS was thanked for his time on this Pension Board and previous Surrey Police Authority and Surrey Police Pension Boards spanning many years and for his work with the Pensions Team, the Members all expressed their thanks and noted that he, and his cakes, would be sorely missed. 

Action 2022-20:  Invite Simon Lambert to future meetings of the Board, send him training information and inform the Scheme Manager of the change of membership.

RL

Item

Notes

Actions / Owner

14 Cont.

Retire & Re-join Scheme Policy

The Board were asked to review the Surrey Sussex Retire and Re-join Scheme Policy which had been circulated to the Board shortly before the meeting.  Following changes to the compulsory retirement age the Retention policy had been refreshed and renamed to reflect the changes.  An Abatement Policy was also in the pipeline and will come to the Board later.

Action 2022-21:  A separate email to be sent to the Board Members following the meeting to highlight the changes to this policy and invite feedback. 

SL

A question was asked about the Annual Pension Statements and how Members would access these if they had not registered on the portal.  It was confirmed that a comms plan was being worked on and a message would go out internally to announce the change in scheme administration provider and advise active members of the key things they need to do to download their statements, the scheme member representative bodies would be asked to push this out to their members. AH confirmed that members can still request paper copies of their statements by ringing the Equinity Contact Centre.

15

Date of next meeting

The date of the next meeting was confirmed as 23/11/2023 at 2pm.

16

Exclusion Notice

The Chair read out the Exclusion Notice in full and thanked everyone for joining the meeting. 

The public part of the meeting closed at 12.10pm

Title: Surrey/Sussex Police – Joint Pension Board (Officer)

Date:  25 May 2022 at 2pm

Location:  Microsoft Teams

Chair:  Kelvin Menon

Protective Marking:  Official

Surrey & Sussex Board Members:

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Danielle Mead (DMD), Surrey Federation

Donna Lonsdale (DL), Sussex Federation,

Tom Budd (TB), Superintendent’s Association – Surrey Police

Miles Ockwell (MO), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Peter Gillett (PG), Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Adrian Rutherford (AR), Head of Employee Services for Surrey & Sussex Police

Carwyn Hughes, Head of Digital, Data & Technology for Surrey & Sussex Police

Advisors:  Cassidy Gillett (CG), Michelle Quirk (MQ) Isobel Tait (IT) & Shelia Love, Surrey & Sussex Pensions Team

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

Adam Holt (AH)Equinity

Item

Notes

Actions / Owner

1

Welcomes, Apologies & Conflicts of Interest:

The Chair welcomed everyone to the meeting, thanked them for joining and the meeting was declared quorate.  Carwyn Hugues was welcomed to his first Pension Board meeting.

Apologies had been received prior to the meeting from Gavin Stephens, Jo Shiner, Adrian Rutherford and Danielle Mead. 

No conflicts of interest were declared.

2

Minutes / Action from Previous Meeting:

The minutes of the 2^nd of February’s Joint Pension Board were checked and found to be a true reflection of the meeting and were approved by the Board. 

Item

Notes

Actions / Owner

2 Cont.

Joint Pension Board Actions:

Action JB 2021-04 – Pension Board Budget – See item 8 of this agenda – OPEN

SL/DS/RL

Action JB 2021-06: Pension Administrator – Repeat contact stats now included in report - closed

Action JB 2021-17:  Risk Register – See Item 7 of this agenda - OPEN

IM/DS

Action JB 2021-18:  Discretions Policy – still a work in progress - OPEN

CG

Action JB 2021-19:  Pension Remedy - Letters have gone out to affected individuals - Closed

Action 2021-21: Work Plan – Evans & Ashcroft - Have worked with XPS on this, cost equivalent with Equinity - on the plan but won’t happen until transfer to new Administrator is complete - OPEN

DS

Action 2022-01 – Template letters – copies of the letters to be shared with the Board for their information and comment before being sent out to Scheme members – as the letters have now been sent this action is closed.

Action 2022-03:  Equinity Quarter 4 Report to be distributed to the Board as soon as it is available- distributed – Closed

Sussex Actions:

Action 2022-06: Sussex’s Outstanding Actions to be added to Joint Pension Board Action log for next meeting – OPEN

RL

Action PPB/007/2020-7 – GMP Reconciliation – See item 6 of this Agenda - to be added to the JB Action log - OPEN

AH

Action PPB/008/2020-2: – Pop up Survey on the portal – work ongoing - to be added to the JB Action log OPEN

AH

3

Risk and Issue Register:

The Risk Register was confirmed as the version that had come to the Board in February as no updated version had been received. It was agreed that an updated version was required for each quarterly meeting.

Action 2022-09: The Risk Register is to be updated for each quarterly meeting, the Risks highlighted in the NPCC letter, opt out rates and the cost of living rise are all to be added to the Risk Register.  The Risk Register is to be circulated to Board Members prior to the next meeting so that they have the chance to come back with any comments prior to the meeting.

CG

Risk 1.5 was agreed to be a short-term risk, the pension administration transfer is on track for November, a project plan is in place and regular meetings were being held with both XPS and Equinity to manage the risk. 

Item

Notes

Actions / Owner

3 Cont.

A question was asked regarding the scanning in of paper documents and it was confirmed that all files were now in the one place and a procurement process was in hand to make sure that the documents complied with data protection timelines, this has proved more complex than originally anticipated. The team may require input form the Pension Board as part of a scoring process for the procurement exercise.

4

Pension Administrator Summary:

Adam Holt introduced himself to the Board, he confirmed that he is the new Relationship Manager replacing MC and he and BR were still looking after all of the Police contracts.  AH apologised that he did not have the Q4 reports to hand, although the Board had them, so could not comment on them but the even though improved the Quarter 1 report KPI’s were still below where he would like them to be. There has been a restructure within which meant they hadn’t been able to deliver the service as well as they would have liked.  A new work tracking system was in place and they were actively recruiting more staff, but this would take time.  Calls to the helpdesk were up but this was reflected across the board and not just for police pensions. Looking to build on the data collected regarding the calls.   

Members of the Board raised concerns of the KPI scores and the delays in handling queries for Officers approaching retirement.  AH confirmed that the Surrey Police Pension’s Team were now sending a list to Equinity of forthcoming retirements for the next three months, this was happening on a monthly basis, and this enabled them to cross reference. The team were looking at their ways of working to enable them to put the focus on the cases that needed the most time and attention. 

The inconsistency in the axis across the graphs in the quarterly reports was pointed out. Equinity agreed to standardise this

Action 2022-10 – To standardise the Y axis on the graphs within the report so that they are consistent.

AH

The automated response email generated by Equinity was discussed, the wording in the response stated that ‘personal information was sent at their scheme members own risk’ and this had caused concern amongst scheme members as they thought perhaps the Equinity servers had been hacked.  AH confirmed that Equinity’s servers had not been hacked, but that there are inherent risks in sending personal information via the internet and people needed to be reminded of that. He had raised the wording of the auto response as an issue with the Information Security Team to see if it could be softened.

AH confirmed he was happy to share any relevant information with the Scheme Member Reps on the Board, this would enable them to update their scheme members.

The increase in deaths in the 1^st quarter was noted, AH confirmed there usually was an increase in the number of deaths at this particular time of year. Although there had been an increase in numbers they were being dealt with in a timely manner and this was testament to the improvements Equinity had made.

Item

Notes

Actions / Owner

4 Cont.

The Board acknowledged the assurance they had been given and AH confirmed that Equinity would continue to support members and deliver their service as best they could up until the end of the contract. They have an internal Project Board working on the transition which keeps the admin team free to do the day-to-day work.  It was noted that complaints were mainly to do with delays, but this should improve going forward.

The membership movement report was blank – there had been an issue with the running of the raw data, it had only arrived this morning, AH would populate the reports and send them on the Board.

Action 2022-11 – Quarter 1 Reports – To populate the movement statistics with the raw data and reissue the reports to the Board by the end of the week.

AH

A question was asked about the Equinity call centre’s performance. The call centre had been moved to Liverpool a few months ago and the Surrey Police Pension Team had received several complaints regarding the lack of response.    AH stated that he was surprised and concerned by the issues raised as he was not aware of any complaints from other clients regarding this.  All the call centre staff received training and should know most of the answers. If not, they had a set of scripts that they could refer to.  It should only be the more obscure or complex cases that they wouldn’t be able to answer immediately and hence have to be referred.  AH confirmed that he would look at this in more detail and feedback directly to the Pension Team - if they could give him a list of specific cases this would help.  The Pension Team agreed to provide a list, this will be discussed further outside of the Pension Board at the weekly catch up meetings.

The Chair thanked AH for his update.

5

Pension Remedy:

The Board were informed that discussions were continuing at a national level on this area. The feedback on the online calculator for the 87 scheme was good, there is a lot of work going on behind the scenes in terms of financial regulations, legislation and secondary regulations and so waiting to see what the outcome of this is and some of the challenges that these may present. 

In respect of Immediate Detriment, the advice from the Home Office and legal guidance had been not to pursue this any further. This had been communicated out to scheme members though various channels.  It was confirmed that prior to the receipt of the legal advice Surrey/Sussex had already started to process 7 applications between the two forces and it had been agreed by the Scheme Managers that they should continue, despite the legal advice, as they felt they should honour the applications that were in train.  There is currently no mechanism or appetite for the Scheme Managers to open this process up again.  There may be risks in respect of the 7 individuals who have already been through the process. They had been made aware that this was at their own risk when they signed the consent form and understood that they may get a tax bill in the future or there may be other risks/implications as yet unknown.  Immediate detriment is thought to affect approx. 100 scheme members across the two forces.

Item

Notes

Actions / Owner

5 Cont.

A lot of Data cleansing work is being done to make sure the data held is in the as accurate as possible to allow the Pensions Team to process the Pension Remedy when ready.  The team have so far dealt with 400 plus queries in relation to this and engagement sessions had been held with the Rep bodies and these will be widened to include other stakeholders.

6

GMP Reconciliation:

The Board were informed that the Bill had had its 3^rd reading in the House of Lords and this had included a number of amendments intended to allow the regulations to clarify and streamline the GMP conversion process.  The Bill is now at its final stage.

