BCH Police Pension Board minutes 20 March 2024

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 Not for publication under the provisions of the Freedom of Information Act 2000 and in agreement with the Meetings and Minutes Procedure agreed by the Strategic Management Board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

• Stuart Goodwin (SG) – CHAIR Chair – Head of Finance, Bedfordshire
• James Cook (JC) – DEPUTY CHAIR Director of Resources, Hertfordshire
• Genna Telfer (GT) ACC, CPOSA Representative, Cambridgeshire
• Jon Lee (JL) Assistant Chief Officer, Cambridgeshire
• Julia Knight (JK) Head of BCH Pension and Payroll
• Paul Sandwell (PS) Supt, Substitute Superintendents Association BCH Representative, Cambridgeshire
• Graeme Hall (GH) XPS - Outsourced BCH Pension Administrators
• Anthony Laud (TL) NARPO BCH Representative, Cambridgeshire
• Alan Wollaston (AW) Sergeant, Police Federation BCH Representative, Hertfordshire
• Vanessa Lynch (CC) BCH Corporate Communications, Hertfordshire
• Rebecca Weston (RW) ESO, Hertfordshire Executive Support (Minutes)

Apologies

• Karen Morgan (KM) Herts but not a member
• Graeme Hall (GH) XPS - Outsourced BCH Pension Administrators
• Afzal Chowdhury (AC) Head of Legal Services, Hertfordshire

1.Welcome and apologies

Stuart Goodwin welcomed attendees to the meeting and apologies were noted. Stuart Goodwin introduced new members Julia Knight, Head of BCH Pensions and Payroll and Jon Lee, Cambridgeshire Director of Finance and Resources.

2. Approval of minutes and actions – 22 January 2024

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

Action 166 – there was discussion in relation to the availability of XPS induction courses for new recruits. XPS confirmed that the contract includes the offer of 12 induction courses per force and it was agreed it would be beneficial to utilise some of these courses to upskill BCH Pension and Payroll team leaders.

Action – Learning and Development to structure XPS induction courses around intakes and build these into the first few weeks of initial training.

3. Membership

The following changes to membership of the BCH Police Pension board were discussed and agreed:

• Jon Lee was nominated as the employer representative for Cambridgeshire following the departure of Jackie Ingle. There were no objections, and this was seconded by James Cook.
• Stuart Goodwin stood down as chair of the BCH Police Pension Board but will remain a member as the employer representative for Bedfordshire. James Cook was nominated to take over the role as the BCH Police Pension Board Chair. There were no objections, and this was seconded by Jon Lee.
• Jon Lee was nominated as the Deputy Chair of the BCH Police Pension Board. There were no objections, and this was seconded by Stuart Goodwin.
• Paul Sandwell stands down as the Superintendent Association representative in July 2024 due to retirement. Doug Black was nominated to take over the role of Superintendent Association representative. There were no objections, and this was seconded by Stuart Goodwin.

James Cook took over as Chair of the meeting.

4. Conflict of interest - declaration and registry

No conflicts of interest were raised. 

5. Remedy update and the future of the Pensions Challenge Board

Remedy update

James Cook signposted the two documents recently received from XPS which include a McCloud Project Position Statement and an information document for those affected by remedy. Paul Mudd talked through the position statement providing an update on progress and the work being done to address current challenges. The update was noted by the board and the following key points were recorded:

• It was noted that XPS will be signposting the website where the information document is available to members on the scheduled Payslips and P60s for March 2024. James Cook encouraged XPS to share all messaging/comms nationally with Federation and NARPO to ensure it reaches all members including retired members.
• There was discussion in relation to contract costs and funding. James Cook noted that there has been additional funding invested by forces to deal with the remedy and queried whether there is going to be an expectation for further additional investment. Paul Mudd stated that he does not believe that will be the case.

Action – XPS to complete a sample test across all three forces at the point the automated system is fully up and running to provide assurance on previous calculations completed outside of the system.

Future of the BCH Pension Challenge Project Board

It was noted there will become a point in time where subject matters will be duplicated across the BCH Pension Challenge Project and BCH Police Pension boards. It was suggested that the end of the data submission period might be an appropriate point to close the BCH Police Pension Challenge Project Board, once remedial service statements have been produced and activity becomes business as usual (BAU).

It was agreed that the project board will be retained until the end of quarter one, at which point the position will be reviewed and consideration given to stepping down the project board and remitting work into this board.

Action – Bex Weston to bring forward an agenda item to review the position for potential closure of the BCH Police Pension Challenge Project Board at the end of Q1.

In reference to business as usual (BAU) performance, James Cook noted concerns, particularly in Herts around an increase in delays to the provision of estimates and the ability to pay lump sum retirement benefits within standard time scales. James Cook highlighted an example whereby one officer in Herts who didn’t receive an estimate until after his actual retirement date, which was noted to be unacceptable, and there was a considerable day of 15 days in receiving his lump sum. These concerns were reiterated by Al Wollaston on behalf of the Federation. James Cook noted that there has been additional funding invested by forces to deal with the remedy and that the BAU performance shouldn't have been impacted as a result.

