Agenda item

This item was discussed as a Part II item without the press or public present as the information under discussion contained confidential or exempt information as defined by law in the Local Government (Access to Information) Act 1985.  This was because it discussed ‘information relating to the financial or business affairs of any particular person (including the authority holding that information)’ (paragraph 3 of the schedule to the Act).

The representative from AON Hewitt provided the Board with the background to the requirement to the policy.

The Board was informed that Local Government Pension Scheme (LGPS) Funds were required under the LGPS Regulations to devise and maintain a Communication Policy.  Hillingdon's Policy had been last updated in 2014 and with the change of Fund Administrator it was now appropriate to update it. 

The Board was informed that the minimum content of a Communications Policy should include:

·         Key objectives;

·         Communication methodology;

·         How communication with scheme members should take place - active, deferred and pensioner; with prospective scheme members; with employers participating in the Fund; with Elected members; and with other bodies;

·      Statement of lines of communication within the Fund;

·      Link to Administration Strategy to identify how performance of communications was measured and monitored;

·      Oversight of compliance and quality of communications;

·      Publications;

·      Data protection statement.

Discussion took place on key objective, or objectives of the policy and reference was made to the objectives contained within Surrey County Council Pension Fund Communication policy and the appropriateness of them for Hillingdon. The present objectives for Surrey were:

·         To accurately communicate the provisions and requirements of the Local Government Pension Scheme (LGPS) to all stakeholders.

·         To identify and meet all regulatory requirements regarding provision of information.

·         To promote appropriately membership of the LGPS Scheme to employees of participating employers.

·         To communicate clearly to all stakeholders their own responsibility for communication and information flows in relation to the Scheme, and work with these other parties to improve efficiency of communications.

·         To ensure communications are made in a timely manner.

·         To use a variety of means for communication, depending on the purpose and content of the communication, and recognising that different styles and methods will suit different stakeholders.

Board Members believed that it was important to promote the scheme and to provide a greater explanation of the benefits of joining the scheme. Different ways of communication were required to appeal to all members of the scheme. Reference was made to the use of self help websites, frequently asked questions etc. or the production of a newsletter, twice a year.

The representative from Surrey County Council, the new Pension Administrators for Hillingdon's LGPS, reported that there could be options for a single interactive portal website for Hillingdon members and this would be investigated.

The Board was informed that a draft updated communications policy would be brought back to the next meeting of the Board, which would include updated objectives.

RESOLVED –

1.   That the information provided be noted and an updated draft communications policy be submitted to the next meeting of the Board.