AH confirmed that Surrey was slightly ahead of Sussex in this, he was working with the Equinity GMP team to find out exactly what is left to do and what can still be achieved before the transfer to XPS and would feed back to the Pensions Team once the full detail was known.  DS advised the Board that she had been asking for updates for several months and was concerned that if the process was not completed before the handover it would lead to additional costs.  AH was asked to make this a priority.

Concerns were raised about the amount of notice people are given regarding adjustments made to their pensions, AH confirmed that they receive at least 3 months advance notice to any changes in their pension payments.

7

Report on Scheme Membership:

The Board had received the membership stats for Sussex and were informed that Surrey’s figures were unavailable at this time due to a system issue.  The Board agreed it would be useful to have some comparison with national opt out figures and for the report to cover the last 5 years as they felt the impact of covid on the figures would be interesting to see. Affordability and Gender inequality was discussed as the stats show more people aged 26-35 have opted out and more female officers than male officers. The Board were informed that this is not just reflected in police pensions but across the private and public sector as well.  The Pensions team are looking to do some further research on this and potentially some gender focused campaigning to raise awareness of the impact of opting out of a pension scheme. 

It was agreed that this would remain on the agenda for the next meeting.

8

Pension Board Budget, Fees & Expenses Policy & Procedure:

The Board were informed that the policy and procedure had been drafted but was not quite ready in time for this meeting as some decisions still needed to be made re the amount of budget, who would administer it etc, this will remain on the agenda for the next meeting.

9

Review of Reported Breaches for Surrey and Sussex:

The Board was informed that there were no Breaches in this quarter for Surrey or Sussex.

Item

Notes

Actions / Owner

10

Work Plan:

The Board were informed that there were no changes to the road map from the last quarter, it is hoped Evans and Ashcroft could be cleared off of the plan by the end of the year. 

Equinity is working on producing an updated common data scoring report which will be used to look at some improvements and data cleansing opportunities. 

Still waiting for a confirmed timeline for when the Pensions dashboard will be implemented for the public sector but there had been a bit of pushback nationally due to potential of this clashing with the pension remedy. 

The Members were asked to feedback anything else they felt should be added to the work plan to CG outside of the meeting.

11

Pension Board Training:

The Board noted the report and Members were asked to complete any outstanding training requirements. 

The CIPFA Training for Pension Board Members had been attended by two of the officers who attend this board, there was no issues raised at the training that the Board needed to be aware of.

It was not known if the training on the Pension Regulators website for Board Members had changed in any way.

Action 2022-12:  To check the Pension Regulators online training for Pension Board Members to see if there have been any changes or additions and feed back to the Board

CG

 12

Any Other Business:

None.

13

Date of next meeting:

The date of the next meeting was confirmed as 24/08/2022 at 14:00.

14

Exclusion Notice:

The Chair read out the Exclusion Notice in full and thanked CA and MC for joining the meeting. 

The public part of the meeting closed at 13:15.

Title: Surrey/Sussex Police – Joint Pension Board (Officer)

Date: 2 February 2022 at 1pm

Location: Microsoft Teams

Chair: Iain McCulloch

Protective Marking:  Official

Surrey & Sussex Board Members:

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Danielle Mead (DMD), Surrey Federation

Daren Egan (DE), Sussex Federation,

Tom Budd (TB), Superintendent’s Association – Surrey Police

Miles Ockwell (MO), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Peter Gillett (PG), Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Adrian Rutherford (AR), Head of Employee Services for Surrey & Sussex Police

Carwyn Hughes, Head of Digital, Data & Technology for Surrey & Sussex Police

Advisors: Cassidy Gillett (CG), Johanna Langley (JL) Isobel Tait (IT) & Louise Monk (LM) – Surrey/Sussex Police

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

Mark Chapman (MC), Equinity

Item

Notes

Actions / Owner

1

Welcomes, Apologies & Conflicts of Interest:

The Chair welcomed everyone to the meeting, thanked them for joining and the meeting was declared quorate.  The Chair also welcomed Clair Alcock from the NPCC to the meeting and informed the Board that Clair had kindly agreed to give a presentation to the Board under Item 6 which would be moved up the Agenda so that Clair could leave once she had completed her presentation if she wished.

Apologies had been received prior to the meeting from Gavin Stephens, Jo Shiner and Carwyn Hughes who is replacing Dave Miller on the Board following Dave’s retirement but Carwyn had been unable to attend this meeting. 

No conflicts of interest were declared.

Item

Notes

Actions / Owner

2

Minutes / Action from Previous Meeting:

The minutes of the 10^th November 2021 Joint Pension Board we checked and apart from one small typo found to be a true reflection of the meeting and were approved by the Board. 

Joint Pension Board Actions:

Action JB 2021-04 – Pension Board Budget – DS has been liaising with Miranda, this in hand and paper will be provided for next Board meeting – OPEN

DS

Action JB 2021-05 – Amend the Risk Register to reflect the comments of the Board – Risk Register had been updated to show both a risk owner and risk manager and added two new risks, sustainability of the Pension Board and Pension Team - Closed

Action JB 2021-06: Pension Administrator - To consider how repeat contact about the same query can be picked up and measured as part of the KPI stats – MC confirmed that calls had now been transitioned over to their Contact Centre which does allow for a wider range of reporting and this will be incorporated into the next quarterly report. – OPEN

MC

Action JB 2021-07:  Amend Work Plan re the Annual Report and Discretions Policy – Workplan updated see Item 8 of this Agenda – Closed

Action JB 2021-15:  Risk Register - 1.2 Update Risk Register to include concerns re the number of paper files still be scanned into the system – See item 4 of this Agenda - Closed

Action JB 2021-16:  Risk Register - 1.4 Review Scoring to better reflect concerns – Risk Register updated - Closed

Action JB 2021-17:  Risk Register - Write to SAB Chair to query the national opt out rates and raise the Boards concerns about at what point the opt out rates impact on the scheme funding, that new recruits can’t afford living costs and to be able to pay into a pension.  To ask what modelling the Treasury / Home Office has done around this and if the Pay Body have considered the affordability of deductions.  IM advised the Board he needed to review where he had got to with this inquiry.  DS confirmed that she will follow this up with the Comms Team and that this was a work in progress - OPEN

IM

DS

Action JB 2021-18:  Discretions Policy - Send a copy of the consultation document and timeline to the Board Members and included the Boards involvement in the discretions process into the policy. This had not yet been done, CG will pick this up - OPEN

CG

Action JB 2021-19:  Pension Remedy - AR & DS to Link up re national communications and MW and JL to link up re local communications. – it was confirmed that template letters have been shared with all forces and the letters are in the process of being sent out to affected individuals in each category, this process will be completed shortly as the 1^st of April is a critical date for all individuals effected and we need to let them know they are impacted and with as much detail as we are able - OPEN

AR/DS/

MW/JL

Item

Notes

Actions / Owner

2 Cont.

Action 2021-20: Work Plan – Evans & Ashcroft - Check to see if Equinity have received any direct requests. – MC confirmed that Equinity had received an individual contact; they had reviewed the case in question and following a review the determination was that there was no reduction in 2010 so there was no balance to redress.  Equinity had done some further analysis and had come up with approx. 360 scheme members potentially in scope.  It hard to believe only one member had made a claim, GB expressed his concern that there may be a communications issue.  He felt he had had done his bit to raise awareness and confirmed he was happy to leave it where it is, so long as the pensions team acknowledged the sense of fairness in the outcome of the judgment and that members should be repaid if they are owed money.

DS confirmed that she absolutely agreed and stated that she wanted to communicate to everyone, was talking with the new service provider on what piece of work that they can do in on communication in the future. Agreed we need to do something now and will be do something, this was why JL had got the numbers of affected scheme member who would be in scope from Equinity, but the how the when the why and the wherefores were still to be worked out and costed.

The Board agreed that this is probably the biggest issue affecting scheme members particularly those that are within the immediate detriment category and are looking to make those life choices around retirement within next six months.  They are desperately short of information to help them make an informed, decision.  

Members of the Board appreciated the National situation and that we are waiting for updates from the Government but with the last communication withdrawing the advice to the forces on how to progress immediate detriment and signposted members back to either the Staff Associations or AAP who don’t have any more information to give.

It was confirmed that the Pension Team are working on amending one of the template letters that came out last week from the NPCC, this template letter will then be shared with the Board Members for their view – Closed

Action 2021-21: Work Plan – Evans & Ashcroft - To review workload and feed back to Board Members with a proposal and rationale, still a work in progress - OPEN

DS

Action 2022-01 – Template letter – Copy of the template letter to be sent to Scheme Members who have been identified as being potentially in scope to be shared with the Board for their information and comment before being sent out to Scheme Members - OPEN

DS/CG

Item

Notes

Actions / Owner

Sussex Outstanding Actions:

Action PPB/007/2020-7 – GMP Reconciliation – MC confirmed he now has the data reports and will send them across to JL – To be added to the next agenda - OPEN

MC

RL

Action PPB/008/2020-1 - Call back service – Contact has now moved over to Central Contact Centre who provide 24/7 cover – Closed

Action PPB/008/2020-2 – Pop up Survey – MC stated that this had not yet moved forwards, he has been concentrating on the functionality of the portal, the release of the functionality and the messaging surrounding this, once this is done this is the next item on the list and he will be reviewing the list with the Pensions Team - OPEN

MC

Action PPB/008/2020-3 – Further functionality of the Portal – GB felt this action was not for him and would like this corrected – agreed.  It had arisen out of request to have survivor benefits added to the portal at the start of the pandemic, but this could now move into the background as a nice to have, not a necessity – MC confirmed this is on the list that he will be reviewing with the Pensions Team - Closed

Action PPB/008/2020-7 – Opt Outs – Agreed discharged, this is now an item on the Agenda - Closed

Action PPB/008/2020-9 – Contractual Obligations – All in hand - Closed

Action PPB/009/2021-4 – Intranet update re Web portal – Complete – Closed

6

Pension Remedy:

The Chair thanked CA for agreeing to give a presentation to the Board.  CA confirmed that her background was in policing and police pensions. The presentation was to address unknowns that had grown up around the Pension Remedy.

