Agenda item

Governance – Comms, Risk Management, EDI, Section 13, GCoP update

Minutes:

Officers introduced the Governance report.

 

Officers outlined the work plan and what the Committee would focus on over the next four quarters. The training plan was also included, showing agenda items and training plans for each quarter. There had been an omission regarding Members' attendance at the LPF Conference from 04-06 December, which would be rectified.

 

Officers then introduced the EDI policy, a new policy compliant with the General Code of Practice effective September 2025.

 

The Equality & Wellbeing Manager gave a short training session on equality, diversity and inclusion, which had previously been presented to the Board. The aim of this presentation was to support the introduction of the equality, diversity and inclusion policy. It was important to understand the differences between these different terms and how they related to the functions of the Pensions fund, Committee, and Board.

 

Diversity related to human differences. These included sex, sexual orientation, religion, ethnicity and disability. Equality was about treating people equally and ensuring equal opportunities. Equity is treating people according to those individual needs. Inclusion was the concept of being included and thereby not excluding people. This was relevant to the Committee because the Pensions Regulator required an equality, diversity and inclusion policy. The Equality Act 2010 is an Act of Parliament that places duties specifically on public sector organisations, but also it is unlawful to discriminate against people on the grounds of protective characteristics. Related to this was diversity of thought. research shows that the more diverse people that you have in a room, this is beneficial to that group because you may have people who may bring different perspectives, different views, and different opinions.

 

Members noted that it was helpful that the EDI policy integrated with the corporate policy. It was also noted that the action plan was very practical.

 

Officers discussed the revised communication strategy, which was brought back to the Committee due to a complaint from a pensioner about not being able to receive information over the phone. The policy was amended to clearly state that specific pension figures and sensitive information will not be provided by phone. Members asked if it was necessary to add in information advising on accessible documents. The policy included provisions for various formats like Braille and large print, and agreed to review the policy with Hampshire to ensure it covers all necessary aspects. The Equalities Manager agreed to review the communications policy. The Chair noted that agreement of the communications policy would be deferred to the next meeting. 

 

Officers presented the revised Pensions Board operating procedures, following a suggestion from the Chair of the Pensions Board. This included appointing a Vice-Chair of the Board, and updates to the membership.

 

Members highlighted that there had been a delay in communication with new Committee Members, which was acknowledged by officers.

 

RESOLVED: That the Pensions Committee:

 

  1. Noted the dates for Pensions Committee meetings;

 

  1. Noted the Committee’s work and training plans;

 

  1. Noted the Committee’s Continuous Professional Development update;

 

  1. Approved the draft Equality, Diversity and Inclusion Policy (EDI);

 

  1. Deferred approval of the revised Communications Strategy to the next meeting; and

 

  1. Approved the revised Pension Board Operating Procedures

 

Supporting documents:

 

Councillors and meetings