The position was acknowledged and accepted by Paul Mudd. Paul Mudd confirmed that getting estimates to members and the payment of lump sums is currently the main focus. Paul Mudd expressed his disappointment at the delays with the system automation and noted that this has caused a bigger impact on BAU than was expected. PM extended his apologies to the forces and the board and thanked all for their continued support particularly in terms of provision of information.

James Cook highlighted the importance of retirement planning for members and requested that XPS retain that focus and ensure members receive their estimates at the right time prior to retirement and honour the expectation that members have with regard to payment of lump sums. James Cook noted that forces will do whatever they can from their end to facilitate faster payments and encouraged XPS to ensure those conversations are being had with forces.

It was agreed the position would continue to be monitored going forward. Paul Mudd thanked the board for the feedback and challenge and reiterated that XPS are working to address the position as quickly as possible, so the officers are getting the service that they deserve.

Genna Telfer queried whether annual allowance breaches are being factored into final pension statements. Paul Mudd confirmed that this is being considered and that every aspect of the remedy period is being reviewed in its entirety which contributes to the complexity and delays.

6. Scheme Sanction Charge

Stuart Goodwin updated the group on the current position in relation to scheme sanction charges. It has recently been highlighted that this charge hasn’t been dealt with correctly by some forces upon its introduction in 2011. It was noted that only officers who retired between 2011-2017 may have been incorrectly charged.

Stuart Goodwin advised that Cambridgeshire have always dealt with this charge correctly and therefore it is only Bedfordshire and Hertfordshire that have been impacted and both forces are currently working through the data, supported by XPS to identify affected members. The following dedicated e-mail addresses have been set up to deal with enquiries from retired members:

• Bedfordshire members
• Hertfordshire members

James Cook confirmed that organisationally, both forces accept their responsibilities and want to ensure that they are consistent and making the correct payments to those affected. Stuart Goodwin advised that holding letters have been sent to those affected whilst the outcomes of test cases in North Wales and Hampshire are awaited to get further direction on how these cases should be dealt with and to ensure a consistent approach is taken across Bedfordshire and Cambridgeshire. It is anticipated that further information will be able to be provided to members in April.

7. Contingent decisions

It was noted that forces are starting to receive contingent decision requests. Stuart Goodwin provided an update on how forces are dealing with contingent decision request claim forms. It was noted that each force is responsible for the decision making on these claims on behalf of Scheme Managers, supported by clear guidance and in in most case the requests are being approved.

Paul Mudd confirmed that XPS will be supporting forces with member records. It was noted that Remedial Service Statements are due to be produced as a result of these contingent decision applications and XPS are holding a workshop on Tuesday 26 March for Scheme Managers around this.

It was noted that Jula Knight has drafted BCH communications in line with NPCC guidance for approval and publication and will utilise the membership at this board to extend the reach of those communications.

Action – Julia Knight to share the draft communications in relation to contingent decisions with the three forces for approval and subsequent publication.

8. XPS Update Reports

Paul Mudd presented the update and performance reports as read and updated the group on some of the key areas of on-going XPS activity. The following was noted:

• XPS have recently facilitated and run two successful events in relation to McCloud and Cyber Security. It was noted that the information from the Cyber event is available to forces should they have been unable to attend.
• It was noted that there has been a significant decrease in KPIs since the last quarter which goes back to the position statement and previous discussion in relation to the impact of McCloud on BAU performance. Paul Mudd reiterated that XPS through automation, recruitment and training are continuing to work hard to get those KPIs back up to pre-October levels.
• Paul Mudd talked through the updated call stats which will be shared for circulation to the board.
• It was noted that overall membership has increased across the three forces and opt out levels remain consistent.
• Paul Mudd provided an update on the pensions dashboard which is due to go live at the end of 2026.

There was nothing further reported or raised.

9. Ill Health Reports

It was noted that the work in relation to Ill Health Protections is now being managed by HR through BAU and that this item features on the risk register. Subject to agreement from Karen Morgan, it was proposed that this item can now be removed from the agenda.

Action – Bex Weston to check with Karen Morgan that the Ill Health Protections agenda item can now be removed as a standing item from the agenda going forward.

10. Risk Register

The risk register was reviewed, and the following was noted:

It was agreed that there will be no change to either of the red rated risks in relation to transitional arrangements for McCloud.

BCH Pension Board

• Risk Six: Loss of Board Members – following the agreements to changes in board membership at today's meeting it was agreed that the impact score would be downgraded to three.

There were no new risks or issues raised.

Action – Bex Weston to update the risk register with the agreed change to the impact score in relation to Risk Six: Loss of Board Members (BCH Pension Board).