The Board thanked CA for her clear presentation which they had found very useful.

CA confirmed that her presentation would be sent to the Board and could be shared with colleagues

The Board thanked CA for her clear presentation which they had found very informative.  CA confirmed that her presentation would be sent to the Board and could be shared with colleagues

3

Report on Scheme Members:

The Board were informed that this report is not yet available as it forms part of a larger project which is looking at the opt out rates by age, gender, length of service and linking in with the survey results on what had made them opt out in the first place.  The survey is currently being drafted wand work is ongoing with Comms to get the message out.

Action 2022-02 – Data analysis on Opt out rates to be shared with the Board once it becomes available. 

MQ

Item

Notes

Actions / Owner

4

Risk and Issue Register:

The Risk Register was reviewed, the concerns raised at the last meeting had been incorporated into the Risk Register and no changes were made at this meeting.

5

Pension Administrator Summary:

MC apologised that the quarterly report had not been produced in time for the meeting, there had been problems running the data extracts as they had moved to an integrated work management system and were having difficulty extracting the data they needed for the report.  There were concerns raised at the last meeting over the KPI scores and the number of held over items, MC confirmed that these figures would comparable to the last quarterly report but would be back within target in the next report as they now had more people on the team and more structure to the service they were able to provide.

The Chair sated it was disappointing to not to have the report provided in time for the meeting.

Action 2022-03:  Equinity Quarter 4 Report to be distributed to the Board as soon as it is available

MC

MC confirmed he is moving on to a new role within Equinity and was thanked by the Board for his contribution and wished good luck in his new role. It was confirmed that BR will be returning as the Relationship Manager for Surrey and Sussex taking over from JK and BR will introduce Adam Holt, the new Relationship Manager who is taking over from MC at the next meeting.  The Board voiced concerns over the change in personnel, MC confirmed he would still be around so it would be a close and well managed transition.

GB raised that the NARPO contributions had not been deducted from the February pension payments, the same problem had occurred last year but thought it had been resolved.  MC agreed to take this away and look into the matter.

There had been one complaint raised in the last quarter, MC confirmed this was in particular complaint was in hand and they were going to do a review of a sample of similar cases to make sure not of those had been effected.

7

Review of Reported Breaches for Surrey and Sussex:

No Breaches had been reported in this quarter for Surrey or Sussex.

8

Work Plan:

The Work Plan had been updated in line with the Boards comments at the last meeting and the GMP reconciliation immediate detriment has been added.  More clarity was requested on the comment re awaiting further guidance for public sector schemes.

Action 2022-04:  To add more clarity around ‘further guidance re public sector schemes’ re expectations, timescales etc.

9

Pension Board Training:

The Board noted the report.

Item

Notes

Actions / Owner

10

Ill Health Retirement & Injury Award Update:

The Board felt that the reports received in their current format did not give them an overview of how long the cases were taking to process etc.  AR confirmed that he sat on the OCC Health Collaboration Board who had oversight of the actual process which should normally take about 12 months, due to delays in the NHS due to Covid, this period was likely to increase.  It was confirmed that the Surrey Board had asked for these reports initially as they wished to understand if the number of people seeking ill health retirement had increased or decreased over a period of time but had never been able get information in a report form that covered this.

It was agreed that as there was good governance over the process in both Surrey and Sussex the Board would only receive a report by exception and not keep it as a standard agenda item.

 12

Any Other Business:

None.

13

Date of next meeting:

The date of the next meeting was confirmed as 24/08/2022 at 14:00.

14

Exclusion Notice:

The Chair read out the Exclusion Notice in full and thanked CA and MC for joining the meeting. 

The public part of the meeting closed at 13:30.

Joint Pension Board (Officer)

Date:  10/11/2021 at 12:00 – 14:00

Location:  Microsoft Teams

Chair:  Iain McCulloch

Protective Marking:  Official

Surrey & Sussex Board Members:

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Dave Miller (DML), Assistant Chief Constable, Surrey & Sussex Police

Danielle Mead (DMD), Surrey Federation

Daren Egan (DE), Sussex Federation,

Tom Budd (TB), Superintendent’s Association – Surrey Police

Miles Ockwell (MO), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Peter Gillett (PG), Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Adrian Rutherford (AR), Head of Employee Services for Surrey & Sussex Police

Advisors:  Cassidy Gillett (CG), Johanna Langley (JL) Isobel Tait (IT) & Louise Monk (LM) – Surrey/Sussex Police

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

Mark Chapman (MC), Equinity

Item

Notes

Actions / Owner

1

Welcomes, Apologies & Conflicts Of Interest:

The Chair welcomed everyone to the meeting and the meeting was declared quorate by the Chair.

Apologies had been received prior to the meeting from Gavin Stephens, Daisanne Summersfield, Miles Ockwell, Cassidy Gillett & Mark Chapman.  The chair welcomed Melanie Warnes (MW) who was representing the Federation on behalf of Danielle Mead, Jo Banks (JB) who was representing the Superintendent’s Association on behalf of Miles Ockwell and John Kakatsos (JL) who was representing Equinity on behalf of Mark Chapman.

No conflicts of interest were declared at this meeting.

Item

Notes

Actions / Owner

2

Minutes / Action from Previous Meeting:

The minutes of the 22^nd of July’s Joint Pension Board and the minutes of the Extraordinary meeting of the 13^th of October were both found to be a true reflection of these meeting and were approved by the Board. 

Sussex Outstanding Actions:

Action PPB/007/2020-7 – GMP Reconciliation – No update at this meeting - Ongoing

MC

Action PPB/008/2020-1 - Call back service – No update at this meeting – Ongoing - OPEN

MC

Action PPB/008/2020-2 – Pop up Survey – No update at this meeting - Ongoing - OPEN

MC

Action PPB/008/2020-3 – Further functionality of the Portal – GB not yet spoken to Equinity about this – Ongoing - OPEN

GB

Action PPB/008/2020-7 – Opt Outs – No update at this meeting - OPEN

DS

Action PPB/008/2020-9 – Contractual Obligations - See item 4 of this Agenda – Ongoing - OPEN

DS

Action PPB/008/2020-10 – Guidance on PPS 1987 Regulations Survivor pensions –Discretions Policy complete - see item 5 of this Agenda - Closed

Action PPB/009/2021-2 – Data Breach – No update at this meeting

- OPEN

DS

Action PPB/009/2021-4 – Intranet update re Web portal – no update at this meeting – OPEN

DS/CG

Implementation Sub Board Outstanding Actions

Meeting 1 Action 7:  Indemnity Insurance – Confirmed in place – Closed

Meeting 2 Action 2: Set dates for future meetings – awaiting availability of the Chair – Completed – Closed

This completed all outstanding actions for the Implementation Sub Board

Joint Pension Board Actions:

.

Action JB 2021-04 – Pension Board Budget – no update at this meeting – OPEN

DS

Action JB 2021-05 – Amend the Risk Register to reflect the comments of the Board – As KE has left the organisation this had not been completed, will be done in time for next meeting - OPEN

JL

Action JB 2021-06: To consider how repeat contact about the same query can be picked up and measured as part of the KPI stats – no update at this meeting – OPEN

MC

Action JB 2021-07:  Amend Work Plan re the Annual report and Discretions policy – As KE has left the organisation this had not been completed, will be done in time for the next meeting - OPEN

JL

Item

Notes

Actions / Owner

3

Risk and Issue Register:

The new Risk Register for the Joint Board was reviewed, JL apologised that it had not been updated since the last meeting and confirmed it would be done in time for the next meeting.

1.2 Member Data Incomplete or inaccurate - Concerns were raised about the number of paper records that are still being held and what the plans were for updating the computer records. It was confirmed that there are still 85 boxes of paper documents waiting to be scanned onto the system.

Action JB 2021-15:  1.2 Update Risk Register to include concerns re the number of paper files still be scanned into the system

JL

1.4 Membership Communications – The Board felt the scoring for this did not reflect the concerns over the Pensions Savings Statements, Scheme Pays, Member access to the portal and lack of timely responses.

Action JB 2021-16:  1.4 Review Scoring to better reflect concerns

JL

The Board discussed concerns around the high opt out rates in Surrey & Sussex currently 7.7% and opt out rates in the Scheme overall.  It was agreed that as good communications were in place for new recruits in Surrey & Sussex it did not need to go on the Risk Register as a separate issue at this moment in time but may do in the future.

Action JB 2021-17:  Write to SAB Chair to query the national opt out rates and raise the Boards concerns about at what point the opt out rates impact on the scheme funding, that new recruits can’t afford living costs and to be able to pay into a pension.  To ask what modelling the Treasury / Home Office has done around this and if the Pay Body have considered the affordability of deductions.

IM

4

Pension Administrator Summary:

JK apologised for the lateness of the Quarterly reports and the disappointing KPI scores.  He explained that this was due to 3 issues, People/Process and Technology, that an experienced person has now taken accountability to bring the team back to where it should be.

A presentation was given to the Board on the Plans to rectify the situation:

• People - there were recruitment challenges so internal staff were to be used to cover the gaps in the Team.   
• Process – There had been a restructure allowing the business to make changes more quickly and a continuous improvement programme was in place to allow for more efficiency and build resilience.
• Technology – now more automation within the team with end to end automation and this month, enhanced active retirement quotations would be available to scheme members.  Protecting the quality of the information was just as important.
• Immediate detriment – the calculations are done by a separate team, the scenarios to be presented to scheme members can be complicated.

Item

Notes

Actions / Owner

4 Cont.

The Chair thanked JK for the presentation which was important for giving assurance whilst the two organisations continued to work together.

JK confirmed that the project plan is being reviewed and progress against the plan will be shared with the Surrey Police Pensions Team at their regular monthly meetings and also between the meetings.

