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Communications policy statement
1. Introduction
1.1 City of Bradford Metropolitan District Council (the Administering Authority)
has prepared this Communication Policy Statement (CPS) to set out the communications policy for the West Yorkshire Pension Fund (the Fund), in accordance with Regulation 106B of the Local Government Pension Scheme Regulations 1997 (as amended). The Local Government Pension Scheme (England and Wales) (Amendment) (No. 2) Regulations 2005 provide the statutory framework from which the Administering Authority is required to prepare a CPS.
1.2. The implementation of the communications policy is the responsibility of the Administering Authority.
2.
Purpose of the Communication Policy Statement
2.1 The purpose of this CPS is to establish a clear and transparent fund-specific strategy that sets out the Fund's policy on :
(a) the provision of information and publicity about the Local Government Pension Scheme (LGPS) to members, representatives of members, and employing authorities;
(b) the format, frequency and method of distributing such information or publicity; and
(c) the promotion of the LGPS to prospective members and their employing authorities.
2.2 The CPS will be revised and published following any material change to the Fund's policy on any of those matters set out above.
2.3 The intention is for the communication policy to be both cohesive and comprehensive for the Fund as a whole, with the needs of members, representatives of members, and employing authorities balanced and reconciled.
3. Responsibilities of Key Parties
Administering Authority
3.1 City of Bradford Metropolitan District Council is the administering authority for the Fund, and as such has statutory responsibility for the management and administration of the Fund.
3.2 Bradford Council has established a Joint Advisory Group comprising
elected members from the five West Yorkshire District Councils which has responsibility for dealing with issues surrounding the LGPS generally and the pensions administration elements of the Fund's operations.
3.3 Bradford Council will prepare and maintain the CPS for Joint Advisory Group review.
3.4 Bradford Council will communicate with Scheme members, representatives of members, and employing authorities, and promote the Scheme to prospective members and their employing authorities as set out in Section 4
The Individual Employer
3.5 Each individual employer will:
a) notify the Administering Authority promptly of all changes to membership as required to ensure the smooth operation of the Fund, so as to allow 'Disclosure' deadlines to be met; and
b) publish and exercise their discretions as required by the regulatory framework;
4. Communication Policy
4.1 Overview
4.1.1 West Yorkshire Pension Fund's communication policy is designed to provide members, representatives of members, and employing authorities with the information they need to understand their pension arrangements.
4.1.2 The communications policy will be operated in a responsive manner, thereby ensuring that interested parties receive information about the LGPS in both a timely and cost effective manner.
4.1.3 The Fund is a corporate member of the 'Plain English Campaign' and is committed to using 'jargon-free' plain language. Wherever possible, the Plain English Campaign's 'Crystal Mark for Clarity' will be obtained for all scheme booklets provided to scheme members.
4.1.4 All communications materials will be produced utilising the Administering Authority's services and arrangements, wherever possible.
4.2 Communication methods for Members and Employers
4.2.1 West Yorkshire Pension Fund communicates with members, representatives of members, and employing authorities as follows:
(a) Members and Representatives of Members
| Regular communications | Format | Frequency | Method of distribution |
|---|---|---|---|
| Members | |||
| Active members (inc. representatives of active members) | 'For your Benefit' newsletter | 3 per year | |
| Abridged Annual report | 1 per year | ||
| Annual Meeting for Members | 1 per year | Meeting | |
| Annual Meeting Report | 1 per year | ||
| Annual Benefit Statement | 1 per year | ||
| Web site www.wypf. org.uk |
Constant | Internet | |
| Ad hoc meetings | As and when required | Meeting | |
| Active Councillor members (inc. representatives of Active Councillor members) | 'For your Benefit' newsletter | 3 per year | |
| Abridged Annual report | 1 per year | ||
| Annual Meeting for Members | 1 per year | Meeting | |
| Annual Meeting Report | 1 per year | ||
| Annual Benefit Statement | 1 per year | Meeting | |
| Website www.wypf. org.uk |
Constant | Internet | |
| Ad hoc meetings | As and when required | Meeting | |
| Deferred members (inc. representatives of Deferred members) | 'For your Benefit' newsletter | 1 per year | |
| Abridged Annual report | 1 per year | ||
| Annual Meeting for Members | 1 per year | Meeting | |
| Annual Meeting Report | 1 per year | ||
| Annual Benefit Statement | 1 per year | ||
| Website www.wypf .org.uk |
Constant | Internet | |
| Pensioner members (inc. representatives of Pensioner members) | 'For your Benefit' newsletter | 2 per year | |
| Abridged Annual report | 1 per year | ||
| Annual Meeting for Members | 1 per year | Meeting | |
| Annual Meeting Report | 1 per year | ||
| Pension Advice | As and when net pension varies by 25 pence or more (3 per year minimum) | ||
| P60 | 1 per year | ||
| Website www.wypf. org.uk |
Constant | Internet | |
‘Pension scheme event’ related communications
4.2.2 Whenever a ‘pension scheme event’ occurs for a member, the member is informed of the consequences of that event through the provision of specific tailored information in the form of letters and statements.
4.2.3 General information for pension scheme events may also be provided in booklet form.
4.2.4 Pension scheme events include, amongst other things, a new member joining the scheme; a member leaving or retiring; a member wishing to pay extra contributions; the death of a member, deferred member or pensioner; and a member wishing to transfer benefits into or out of the LGPS.
