Agenda item: 12

HAMPSHIRE COUNTY COUNCIL

Decision Report

1. Executive summary

1.1. The purpose of this report is to provide the Panel with information about the Communication Statement - one of several statutory documents that must be produced by the Pension Fund.

2. Contextual information

2.1. The Local Government Pension Scheme regulations require administering authorities to produce and maintain a statement concerning communications with members and employing authorities.

2.2. The first statement had to be published by 1 April 2006 and a copy sent to the Department for Communities and Local Government.

2.3. The communication statement has to cover how the administering authority communicates with the following groups:

· members;

· representatives of members;

· prospective members; and

· employing authorities.

2.4. In particular, the statement must set out the policy on:

· the provision of information and publicity about the Scheme to members, representatives of members and employing authorities;

· the format, frequency and method of distributing such information or publicity; and

· the promotion of the Scheme to prospective members and their employing authorities.

2.5. The statement must be revised and published by the administering authority following a material change in their policy on any of the matters referred to above.

3. Current communication statement

3.1. The Hampshire Pension Fund communication statement is published on the Pensions Services website. The statement has been reviewed annually since it was first published in April 2006, but no material changes have been made. A copy of the 2009 statement is attached in Appendix 1.

3.2. The 2010 communication statement will need to be altered if substantial changes are made to the Funding Strategy Statement. The 2010 statement will be reported to the Panel in May 2010.

4. Recommendation

4.1. That the Pension Fund's communication statement be noted.

CORPORATE OR LEGAL INFORMATION:

Links to the Corporate Strategy

IMPACT ASSESSMENTS:

1. Equalities Impact Assessment:

1.1. Equality objectives are not considered to be adversely affected by the proposals in this report.

2. Impact on Crime and Disorder:

2.1. The proposals in this report are not considered to have any direct impact on the prevention of crime.

3. Climate Change:

a) How does what is being proposed impact on our carbon footprint / energy consumption?

No specific impact.

b) How does what is being proposed consider the need to adapt to climate change, and be resilient to its longer term impacts?

No specific impact.

Introduction

This document outlines how we communicate with our stakeholders. To communicate effectively, we use different methods according to the need and the target audience.

We have five key stakeholder groups:

· Scheme members

· Prospective scheme members

· Employing authorities

· Pensions Services staff

· Other bodies, for example prospective employing authorities.

We are committed to communicating clearly and effectively with stakeholders. All our external communications carry the Clear English Standard logo, showing they have been approved by Plain Language Commission.

We provide a high-quality service to all our stakeholders. Our statement of service standards for employers and scheme members can be found at:

http://www3.hants.gov.uk/servicesprovidedpensions.pdf

We also have a customer charter that shows the service our scheme members can expect:

http://www3.hants.gov.uk/pensions/pensionsaboutus.htm

Methods of communication

Scheme members include current contributors, those with a deferred benefit and those receiving a pension. Scheme members must be given detailed information about the scheme and their own benefits.

Website

Our website offers extensive information for scheme members. It contains links to other relevant organisations and is updated with all new legislation. We intend to develop the website as the prime source of information on the pension scheme. This should ensure timely, up-to-date and easy-to-access information for all our stakeholders.

Scheme literature

The Employee's Guide is the main reference point for current scheme members. Each new employee gets a copy from their employer. We update it regularly, usually annually when regulations are changed. It is available from our website. Other scheme literature is available from employers or direct from us.

Member support

We have a general query call centre which operates office hours. A voice-mail service takes messages out of hours, and we return these calls the next working day. We aim to answer 80% of the incoming queries without the need to refer on to our teams. We also have a general email address for all queries.

Employers can request clinics and open days as part of staff induction programmes or for general information. We also run pre-retirement courses four times a year for those reaching retirement age.

Correspondence

We use post and email for correspondence with scheme members. In particular, we send details of any scheme changes (draft or actual) to the relevant members via post or email, within three months of the change.

Benefit statements

Each year, we send all current and deferred members an annual benefit statement showing their benefits as at 31 March. These are usually issued between September and December each year.

Pay advice slips and P60s

We send pay advice slips to pensioners each April and send a P60 in May if the pensioner has had income tax deducted during the year. A payslip is also sent to pensioners if there has been a change of more than £1 in their monthly payment.

Newsletters

An annual newsletter is sent to pensioners each March. In the autumn we send a leaflet summarising the accounts, investment management and administrative arrangements to current, pensioner, and deferred members.

Report and accounts

The annual report and full accounts are available to members on request to ourselves.

Life certificates

From time to time we send certificates to pensioners over the age of 85 and those living abroad to be signed, witnessed and returned to us to satisfy ourselves that we are paying the right amount of pension to the right person.

To promote the scheme, we give employers information to ensure that eligible staff are aware of their pension options.

Scheme literature

Employers give all new employees a starter pack on appointment containing the Employee's Guide, an option form to join the Scheme, a death grant nomination form and a transfer booklet. Other Scheme literature is available direct from us or via our website.

Website

The website contains a dedicated section, `Before joining', which outlines the benefits of the scheme and answers some common questions for prospective members.

Induction programmes

We can give an overview presentation about the scheme. Employers can ask for this as part of an induction programme.

We communicate with employing authorities in several ways to help them meet their responsibilities as scheme employers.

Scheme literature

We give the Employer's Guide to all employing authorities. It contains details of procedures and their statutory responsibilities. Copies of leaflets and forms are also available to employers from the website or on request from ourselves.

Correspondence

We use send a regular electronic newsletter to keep employing authorities up to date with the latest regulation changes and proposals, as well as any changes in administration.

Website

The website has a dedicated section for employers. It gives the latest news and an electronic version of the Employer's Guide.

Employer training

Employer training is available on request, but we can deal with simple queries via phone or email.

Employer liaison meetings

All employers may request a meeting with us and we attend established employer forums such as the payroll officer's group.

Reports and accounts

We send a copy of the annual report and accounts to each employer. We publish the Statement of Investment Principles and make it available to employers within three months of any amendments.

Valuation report

We send the provisional outcome and the full actuarial report on the triennial valuation to employers when they are available.

Pension Fund Annual General Meeting

All our employing authorities are invited to attend the Pension Fund AGM. As well as providing information on issues such as the annual report, scheme changes and investment manager's performance results, the AGM provides formal and informal opportunities for employers to ask questions of the Panel or those presenting.

It is vital that our staff are kept up to date with all changes to the scheme so that they can continue to administer it effectively and offer a high-quality service to members and employers.

email

A fortnightly email of latest news and information is sent to all our staff. In addition, we may send key information via the group distribution list.

Internet access

All staff have internet access, allowing access to a wide range of pension information.

Employer contact information

A database of contact information for all employing authorities is kept up to date and is available for use by our staff.

Meetings

Regular meetings are held, both informal and formal, within teams and across groups of staff. Formal meetings have an agenda and minutes are circulated.

A quarterly section briefing is held to share information across the whole of our section.

Members' representatives

We provide information to members' representatives on request. Any issues that need consultation with members' representatives are referred to the regular meetings held with the Director of Human Resources.

Pension Fund Panel

The Pension Fund Panel receives reports from the County Treasurer. Although these usually concern investment issues, they will advise the Panel on changes to administrative arrangements or scheme rules where relevant.

Prospective employing authorities

Any prospective employing authority will receive a letter outlining the costs of joining the scheme and a copy of the Employer's Guide.

We have a comprehensive process for dealing with complaints and appeals. A full copy of the internal disputes resolution procedure is available on our website:

http://www3.hants.gov.uk/pensions/pensionscomplaintsandappeals.htm