The Board queried what had gone wrong in the last quarter and JK explained that there had been a 57% backlog from the previous quarter which had progressed into this quarter and the knock on effect would again be felt in the next quarter as well.  The Board queried what the priority for the workload was and JK explained that if it had financial implications for the member it went into the priority bucket and if not a different bucket. There had not been enough resources to empty both of the buckets.  The Board expressed their disappointment, the resourcing demand was a known demand and therefore should be staffed accordingly.  JK confirmed that as far as he was aware all of the annual Pension Statements had been issued on time but if anything was outstanding to let him know outside of the meeting and he would progress with the team.  JK again apologised for the lateness of the quarterly reports, the team are getting back to green on activities for Surrey and Sussex and he will liaise with JL re this.

5

Discretions Policy:

AR informed the Board that the Policy was due to be reviewed, the Board were asked to consider the Policy and if there were any comments or views these could be fed back to the team to enable a final version to be drafted ready for the next Board meeting.  A consultation document will be sent out to the Board with timeline attached.  The Boards involvements in the decisions relating to the discretions process was discussed.

Action JB 2021-18:  Send a copy of the consultation document and timeline to the Board Members and included the Boards involvement in the discretions process into the policy.

6

Pension Remedy Latest Update:

It was confirmed that the process for doing immediate detriment and the policy and procedure around ID and what that entails for Officers should be available by the end of the month.  Communication would be going out about this after Christmas to enable Officers to make informed choices. The communications coming out from the National Team had been disappointing. 

JK informed the Board that the HMRC had released some tax guidance re immediate detriment which may trigger more people to retire, the communications around this were very important.

Action JB 2021-19:  AR & DS to Link up re national communications and MW and JL to link up re local communications.

AR/DS/

MW/JL

7

Review of Reported Breaches for Surrey and Sussex:

No Breaches had been reported in this quarter for Surrey or Sussex.

Item

Notes

Actions / Owner

8

Work Plan:

It was confirmed that Evans and Ashcroft had been added to the Work Plan, was in the forefront of the teams’ mind and any applications would be dealt with on a case by case basis.  JK confirmed he was not aware of Equinity receiving any requests directly, but GB felt that this might be because members may not be aware and would like a more active stance to be taken, he had contacted the NARPO branch secretary who will contact the NARPO members but this would not include any members of the scheme who were not NARPO members and reminded the Board that any complaints about this would go to the pensions ombudsman. 

It was confirmed that details of those scheme members effected across Surrey and Sussex would be available and these members could be contacted directly to make them aware of what they needed to do but concerns were voiced over the impact this might have on the Pensions Teams workload, a review is to be carried out and feedback given to the Board Member, it was agreed that this was a sensible approach.

Action 2021-20: Check to see if Equinity have received any direct requests.

JK

Action 2021-21: To review workload and feed back to Board Members with a proposal and rationale.

DS

9

Pension Board Training:

The Chair reminded Board Members to complete their online training if they had any modules still outstanding.  The pension scams training had been particularly informative.

10

Sussex Pension Board Annual Report:

The draft report was now complete, and the Chair apologised for the delay in getting this finished.  He reminded the Board that this was the last single Board report as from next year, it would be a joint Surrey/Sussex Board report.

JS thanked the Sussex Board Members for their work on the Board in the previous year and stated that she was aware that GS, had he been at the meeting, would also have expressed his thanks to the Surrey Board.

One change was requested to the wording of the report in relation to Evans and Ashcroft.

Action 2021-22: Change of wording to be sent to IM to be included in the report.  Final version of the report to be sent to the SAB Chair.

GB / IM

11

Ill Health Retirement & Injury Award Update:

The Board were informed that there had been a steady flow of applications, the delays in the NHS was having an impact on the timings of the applications.  Injury on Duty reviews – LM is currently waiting for details from Equinity of numbers of cases.

Item

Notes

Actions / Owner

11 Cont.

AR thank LM for her hard work, he informed the Board she was the most proficient in the country, dealing with members and their families at their most difficult time which was not easy. The Board also expressed their thanks to LM

 12

Any Other Business:

None.

13

Date of next meeting:

The date of the next meeting was confirmed as 02/02/2021 at 01:00.

14

Exclusion Notice:

The Chair read out the Exclusion Notice in full and thanked JK for joining the meeting.  The public part of the meeting closed at 13:30.

Title: Surrey/Sussex Police – Joint Pension Board (Officer) Extra Ordinary Meeting

Date:  12/10/2021 at 08:00

Location:  Microsoft Teams

Chair:  Iain McCulloch

Surrey & Sussex Board Members:

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Peter Gillett (PG), Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Adrian Rutherford, Head of Employee Services, Surrey & Sussex Police

ACC Dave Miller (DML), Surrey & Sussex Police

Danielle Mead, (DMD), Surrey Federation

Daren Egan (DE), Sussex Federation

Tom Budd (TB), Superintendent’s Association – Surrey Police

Miles Ockwell (MO), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Advisors:  Kelly Ellison (KE), Cassidy Gillett (CG), Johanna Langley (JL) Isobel Tait (IT) & Louise Monk (LM) – Surrey/Sussex Police

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

Item

Notes

Actions / Owner

1

Welcomes, Apologies & Conflicts Of Interest:

The Chair welcomed everyone to the extraordinary Joint Surrey/Sussex Pension Board meeting, and confirmed that the Board were being asked to make a decision on the way forward for the Police Pension Administration Procurement, it was noted that this meeting was not quorate and it was agreed that members not currently at the meeting could be contacted by email following the meeting for their vote.

Apologies had been received prior to the meeting from Gavin Stephens, and ACC Dave Miller. 

No conflicts of interest were declared at this meeting.

2

Exclusion Notice:

The Chair read out the Exclusion Notice in full The public part of the meeting closed at 08:10.

Part Two (In Private)

Item

Notes

Actions / Owner

3

A Police Pension Administration Procurement Decision paper was presented to the Board.  The Chair thanked DS & CG for the paper which had been clear and easy to read.  DE joined the meeting at this point and it was noted that the Board was now quorate so a vote could take place at the meeting.

Various questions were asked and answered, the Chair then asked the Members to vote on the decision to accept the recommendation in the report. 

Decision:  The Board voted unanimously to accept the recommendation in the report, option B.

It was noted that with the transfer and the pensions remedy there was a lot of work for the team, the Board agreed that resources would need to be kept under review.  DS confirmed that CG would lead on this project and a project plan was being developed, this would be shared with the Board and Board. Members of the Board would be invited to take part in the process.

4

AOB:

None

Title: Surrey/Sussex Police – Joint Pension Board (Officer)

Date:  22 July 2021 at 10:00

Location:  Microsoft Teams

Chair:  Iain McCulloch

Surrey & Sussex Board Members:

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Dave Miller (DML), Assistant Chief Constable, Surrey & Sussex Police

Danielle Mead, (DMD), Surrey Federation

Daren Egan (DE), Sussex Federation

Tom Budd (TB), Superintendent’s Association – Surrey Police

Miles Ockwell (MO), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Peter Gillett (PG), Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Adrian Rutherford (AR), Head of Employee Services for Surrey & Sussex Police

Advisors:  Kelly Ellison (KE), Cassidy Gillett (CG), Johanna Langley (JL) Isobel Tait (IT) & Louise Monk (LM) – Surrey/Sussex Police

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

Mark Chapman (MC), Equinity

Item

Notes

Actions / Owner

1

Welcomes, Apologies & Conflicts Of Interest:

The Chair welcomed everyone to the 2^nd meeting of the Joint Surrey/Sussex Pension Board and this meeting was declared quorate.

Apologies had been received prior to the meeting from Gavin Stephens, Jo Shiner, and Adrian Rutherford. 

The chair also welcomed Isobel Tait to the meeting; and it was confirmed that Isobel is the new Pension Project Support Officer who will be taking over the administration for the Board meetings.

No conflicts of interest were declared at this meeting.

Item

Notes

Actions / Owner

2

Minutes / Action from Previous Meeting:

The minutes of the 22^nd April’s Joint Pension Board meeting were found to be a true reflection of that meeting and were approved by the Board. 

Surrey Outstanding Actions:

Action 138 – Quick Easy Guide – A joint guide – now available on the portal - Closed

Sussex Outstanding Actions:

Action PPB/007/2020-7 – GMP Reconciliation – MC confirmed that the data is to be loaded in the next week or two, the Data Solutions Team will be meeting soon to review data and plan a way forward.  An update report should set deadlines and this will be shared with the Pensions Team - Ongoing

MC

Action PPB/007/2020-14 – Completed/Discharged

Action PPB/007/2020-16 - KE Continues to review this and will inform the Board when any new training available.  Now business as usual – Completed / Discharged

Action PPB/008/2020-1 - MC confirmed that call volumes were now stable with no noticeable peaks.  A wider piece of work is taking place to move all calls from Crawley back to the main Contact Centre as they have greater capacity and can offer a call back service, which would result in a better service for callers – Ongoing - OPEN

MC

Action PPB/008/2020-2 – Pop up Survey –  MC confirmed that the additional content will go onto the site during this quarter – need to engage with web experts re the survey -  Ongoing - OPEN

MC

Action PPB/008/2020-3 – Further functionality of the Portal – GB not yet spoken to Equinity about  this – Ongoing - OPEN

Action PPB/008/2020-4 – Member training – 22/07/2021 as there is now a new Board this action is closed

Action PPB/008/2020-5 – Risk Management Training – It was confirmed that the training had taken place and the Board Members had found this useful - Closed

Action PPB/008/2020-7 – DS confirmed she is still working with the Comms Team but their capacity to help was limited, the meetings with DE had taken place and there is now more information available for new starters which is more of a story telling message - OPEN

DS

Action PPB/008/2020-9 – See item 17 of this Agenda - OPEN

DS

Action PPB/008/2020-10 – Guidance on PPS 1987 Regulations Survivor pensions – DS confirmed that the Discretions Policy was still being worked on, it will mirror the LGPS and Legal are pulling all the information together, which will then be reflected in the Policy - OPEN

DS

Item

Notes

Actions / Owner

2 Cont.

Action PPB/009/2021-2 – Data Breach – 19 people had been affected overall and not all letters had been returned.  CIFAS services were being offered to all those affected.  It had been agreed with the DPO, that there was no need to notify the Pensions Regulator as the breach did not meet the required criteria. GB queried how this decision had been made and what the role of the Pension Board was in this process, should they have been notified so that they could have a view?  DS confirmed that this was an internal process with a matrix used in the determination.

