BCH Police Pension Board Friday 17th May 2024 Minutes

Part 2 closed confidential. Not for publication under the provisions of the Freedom of Information Act 2000 and in agreement with the Meetings and Minutes Procedure agreed by the Strategic Management Board on 3 March 2009

Attendees

• Jon Lee (JL) - Deputy Chair - CFO and Director of Resources Cambridgeshire
• Stuart Goodwin (SG) - Head of Finance, Bedfordshire
• Julia Knight (JK) - Head of BCH Pension and Payroll
• ACC Genna Telfer (GT) - ACC, CPOSA representative, Cambridgeshire
• Graeme Hall (GH) - XPS outsourced BCH pension administrators
• Karen Morgan (KM) - Hertfordshire (but not a member)
• Anthony Laud (AL) - NARPO BCH representative, Cambridgeshire
• Vanessa Lynch (VL) - BCH Corporate Communications, Hertfordshire
• Rebecca Weston (RW) - ESO, Hertfordshire Executive Support (minutes)

Apologies

• James Cook (JC) - Director of Resources, Hertfordshire
• Superintendent Paul Sandwell (PS) - substitute Superintendents Association BCH representative, Cambridgeshire
• Sergeant Alan Wollaston (AW) - Police Federation BCH representative, Hertfordshire
• Afzal Chowdhury (AC) - Head of Legal Services, Hertfordshire

1.Welcome and apologies

Jon Lee welcomed attendees to the meeting and apologies were noted. It was noted that Jon Lee would be chairing today’s meeting in the absence of James Cook.

 

2. Approval of minutes and actions – 19 April 2024

The minutes of the previous meeting were approved. Actions were reviewed and the action tracker updated accordingly.

 

3. Conflict of interest – declaration and registry

No conflicts of interest were raised. 

 

4. Remedy update/XPS update reports

There was discussion in relation to the current data position. It was noted that concerns have been raised with regards to discrepancies and inconsistencies around the provision and receipt of data. Jon Lee advised that a weekly meeting is going to be established between the three forces and the XPS project team to resolve the issue and reach an agreed position on what is currently outstanding. Graeme Hall advised that there is significant focus around this internally from an XPS perspective.

Julia Knight provided an update on the current position with regards to data provision and outstanding queries across each of the three forces. Notwithstanding the current discrepancy issue, overall, the position was noted to be well understood and Julia Knight confirmed that the pensions and payroll team continue to work through the data provision requirements and outstanding queries at pace. It was noted that the majority of the outstanding work as it currently stands relates to Cambridgeshire and Hertfordshire active members. Julia Knight advised that the team is working hard to provide the data and deal with outstanding queries however noted frustrations that the majority of time is now having to be spent conducting checks and proving when items have been loaded through the portal. This was acknowledged by Graeme Hall, and it was agreed that this needs to be resolved as a priority in order to allow the payroll and pensions team to complete the work that is needed.

Action – Graeme Hall to progress standing up the weekly meetings between the three forces and the XPS project team up to the end of June 2024, to allow both parties to review and confirm the current data position.

GH advised that XPS are still working on the Haywoods developments testing. Annual Benefit Statement testing is expected to start mid-June and XPS will then be able to confirm whether the date of 31st August 2024 is achievable for circulation of statements to members. It was noted that steady progress is being made through use of an alternative platform to circulate Remedial Service Statements to members. Graeme Hall advised that the BAU position this month has seen an improvement and it is hoped that this will be sustained.

Julia Knight noted that a number of FOI requests have been received in relation to XPS BAU. There was discussion around the content which was noted to span across a number of areas and includes requests for data as well as information on contracts and SLAs. Julia Knight confirmed that she will be working through these, linking in with GH accordingly, and will also flag them with Claire Alcock as NPCC Pensions lead to consider whether a central response would be appropriate.

Graeme Hall talked through highlights of the general update report which were discussed and noted by the board. In regard to the key SLAs under McCloud, Jon Lee advised that it would be beneficial for the board to be able to understand the context and reason for any outliers within the SLAs and requested this be added to the report going forward.

Action – Grame Hall to build additional context into the general XPS update report around outliers within the SLAs under McCloud.

There was discussion in relation to the payment of lump sums and the expectation of members in receiving payment on the date of retirement. It was noted that there is nothing formal within pension legislation or the pension scheme which dictates when payments should be made however payments are generally made within seven days of retirement. Graeme Hall confirmed that XPS are currently reviewing their communications to ensure that this is clear to members, and it was agreed that it would also be beneficial to update communications across the three forces to help manage expectations.

Action – Karen Morgan to link in with Vanessa Lynch to develop appropriate comms across the three forces, in particular targeting members planning to retire, to set expectations around the payment of lump sums.

 

5. ABS-RSS

GH talked through the key areas of the NPCC Annual Benefit Statement document, and the document was reviewed and discussed by the board. Jon Lee noted some points of feedback which will be sent directly to NPCC Pensions lead Clare Alcock.

Graeme Hall advised that XPS are working on ensuring that there will be clear communications on the two processes for McCloud and Non-McCloud members. It was noted that a notification will be sent to the payroll and pensions team when statements become available to members.

Action – Jon Lee to send feedback on the NPCC ABS-RSS document to NPCC Pensions lead Clare Alcock.

 

6. Ill health protections update

Karen Morgan provided an overview of the position in relation to ill health protections. In terms of next steps, it was noted that those members who have not provided consent to go through the full review process are not excluded but are discounted from the consideration for a higher tier and their final letter will explain this position. Karen Morgan advised that the final letters are due to be sent to all those affected by the end of this month.

 

7. Risk register

The risk register was reviewed, and it was noted that there have been no further changes since the last meeting. It was agreed that there is no change to the position in relation to transitional arrangements for McCloud however both risks require a full review and update.

Action – Julia Knight / Jon Lee to review and update risk 11 (Scheme Manager & Force) and risk 13 (Pension Administration) in relation to 2015 Scheme Transitional Arrangements for McCloud.

The issues log was reviewed, and the following was noted:

Issue one: Medicals to Determine Ill Health Eligibility – Karen Morgan advised that there is no change to the current position.

Issue two: Scheme Sanction Charge – Stuart Goodwin advised that the issue has been updated to reflect that payments are scheduled to be made on the June payroll by XPS.

Julia Knight advised that the BCH Payroll and Pension team are still receiving a high number of queries in relation to the Scheme Sanction Charge. It was agreed that communications to advise the workforce that those affected have been identified and will be contacted in due course would be beneficial and would help to alleviate the majority of these queries.

Action – Stuart Goodwin / Julia Knight to progress any communications required across the three forces through Vanessa Lynch to advise the workforce on the current position in relation to the Scheme Sanction Charge and update the out of office on the generic payroll and pensions mailbox to reflect this.

8. Any other business

There was nothing further raised.

Date of next meeting: Friday 14 June 2024, 1pm to 2.30pm via MS Teams