4.2.5 Member Surveying - whenever a member retires or their deferred benefit comes into payment, a survey form, on which to register the level of satisfaction with the service they have received, is sent out for them to complete and return. Surveys are also sent out to members who leave the Fund and either take a refund of their contributions, or transfer their pension rights somewhere else, or have their benefits deferred. The surveys enable the Fund to monitor the level of opt-outs and the reasons why members chose to do so.
(b) Employers
4.3 The promotion of the Scheme to prospective members and their employing authorities
4.3.1 Employers are responsible for deciding which new employees are eligible for the LGPS and arranging their admission to it (after giving them their option to join where appropriate).
4.3.2 WYPF supports employers to do this by :
- ensuring that employers are fully up to date with LGPS details and developments;
- ensuring employers have access to the Employing Organisations’ “Brief Guide to the Local Government Pension Scheme” and “Promotional Guide to the Local Government Pension Scheme”; and
- contributing to employers’ induction courses, on demand.
5. Format of Communications
5.1 ‘For Your Benefit’ – newsletter
‘For Your Benefit’ is designed to keep WYPF members up to date on their pension scheme. Where appropriate, separate editions are produced for Active Members, Active Councillor Members, Deferred Members and Pensioner Members.
5.2 Abridged Annual Report
The abridged Annual Report, which is sent to all members, is a very much shortened version of the Full Annual Report and Accounts, and provides salient information on the financial health of the Fund and membership trends.
5.3 Annual Meeting for Members
The Annual Meeting for Members includes presentations from WYPF’s Head of Pensions and Investments and the Fund’s external investment advisers on issues impacting on the LGPS in general and WYPF in particular. The meeting also includes a guest speaker. After the presentations attendees have the opportunity to put questions to WYPF’s strategic managers.
5.4 Annual Meeting Report
The Annual Meeting Report provides all WYPF members with information on the content of the meeting, concentrating particularly on questions put to and answers given by WYPF’s strategic managers
5.5 Annual Benefit Statement
The Annual Benefit Statement provides Active and Deferred Members with a yearly statement of their entitlements in the Local Government Pension Scheme with WYPF. This statement meets the requirements of Regulation 106A of the Local Government Pension Scheme Regulations 1997.
5.6 Web site www.wypf.org.uk
The WYPF members’ web site provides information about the scheme over the Internet, which will be of interest and help to members of WYPF. The website is continually updated and refreshed.
5.7 Pension Matters – monthly employers update ‘journal’/newsletter
Pension Matters is designed to keep staff at WYPF’s employing organisations who deal with administering the pension scheme, whether on a day to day basis, or more strategically, up to date with changes and issues affecting the Local Government Pension Scheme, WYPF and the wider pensions arena.
5.8 Annual Report and Accounts
The Annual Report and Accounts provides a full statement of the operation and activities of the Fund, and includes the audited accounts.
5.9 Annual Meeting for Employers
The Annual Meeting for Employers includes presentations from WYPF’s Head of Pensions and Investments and the Fund’s external investment advisers on issues impacting on the LGPS in general and WYPF in particular. The meeting also includes a guest speaker. After the presentations attendees have the opportunity to put questions to WYPF’s strategic managers.
5.10 Web site www.wypfemployers.org.uk
The WYPF Employer web site provides employers with an additional channel to access the tools they need to provide information to WYPF so that the joint effort of both the employer and WYPF provides an exceptional service to customers.
5.11 ‘Update seminars’
Update seminars are designed to appraise employers of proposals to change the scheme to help them contribute to any consultation connected to the changes if they wish to do so, and to update them when changes are made. The seminars also provide information to employers to ensure that the scheme runs as smoothly as possible.
5.12 Ad hoc meetings
Ad hoc meetings enable issues falling outside other arrangements to be addressed. Ad hoc meetings can be called either by WYPF for employers, by employers or by groups of or individual members.
5.13 Contribution to employers induction, mid-service and retirement planning arrangements
Where employers run induction, mid-service or retirement planning courses for their staff, WYPF are able to contribute to pension aspects of those courses in connection with the Local Government Pension Scheme and WYPF.
5.14 Employer Satisfaction Survey
An annual Employer Satisfaction Survey is undertaken which assesses employers’ satisfaction with the operation of WYPF by using a Customer Satisfaction Measurement model.
6. Customer Contact
6.1 WYPF Contact Centre
The Contact Centre acts as first point of contact for both telephone and personal callers to the Fund.
A ‘Text-phone’ is available for deaf and hard of hearing callers who also use a text-phone.
Induction loops are installed in the Contact Centre for personal callers who use hearing aids with the required setting.
For those members with a ‘Pension scheme event’ (please see section 4.2.4) being dealt with, they will be informed which WYPF staff member, or team, is dealing with their case together with their direct contact information.
7. Identification of risks and counter-measures
7.1 WYPF operates an “Administration Protocols” document which sets out the action required by Employing Authorities and WYPF to ensure the smooth operation of the scheme for all parties.
7.2 Under the Administration Protocols, any fine levied on WYPF as a result of a failure to disclose information to any interested party will be passed on to the Employing Authority where the failure was as a result of the Employing Authority’s action, or inaction.
8. Monitoring and Review
8.1 The Administering Authority will monitor the progress and appropriateness of the communications policy on an ongoing basis.
8.2 If considered necessary, the communications policy will be reviewed:
- if there are significant changes to the LGPS benefits; and
- if there are changes to the circumstances of any of the employing authorities to such an extent that they impact on or warrant a change in the communications policy.
February 2006
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