Share outside of this meeting, a copy of the matrix used and a paper to inform the Board on how this decision had been reached so that the Board could have a view, if the Board felt it needed to have be reported to the Pension Regulator then the Team would act accordingly.  Any future breaches are also to be reported to the Board immediately (outside of the quarterly meetings) to enable them to have a timely view - OPEN

DS

Action PPB/009/2021-4 – Now part of a wider strategy and a working group was being established – OPEN

DS/CG

Implementation Sub Board Outstanding Actions

Meeting 1 Action 7:  Indemnity Insurance – still waiting for a response to this query – OPEN

Meeting 2 Action 2: Set dates for future meetings – awaiting availability of the Chair - OPEN

PG

IM/RL

Meeting 2 Action 3: TOR – see item 3 of this Agenda - Closed

Joint Pension Board Actions:

Action JB 2021-01:  Set up an Implementation Board meetings and invite those Members not at this meeting to attend – 3 Implementation Board meetings had taken place and had considered what legislation/guidance the Joint Board needed to take account of – see item 3 of this Agenda - Closed

Action JB 2021-02:  Work Plan:  The work plan had been updated - Closed

Action JB 2021-03:  Pension Remedy – it was confirmed that the National Police Chief’s Council (NPCC) had taken this into consideration – Closed

3

Terms of Reference & Other Constitutional Pension Board Documents:

TOR – The Implementation Sub Board had considered the working arrangements for the new Joint Pension Board. The TOR had been rewritten to reflect these considerations and the Scheme Managers of both Surrey and Sussex had approved the TOR for the Joint Board.  The other Surrey constitutional documents had also been reviewed but only minor changes made and these now formed the basis of the constitutional documents for this Joint Board.  The Members agreed to adopt the TOR and other policies and procedures.

Item

Notes

Actions / Owner

3 Cont.

Action JB 2021-04 - Follow up with Miranda re the budget for this Joint Pension Board.

DS

4

Risk and Issue Register:

The new Risk Register for the Joint Board was reviewed, it was agreed that the Board needed a systematic way of grading the risks; and that the Risk Owner was not necessarily the same as the Risk Manager.  The Board noted they were dependent on the Risk Owners or Managers escalating any risks to the Board.

It was agreed that both the Risk Owner and Risk Manager should be identified on the Register and that the sustainability of the Pension Board and Pensions Team should be added as a Risk.  The Chair thanked KE for her work on this.

Action JB 2021-05 – Amend the Risk Register to reflect the comments of the Board.

KE

5

Pension Administrator Summary:

MC apologised that there were still no joint KPI data available, this report had not been ready in time to share with the Board prior to this meeting but would be distributed to the Board as soon as it is available.  Quarter 2 had been a challenge, with several pinch points within the team, which had reflected in the SLA results having a number of missed targets and this was disappointing.  The exiting Team Manager had not been able to give a handover to the incoming Team Manager Simon Ellard although Simon had been able to join the weekly calls with the Surrey/Sussex Pension Team before he actually transferred over. 

There had been a number of retired members who had struggled to register on the Portal and had required assistance with this, the team had been able to resolve these issues but this had taken time.  The installation and testing of the active member retirement calculations on the portal had also had an impact.  The overall input uplift had resulted in the missing of some of the SLA targets although not by a significant amount of time.  One area of challenge remained the transfers in and the divorce cases, the training and upskilling of the team was ongoing.  The telephony centralisation back to the Call Centre would help with this, as it would increase capacity within the police pension’s admin team.  The Surrey/Sussex work management system is currently siting on a separate system to everything else, once the calls are centralised this will all be on the one system, which should speed things up.  Overtime would also be considered to clear the backlog of cases. The short guides for both schemes had been loaded onto the portal and the up take of registrations for the portal had increased by Surrey 38% and Sussex 35%.  There had not been a spike in complaints in this quarter despite these issues.

Questions were raised by the Members regarding the transfer of calls to the central Contact Centre, were those staff skilled or working from a script?  Would they hand calls over to the team if they were unable to answer the query?  MC confirmed they were trained call handlers, the calls would go through an appropriate ID&V process and would be transferred over to the Pensions Team or a request could be fed directly into the Admin Teams work queue. 

Item

Notes

Actions / Owner

5 Cont.

It was acknowledged that the performance of the Contact Centre could damage the reputation of both Forces and Equinity if calls were not handled correctly, or not handled in a timely manner, or people had to keep going back because they did not get the quantitative data they needed in response to their query.  Another issue discussed related to the over inflated quotations when nearing retirement age, leading to confusion when a more accurate quotation was issued nearer the actual retirement date Members sometimes had to go back two or three times to get the accurate data.  MC acknowledged that it was important to be clear in terms of numbers and that the information given should be as accurate as possible.  MC confirmed the Annual Events Team were focusing on the accuracy and timeliness of  statements issued and acknowledged there isn’t currently a process to measure the statistics on this but would take this away and think about how this can be measured as part of the KPI’s.

It was confirmed that more Tax Awareness sessions were being arranged

Action JB 2021-06: To consider how repeat contact about the same query can be picked up and measured as part of the KPI stats.

MC

6

NPCC Pension Update:

The Board noted the update.

7

Pension Remedy Latest Update:

DS informed the Board that the HO had issued a 2^nd set of guidance and an Immediate Detriment report had gone to the Chief Officers group.  A large proportion of Chief Officers had agreed they would do something within the tight framework on immediate detriment.  In light of this, the team would have to go back and review the project plan that is already in place and look at the engagement sessions planned, the Comms focus etc.  Governance is already in place.  Currently working on the data/risks/numbers /cohorts with a large amount still unknown.  The bill is to be put before parliament this week.

The Board wanted to know if there was a risk if different forces were doing different things, as this was not the NPCC approach.  DS confirmed that the NPCC has an overarching plan and it was good to have a common approach but that Surrey and Sussex would probably not wait for the guidance if this had not been issued by early September, will do nothing for now but as thing become clearer, this may change.  HR consultants are already working with the team on this.

8

Review of Reported Breaches for Surrey and Sussex:

No Breaches had been reported in this quarter for Surrey or Sussex.

Item

Notes

Actions / Owner

9

Work Plan:

The Chair thanked CG for her work on the new joint work plan and asked that the Annual Report be added to the first meeting in the new financial year and the date was updated in relation to the Discretions Policy.

There had been an action (JB 2021-02) for Evans and Ashcroft to be added to the Work Plan and this had been done. This case related to the Ill Heath and injury component of the pensions for those who were also getting additional benefits from the DWP and possible over deductions.

DS confirmed that any queries would be dealt with on a case by case basis and that she had no issue with GB sending information to the NARPO members to let them know.  GB confirmed a questionnaire was being sent out which would help individuals assess if they may have a claim and this might cause a number of queries to come into the team.  DS confirmed they would work through these but hoped the numbers actually affected would be very small.

Action JB 2021-07:  Amend Work Plan re the Annual report and Discretions policy.

CG

10

Pension Board Training:

A new joint training log had been created and this was reviewed.  It was noted that 3 new Members still needed to complete their Pension Regulator online training for Pension Board Members.

RL confirmed that she would send/resend the link to the training to the new Board Members and asked that copies of the Sussex’s Board Member training certificates be sent on to her so that she could create a central record for the new Joint Board.

Action JB 2021-08:  Send copies of Sussex Member certificates to RL

Send link to the Pension Regulator online training to new Members

KE

RL

11

Pension Board Annual Report:

The Board noted the Surrey Pension Board Annual Report.  The Chair confirmed that the Sussex Annual Report had not yet been completed but would be and shared with the Sussex Member’s outside of the meeting. 

It was noted that the next annual report would be a joint report and would be written by the Chair.

Action JB 2021-09:  Take the Surrey Annual Report forwards to Scheme Manager and the SAB Chair.

Write Sussex Annual Report, share with Sussex Board Members outside of this meeting and present to Sussex Scheme Manager and send to the SAB Chair.

KM

IM

Item

Notes

Actions / Owner

12

Ill Health Retirement & Injury Award Update:

DS confirmed that she was working with the OCC Health line manager to support the Boards request for year on year figures but that this had yet been resolved.

The Boards role in the IHR process was queried and confirmed as that of an oversight role to make sure the process was being administered correctly.

13

Annual Board Expenditure Report:

The Board noted the Surrey Board Expenditure report; it was acknowledged that the Sussex Board had not historically produced a report on its expenditure but in future a joint Expenditure report would be available.

14

Any Other Business:

None.

15

Date of next meeting:

Dates for the next two meetings were still to be established and RL confirmed she would be contacting all to check availability in the near future.

16

Exclusion Notice:

The Chair read out the Exclusion Notice in full and thanked MC for joining the meeting.  The public part of the meeting closed at 12.05pm.

Part Two (In Private)

Title: Surrey/Sussex Police – Joint Pension Board (Officer)

Date:  22 April 2021 at 10:00

Location:  Microsoft Teams

Chair:  Simon Patter (SP)

Surrey & Sussex Board Members:

Kelvin Menon (KM), CFO Surrey OPCC

Iain McCulloch (IM), CFO Sussex OPCC

Simon Patter (SP), Surrey Federation,

Daren Egan (DE), Sussex Federation,

Tom Budd (TB), Superintendent’s Association – Surrey Police

Nick May (NM), Superintendent’s Association, Sussex Police

Tony Suter (TS), Scheme Member Representative – Surrey NARPO

Graham Bradley (GB), Scheme Member Representative – Sussex NARPO

Peter Gillett (PG), Executive Director of Commercial and Financial Services for Surrey & Sussex Police

Daisanne Summersfield (DS), Head of Shared Business Services for Surrey & Sussex Police

Advisors:  Kelly Ellison (KE), Cassidy Gillett (CG), Johanna Langley (JL) & Louise Monk (LM) – Surrey/Sussex Police

Guests:

CC Gavin Stephens (GS), Scheme Manager for Surrey Police

CC Jo Shiner (JS), Scheme Manager for Sussex Police

ACC Dave Miller (DM), ACC Sussex Police

Mark Chapman (MC), Equinity

Item

Notes

Actions / Owner

1

Welcomes & Apologies:

The Chair welcomed everyone to the pilot meeting for a Joint Surrey/Sussex Pension Board and the meeting was declared quorate.

Apologies had been received prior to the meeting from Tom Budd, Dave Miller, Nick May and Louise Monk and during the meeting from Tony Suter who was unable to join the meeting as he was having IT issues.

No conflicts of interest were declared at the meeting.

The Chair informed the Board that after this meeting he would no longer be attending the Pension Board as the Federation Rep and introduced Danielle Mead (DM) who would be taking over his role within the Federation and proposed that Danielle to take his place on the Board, the Scheme Manager and Chair of the Surrey Board were content to accept this proposal. 

The Members thanked Simon for his contribution to the Board over a number of years and wished him well for the future.

Item

Notes

Actions / Owner

2

Minutes / Action from Previous Meeting:

Surrey – the minutes of the 28^th of January 2021 meeting were reviewed and accepted by the Surrey Members as a true record of the meeting. 

Action 138 – Quick Easy Guide – A joint guide has been produced and will be shared with the Board and published on the portal once final approval has been given.  MC confirmed that it could be loaded onto the portal very quickly once the final version had been received - OPEN

CG/MC

Action 150 – Joint Surrey Sussex Pension Board – As this is the first (pilot) Joint Board this action is closed.

Action 162 - Ill Health Retirement & Injury Award Update – See item 11 of this Agenda – Closed.

Action 170 - Retirement packs - now a larger piece of work looking at the retirement leaver experience, work in progress – Closed.

Action 173 - Joint Pension Board - Send a summary of other Joint Pension Board’s governance structures and any further comments received to the Board – Closed.

Action 179 – Pension Remedy - Send wording to be entered onto the Risk Register to RL – New joint risk register to be considered by the Implementation Board - Closed

Action 180 – Review of Pension Board Privacy Statement – See item 12 of this Agenda - Closed

Action 181: Review of Internal Dispute Resolution Policy & Procedure -  See item 13 of this Agenda - Closed

Action 182 – Pension Board Work Plan -  – See item 6 of this Agenda - Closed

Action 183 – Ill Health Retirement & Injury Award Update – see item 11 of this Agenda – Closed

Sussex - the minutes of the 4^th of February 2021 meeting were reviewed and accepted by the Sussex Members as a true record of the meeting. 

IM ran through the Sussex action log:

Action 2020-7 – GMP Reconciliation – MC confirmed that Equinity have a dedicated team working on this and will discuss any issues with the Surrey/Sussex Police Pensions team to identify any further actions – Ongoing

Action 2020-1 – Equinity Call Back Service – MC confirmed that he had reviewed the stats and felt that the waiting times were reasonable, there were no issues at the moment as there was adequate coverage within the team - Closed

2020-2 – Pop up Survey –  MC confirmed that the roll out to deferred members has taken place and it would be interesting to see if this increased the access to the web portal, stats would be picked up in the next quarterly report -  Ongoing

Item

Notes

Actions / Owner

2020-3 – Estimates for survivor benefits to be added to the portal – the calculations option for the active members is due to be released in the next few days – Closed

2020-4 – Pension Board Member Training – see item 8 of this Agenda- Closed

2020-5 - Risk Register Training for Board Members – both Surrey & Sussex Members had attended the Risk assessment training - Closed

2020-7 – Promote pension scheme to new recruits – DS confirmed she has spoken to Connie re getting specific communications support for this and was informed this had been removed, DS to speak to AR about this.  It was confirmed that Surrey will have 70 new recruits in June and Sussex are expecting 250 next year.  The Board acknowledged that although the subject is only covered briefly within the new recruits training, it is a very important subject.  DE offered to take part in the training session and DS welcomed this.  Speak to Payroll to gain info on numbers opting out - OPEN

DS

2020-9 – See item 18 of this Agenda - OPEN

2020-10 – Guidance on PPS 1987 Regulations Survivor pensions – DS confirmed that Legal had been consulted, this now forms a wider piece of work and the policy was still being worked on - OPEN

2021 – 1 – Contact details had been distributed to the Board - Closed

2021-2 – Data Breach – Report from Equinity has been shared with Marcus Potter  - Closed

2021-4 – Update web portal with outcome of consultation –Completed - Closed

A combined Risk Register for future meetings will be considered by the Implementation Board.

3

Surrey/Sussex Joint Pension Board Implementation Working Group:

A short discussion was held around how the new Joint Board would work and what would be required to make it work.  A draft Terms of Reference had been prepared for consideration.  The Board agreed that an Implementation Board would need to work out the dynamics of the Board and formulate the other policy and procedures the Board were required to have and will bring these papers to the next Joint Board meeting.  It was confirmed that this was a Governing Board not a Working Board.  GS reiterated that he and the CC of Sussex were happy to continue with a Joint Board.  The Members were asked to volunteer to take part in the Implementation Board.  Several Members volunteered and PG offered to chair, those Members not attending this meeting are also to be invited to join.

Action JB 2021-01:  Set up Implementation Board meetings and invite those Members not at this meeting to attend.

RL

Item

Notes

Actions / Owner

3 cont.

Consider what legislation/guidance the Implementation Board need to take into consideration in order to create the documents, policies and procedures the Joint Pension Board require to enable them to carry out their function.

PG

CC Gavin Stephens left the meeting at this point, 10.45am

4

Pension Administrator Summary:

Quarterly Update:

Surrey:  The Surrey Members reviewed the report and noted there had been a theme to the cases that had not met the SLA target in this quarter, these were all divorce cases and MC stated that expertise within the team was now limited, a skills matrix had been drawn up and he was now organising more training for those within the Police Pensions team.

Sussex: The Sussex Members reviewed the report and noted that the missed SLA’s in this quarter had been across a broad spectrum of subjects.

Call handling and missed calls were discussed and MC confirm that a greeting message was played when the call is received which pointed callers to the self-service portal.  The Board agreed it would be interesting to know if this led to an uptake of scheme members accessing the portal as it would highlight what more needed to be done to get the message out.  MC confirmed that they were looking to amalgamate the two reports into one for the joint board and would see what further information could be included in the report going forwards. 

Portal update:  In mid-March deferred scheme members had been given registration information and this had led to 115 calls to the help desk re process problems, these were mostly from Sussex member who had issues with their NI numbers, now close to bottoming this out and will update CG & KE at the next weekly meeting. 

MC confirmed that the calculations function and the quick easy guide would be available on the portal shortly.  The Surrey members confirmed that they had had a preview of the calculation function during a test run and that it had worked well with no issues.

Additional comments and queries raised by exception – none.

5

Review of Reported Breaches for Surrey and Sussed:

No Breaches had been reported in the quarter for Surrey or Sussex.

6

Work Plan:

A proposed joint Surrey/Sussex work plan had been created and shared with the Board shortly before the meeting, the Board were advised that this was still a work in progress and would be updated to include any observations they had in time for the next Board meeting.  GB raised a query in relation to the Evans & Ashcroft case, (how to treat the over deduction of Incapacity Benefit (IB) and Industrial Injury Disablement Benefit (IIDB)) and what the current status of the project was, the Pensions Team agreed to investigate the current situation and update the work plan. 

Item

Notes

Actions / Owner

6 cont.

Action JB 2020-02:  Update work plan to put more Clarity in around this.

CG/DS

GB also asked what advice was being given to eligible scheme members as to where they should refer any claims.  It was confirmed scheme members should contact Equinity directly but KE confirmed that if they applied to Surrey or Sussex Police it would still be dealt with. 

7

Risk and Issue Register:

The registers for both Boards were reviewed. 

Members from both Boards had recently received training on this subject and thanked DS & KE for organising and KW for delivering this informative session which all Members had found useful.  The Board acknowledged that Surrey and Sussex currently recorded their risks differently and the plan was to have a joint register for the next meeting.  It was acknowledged that this was a good time to have a reset, set out a framework and consider the contents of the Risk Register.  The Board also agreed that they did not own the risks but needed to have an overview to enable them to seek assurance from the Officers attending from those organisations that the risks were being monitored and actions were being taken to mitigate the risks.  Currently Surrey’s risk register is a public document and Sussex’s not and the question was asked if it should be a public document?  The Board felt it was better to be open and transparent and that any sensitive issues could be discussed in the part 2 (private) part of the meeting if necessary.  It was agreed that more work would be done on this document by the Implementation Board.

8

Pension Board Training:

The training logs for both Surrey and Sussex were reviewed.  It was confirmed that the Risk assessment training had been added to both logs, LB did not need to complete the Pensions Regulator’s online training, DE had completed his and NM had completed part and would complete the rest before the next meeting. In the future the logs would be amalgamated into one document for the purposes of the Joint Board.

9

Scheme Advisory Board Quarterly Update:

The last letter form Scheme Advisory Board had been received on the 4th of February so was now a little out of date, no information on who was going to be the new SAB chair had yet been received.  It was acknowledge that the letters from the SAB Chair do not always arrive in time for the Surrey quarterly meetings, dates of future meetings are to be considered by the Implementation Board.

10

Pensions Remedy:

DS confirmed that the NPCC Pension Remedy working group have working on resolving issues.  The NPCC and LGA are working with the Home Office and Treasury to get the retrospective and prospective legislation in place.  There is a tight timeline for this of March 2022.  There is to be a £7m fund available to distribute to those in immediate detriment and discussions were ongoing on how and where this should be applied, should this be mandatory or for schemes to engage.  As there was yet no legislation it makes it hard to understand how this will work.  There were risks re the timeline / data risks / process risks etc. and the admin around all of this would also be a risk as it will be very complex to administer.

GB/DS

Item

Notes

Actions / Owner

10 Cont.

The Pensions Remedy Stakeholder Engagement Forum would test and engage with the communications strategy, this would be an interactive forum and invites were to be sent out soon.

GB informed the Board that the NARPO CEO had recently written to the Treasury regarding the Pension Remedy solution in which he pointed out that the process for implementing the agreed Remedy Solution would result in discriminatory delays for the eligible pensioners.  DS confirmed that it had not yet been mentioned in any detail but that she would be happy to take this forward at the next meeting.

Action JB 2021-03:  GB to forward information to DS.  DS to raise at the next Pension Remedy Stakeholder Group meeting

GB/DS

11

Ill Health Retirement & Injury Award Update:

The Board acknowledged that the current reports were not quite what the Board required, it was confirmed that the trend in Surrey was known to be on the decline but there was no data in the Surrey report to back this up.  The Board agreed a consistent approach across both organisations was needed and a rep from Occupational Health should attend the Board as context to the reports are useful.  DS confirmed this formed part of an ongoing dialog, with Occupational Health and she had been given to understand that it was easier to pull out information from one side but not the other.  What is required in this report will be considered in more detail by the Implementation Board.

12

Review of Pension Board Privacy Statement:

The Privacy Statement for Surrey Police Pensions had been due for a review, it was confirmed that was updated as a document bi annually but reviewed by the Board annually in line with TPR guidance.  The Board noted the statement and no changes were required at this time.  This document will be considered as part of the Implementation Boards programme of work.

13

Review of Internal Dispute Resolution Policy & Procedure:

The Surrey IDRP had been due for a review, it was confirmed that was updated as a document bi annually but reviewed by the Board annually in line with TPR guidance.  The Board noted the policy and no changes were required.  It was confirmed that Sussex’s policy had not been review by the Sussex Board but was exactly the same with just the contact details being different.  This document will be considered as part of the Implementation Boards programme of work

14

Consideration and Discussion of Actions in advance of the next meeting:

Annual Report – it was agreed that both Surrey and Sussex Pension Boards would need to submit their own reports to the SAB Chair for this past year but that the next years report would be a joint report.

15

Any Other Business:

None.

The Board again thanked SP for his contribution to the Board.

Item

Notes

Actions / Owner

16

Date of next meeting:

There was already a meeting date set in the calendar for the Surrey side which is 22nd of July at 10am and the Implementation Board will consider if this meeting can go ahead as a Joint meeting or if a new date needs to be selected, the Implementation Board will set the future dates for the Board at the so that these dates can be published in advance

17

Exclusion Notice:

The Exclusion Notice was read out by the Chair and the public part of the meeting closed at 11.50am.

Part Two (In Private)

18

AOB:

The Board were given more details in relation to an issue they had been made aware of at the last Board meeting for which legal advice was being sought.  A discussion was held around bringing the date for the process to be brought forward although the Board acknowledged the timeframe was already tight, it was confirmed the hard stop date for this was January 2022 and a paper on this would be brought to the next Board.

PG left the meeting at this point, 12.30pm.

The Board were also made aware of another issue in relation to the Scheme Administration, and with this, the Pension Remedy, and the above issue it was a perfect storm and more resources were urgently required within the Surrey/Sussex Police Pension Team, a recruitment process was underway with the advert due to go out soon

There was no other business.

Department/ Division:

Pensions Dept. Surrey & Sussex Police

Name:

Surrey and Sussex Police - Joint Pensions Board (Officer)

Location of meeting:

Via Microsoft Teams

Date:

Tuesday 21 February 2023

Time:

14:00 – 16:00

Meeting Chair:

Kelvin Menon

CFO

Office of the Surrey PCC

Attendees:

Name

Initials

Role

Board Members:

Kelvin Menon

KM

CFO, Office of the Surrey PCC

Iain McCulloch

IM

CFO, Office of the Sussex PCC

Vacant

Executive Director Commercial & Financial Services

Daisanne Summersfield

DS

Head of Shared Business Services, Surrey & Sussex Police

Adrian Rutherford

AR

Director of People Services, Surrey & Sussex Police

Carwyn Hughes

CH

Head of Digital, Data & Technology Department Surrey & Sussex Police

Tom Budd

TB

Superintendent’s Association, Sussex Police

Miles Ockwell

MO

Superintendent’s Association, Sussex Police

Danielle Mead

DE

Federation, Surrey Police

Raff Cioffi

DE

Federation, Sussex Police

Simon Lambert

TS

NARPO, Surrey

Graham Bradley

GB

NARPO, Sussex

Scheme Manager

Gavin Stephens

GS

Chief Constable, Surrey Police

Scheme Manager

Jo Shiner

JS

Chief Constable, Sussex Police

Board Advisors:

Jo Langley

JL

Pensions Technical Lead, Surrey

Cassidy Gillett

CG

Pensions Lead, Surrey

Michelle Quirke

MQ

Pensions Officer

Shelia Love

SL

Pensions Lead for Surrey & Sussex Police, Engagement, Projects & Relationship Management

Isobel Tait

IT

Pensions Project Support Officer

Paul Mudd

PM

XPS

Minutes:

Rachel Lupanko

RL

Office Manager, OPCC Surrey

Guests

Louise Monk

LM

Occupational Health

Apologies:

Adrian Rutherford, Natalie Bevan, CC Jo Shiner, Louise Monk, Anthony Croxford, CC Gavin Stephens & Tom Budd

Part 1 – Open Session

Item

Owner

1

Introduction and Apologies (5 minutes)   

·                Declaration by the Chair that the meeting is quorate

·                Apologies for absence and welcome to Guests

·                Conflicts of Interest

Chair

2

Minutes / Actions from Previous Meetings (10 minutes)

·  To agree the minutes and actions of previous meetings

·  Progress on actions logs for Sussex and Joint Board

Paper

Paper

Chair

3

Risk Register (10 minutes)

·           Review of Risk Register

Paper

Chair

4

Pension Administrator Summary (20 minutes)

·           XPS Quarterly update report to the Board

·           Additional comments and queries raised by exception

Paper

Verbal

PM

5

Pension Remedy (20 minutes)

·       General Overview & what it means for Surrey & Sussex

·      National Update NPCC Scheme Managers Steering Group & Scheme Advisory Board (SAB) Updates

·       Pension Remedy - Ill Health Retirement update

Presentation

Verbal

Paper

JL

DS

JL

6

Review of Reported Breaches for Surrey & Sussex (5 minutes)

Verbal

CG

7

Surrey/Sussex Work Plan / Timeline (5 minutes)

·           Review of upcoming quarter

Paper

CG

8

Report on Scheme Membership opt out rates (5 minutes)

·        NPCC

·        Surrey/Sussex

Paper

Paper

Chair

CG

9

Retire & Re-join Scheme Policy & Abatement Guidance (5 minutes)

Paper

CG

10

Guidance re Expenses for the Joint Board for adoption (5 minutes)

Paper

SL

11

AOB (5 minutes)

Verbal

All

12

Date of next meeting – 24/05/2023

Verbal

Chair

13

Exclusion Notice (5 minutes)

Paper

Chair

Part 2 – Closed Session (in Private)

14

Minutes & Actions Part 2 (5 minutes)

Paper

Chair

15

Pension Administration Transfer Update (5 minutes)

Verbal

DS

16

AOB (5 minutes)

Verbal

All

Department/ Division:

Pensions Dept. Surrey & Sussex Police

Name:

Surrey and Sussex Police - Joint Pensions Board (Officer)

Location of meeting:

Via Microsoft Teams

Date:

Wednesday 23/11/2022

Time:

14:00 – 16.00

Meeting Chair:

Kelvin Menon

CFO

Office of the Surrey PCC

Attendees:

Name

Initials

Role

Iain McCulloch

IM

CFO, Office of the Sussex PCC

Vacant

Executive Director Commercial & Financial Services

Daisanne Summersfield

DS

Head of Shared Business Services, Surrey & Sussex Police

Adrian Rutherford

AR

Director of People Services, Surrey & Sussex Police

Carwyn Hughes

CH

Head of Digital, Data & Technology Department Surrey & Sussex Police

Tom Budd

TB

Superintendent’s Association, Sussex Police

Miles Ockwell

MO

Superintendent’s Association, Sussex Police

Danielle Mead

DE

Federation, Surrey Police

Donna Lonsdale

DE

Federation, Sussex Police

Simon Lambert

SL

NARPO, Surrey

Graham Bradley

GB

NARPO, Sussex

Scheme Manager

Gavin Stephens

GS

Chief Constable, Surrey Police

Scheme Manager

Jo Shiner

JS

Chief Constable, Sussex Police

Board Advisors:

Cassidy Gillett

CG

Pensions Lead, Surrey

Michelle Quirke

MQ

Pensions Officer

Shelia Love

SL

Pensions Lead for Surrey & Sussex Police, Engagement, Projects & Relationship Management

Isobel Tait

IT

Pensions Project Support Officer

XLS

Minutes:

Rachel Lupanko

RL

Office Manager, OPCC Surrey

Guests

Apologies:

Danielle Mead, Gavin Stephens

Part 1 – Open Session

Item

Owner

1

Introduction and Apologies (5 minutes)   

·                Declaration by the Chair that the meeting is quorate

·                Apologies for absence and welcome to Guests

·                Conflicts of Interest

Chair

2

Minutes / Actions from Previous Meetings (15 minutes)

·  To agree the minutes and actions of previous meetings

·  Progress on actions logs for Sussex and Joint Board

Paper

Paper

Chair

3

Risk Register (10 minutes)

·           Review of Risk Register

To Follow

Chair

4

Pension Administrator Summary (15 minutes)

·           Quarterly Reports (Equinity) Qtr 2

·           Update report (XPS)

·           Additional comments and queries raised by exception

Paper

Verbal

Verbal

Chair

NB

All

5

Pension Remedy (10 minutes)

·       Pension Remedy National Update

·       Surrey/Sussex Update

Verbal

Verbal

DS

DS

6

Report on Scheme Membership opt out rates (5 minutes)

·         Surrey

To Follow

CG

7

Review of Reported Breaches for Surrey & Sussex (5 minutes)

Verbal

CG

8

Surrey/Sussex Work Plan / Timeline (5 minutes)

·           Review of upcoming quarter

To Follow

CG

9

Pension Board Training Log

Paper

Chair

10

AOB (5 minutes)

Verbal

All

11

Date of next meeting – 21/02/2023

Verbal

Chair

12

Exclusion Notice (5 minutes)

Paper

Chair

Part 2 – Closed Session (in Private)

13

Minutes & Actions Part 2 (5 minutes)

Paper

Chair

14

Pension Administration Transfer Update (5 minutes)

Verbal

DS

15

AOB (5 minutes)

Verbal

All

Department/ Division:

Pensions Dept. Surrey & Sussex Police

Name:

Surrey and Sussex Police - Joint Pensions Board (Officer)

Location of meeting:

Via Microsoft Teams

Date:

Wednesday 25 August 2022

Time:

10:30 – 12:30

Meeting Chair:

Kelvin Menon

CFO

Office of the Surrey PCC

Attendees:

Name

Initials

Role

Board Members:

Kelvin Menon

KM

CFO, Office of the Surrey PCC

Iain McCulloch

IM

CFO, Office of the Sussex PCC

Vacant

Executive Director Commercial & Financial Services

Daisanne Summersfield

DS

Head of Shared Business Services, Surrey & Sussex Police

Adrian Rutherford

AR

Director of People Services, Surrey & Sussex Police

Carwyn Hughes

CH

Head of Digital, Data & Technology Department Surrey & Sussex Police

Tom Budd

TB

Superintendent’s Association, Sussex Police

Miles Ockwell

MO

Superintendent’s Association, Sussex Police

Danielle Mead

DE

Federation, Surrey Police

Donna Lonsdale

DE

Federation, Sussex Police

Tony Suter

TS

NARPO, Surrey

Graham Bradley

GB

NARPO, Sussex

Scheme Manager

Gavin Stephens

GS

Chief Constable, Surrey Police

Scheme Manager

Jo Shiner

JS

Chief Constable, Sussex Police

Board Advisors:

Cassidy Gillett

CG

Pensions Lead, Surrey

Michelle Quirke

MQ

Pensions Officer

Shelia Love

SL

Pensions Lead for Surrey & Sussex Police, Engagement, Projects & Relationship Management

Isobel Tait

IT

Pensions Project Support Officer

Adam Holt

AH

Equiniti

Minutes:

Rachel Lupanko

RL

Office Manager, OPCC Surrey

Guests

Apologies:

Danielle Mead, Gavin Stephens, Adrian Rutherford, Anthony Croxford

Part 1 – Open Session

Item

Owner

1

Introduction and Apologies (5 minutes)   

·                Declaration by the Chair that the meeting is quorate

·                Apologies for absence and welcome to Guests

·                Conflicts of Interest

Chair

2

Minutes / Actions from Previous Meetings (10 minutes)

·  To agree the minutes and actions of previous meetings

·  Progress on actions logs for Sussex and Joint Board

Paper

Paper

Chair

3

Risk Register (5 minutes)

Paper

Chair

4

Pension Administrator Summary (15 minutes)

·           Quarterly update to the Board Qtr 2 2022/2023

·           Additional comments and queries raised by exception

To follow

Verbal

AH

5

Pension Remedy (15 minutes)

·       Pension Remedy National Update

·       Surrey/Sussex Update

Verbal

Verbal

DS

7

Report on Scheme Membership opt out rates (5 minutes)

·         Surrey

To follow

CG

8

Pension Board Terms of Reference, Policies and Procedures (5 minutes)

a)       Terms of Reference

b)       Conflict of Interest Policy & Procedure

c)       Knowledge & Understanding

d)       DP, GDPR & Information Security Policy & Procedure

e)       Code of Conduct

f)        Reporting Breaches Procedure

g)       Finance Policy - Budget, Fees and Expenses

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Chair

Chair

Chair

Chair

Chair

Chair

SL

9

Discretions Policy (5 minutes)

Verbal

CG

10

Surrey/Sussex Work Plan / Timeline (5 minutes)

Paper

CG

11

Annual Report (5 minutes)

Paper

IM

12

Review of Reported Breaches for Surrey & Sussex (5 minutes)

Verbal

CG

13

Pension Board Training Log (5 minutes)

Paper

Chair

14

AOB (5 minutes)

Verbal

All

15

Date of next meeting – 23/11/2023

Verbal

Chair

16

Exclusion Notice (5 minutes)

Paper

Chair

Part 2 – Closed Session (in Private)

17

Minutes & Actions Part 2 (5 minutes)

Paper

Chair

18

Pension Administration Transfer Project Plan & Update (15 minutes)

Verbal

DS

19

AOB (5 minutes)

Verbal

All

Name:

Surrey and Sussex Police - Joint Pensions Board (Officer)

Location of meeting:

Via Microsoft Teams

Date:

Wednesday 25^th May 2022

Time:

14:00 – 16:00

Meeting Chair:

Kelvin Menon

CFO

Office of the Surrey PCC

Attendees:

Name

Initials

Role

Board Members:

Kelvin Menon

KM

CFO, Office of the Surrey PCC

Iain McCulloch

IM

CFO, Office of the Sussex PCC

Pete Gillett

PG

Director of Finance, Surrey & Sussex Police

Daisanne Summersfield

DS

Head of Shared Business Services, Surrey & Sussex Police

Adrian Rutherford

AR

Director of People Services, Surrey & Sussex Police

Carwyn Hughes

CH

Head of Digital, Data & Technology Department Surrey & Sussex Police

Tom Budd

TB

Superintendent’s Association, Sussex Police

Miles Ockwell

MO

Superintendent’s Association, Sussex Police

Danielle Mead

DE

Federation, Surrey Police

Donna Lonsdale

DE

Federation, Sussex Police

Tony Suter

TS

NARPO, Surrey

Graham Bradley

GB

NARPO, Sussex

Scheme Manager

Gavin Stephens

GS

Chief Constable, Surrey Police

Scheme Manager

Jo Shiner

JS

Chief Constable, Sussex Police

Board Advisors:

Cassidy Gillett

CG

Pensions Lead, Surrey

Michelle Quirke

MQ

Pensions Lead, Sussex

Isobel Tait

IT

Pensions Project Support Officer

Shelia Love

SL

Pensions Project Support Officer

Ben Read

BR

Equiniti

Minutes:

Rachel Lupanko

RL

Office Manager, OPCC Surrey

Guests

Apologies:

CC Jo Shiner, CC Gavin Stephens, Danielle Mead & Adrian Rutherford

Part 1 – Open Session

Item

Owner

1

Introduction and Apologies (5 minutes)   

·                Declaration by the Chair that the meeting is quorate

·                Apologies for absence and welcome to Guests

·                Conflicts of Interest

Chair

2

Minutes / Actions from Previous Meetings (15 minutes)

·  To agree the minutes and actions of previous meetings

·  Progress on actions logs for Sussex and Joint Board

Paper

Paper

Chair

3

Risk Register (10 minutes)

·           Review of Risk Register

Paper

Chair

4

Pension Administrator Summary (15 minutes)

·           Quarterly update to the Board Qtr 4 2021/2022

·           Quarterly update to the Board Qtr 1 2022/2023

·           Additional comments and queries raised by exception

Paper

Paper

Verbal

BR

5

Pension Remedy (10 minutes)

·       NPCC Letter on immediate detriment

·       Pension Remedy National Update

·       Surrey/Sussex Update

Paper

Verbal

Verbal

DS

6

GMP Reconciliation (10 minutes)

Paper

CG

7

Report on Scheme Membership

·         Surrey

·         Sussex

To follow

Paper

CG

8

Pension Board Budget, Fees and Expenses Policy & Procedure - Update (5 minutes)

Verbal

SL

9

Review of Reported Breaches for Surrey & Sussex (5 minutes)

Verbal

CG

10

Surrey/Sussex Work Plan / Timeline (5 minutes)

·           Review of upcoming quarter

Paper

Chair

11

Pension Board Training Log & CIPFA Pension Board Training Update (5 minutes) 

Paper/verbal

Chair/CH

12

AOB (5 minutes)

Verbal

All

13

Date of next meeting – 25/08/2022

Verbal

Chair

14

Exclusion Notice (5 minutes)

Paper

Chair

Part 2 – Closed Session (in Private)

15

Minutes & Actions Part 2 (5 minutes)

Paper

Chair

16

Pension Administration Transfer Update (5 minutes)

Verbal

DS

17

AOB (5 minutes)

Verbal

All

Department/ Division:

Pensions Dept. Surrey & Sussex Police

Name:

Surrey Police and Sussex Police - Joint Pensions Board (Officer)

Location of meeting:

Via Microsoft Teams

Date:

Wednesday 2 February 2022

Time:

13:00 – 15:00

Meeting Chair:

Iain McCulloch

CFO

Sussex OPCC

Attendees:

Name

Initials

Role

Board Members:

Kelvin Menon

KM

CFO, Office of the Surrey PCC

Pete Gillett

PG

Director of Finance, Surrey & Sussex Police

Daisanne Summersfield

DS

Head of Shared Business Services, Surrey & Sussex Police

Adrian Rutherford

AR

Director of People Services, Surrey & Sussex Police

Carwyn Hughes

CH

Head of Digital, Data & Technology Department Surrey & Sussex Police

Tom Budd

TB

Superintendent’s Association, Sussex Police

Miles Ockwell

MO

Superintendent’s Association, Sussex Police

Danielle Mead

SP

Federation, Surrey Police

Daren Egan

DE

Federation, Sussex Police

Tony Suter

TS

NARPO, Surrey

Graham Bradley

GB

NARPO, Sussex

Scheme Manager

Gavin Stephens

GS

Chief Constable, Surrey Police

Scheme Manager

Jo Shiner

JS

Chief Constable, Sussex Police

Board Advisors:

Cassidy Gillett

CG

Pensions Lead

Jo Langley