Agenda item

Report of the Director of People Services.

4.1       Joanne Meagher (Head of Operational People Services) presented the report and advised that the key performance indicators (KPIs) appendix covered an extra month, covering September to December 2017. All KPIs were now rated green apart from deferred benefits which was attributable to one case not being resolved within the target deadline. Joanne Meagher stated that she was satisfied with Surrey County Council’s (SCC) performance which continued to go in the right direction. In the case of BT’s performance, the Board was advised that BT had now taken on processing urgent leavers and early indications were this was working well, although this would continue to be monitored.  For other leavers, People Services were checking reports for accuracy before determining when this interface could go live. However, Joanne Meagher felt that BT’s performance was moving in the right direction overall and most KPIs were green.

 4.2      During discussions, Members commented that they were pleased with the progress made and thanked People Services for their efforts. In respect of the new payroll provider, Hampshire County Council (HCC), who were due to take over from BT later in the year, Members asked if their regulatory processes were similar to the City Council’s and would aligning these be straightforward. It was asked whether Members could see what processes and platforms HCC used for pension related matters, although it was acknowledged that some data may be confidential.

4.3       The Chairman asked whether the data BT was providing was now of better quality and had staffing improved. He also sought views as to whether HCC and SCC would be a good fit as a working relationship.

4.4       In reply to the issues raised by Members, Sarah Hay (Pensions and Payroll Adviser) advised that the main issue had been the quality of files produced by BT, however this had improved, whilst staff were also performing better as they gained more knowledge. In respect of HCC, Sarah Hay felt that they would work well with HCC. Joanne Meagher added that the local authority had extensive experience, employing around 70,000 people and also providing payroll services for Hampshire Police, Hampshire Fire Services and Oxfordshire County Council. The Board noted that People Services were due to visit HCC on 2 February to discuss arrangements. Joanne Meagher confirmed that a Risk Register would continue to be maintained and that the City Council would go through the same processes as HCC. The Board would have the opportunity to view these and any data that was publically available would be provided.

4.5       Members asked what steps were being taken in respect of membership of the Board, especially as some members were due to step down at the end of their three year appointments.

4.6       In reply, Sarah Hay advised that non-councillor members of the Board had been written to asking of their future intentions and in terms of replacing members who will be stepping down, pensioners and staff would be contacted in respect of filling vacancies in the next two months and the work of the Board would be promoted.

4.7       The Board welcomed the proposals in respect of Board membership and the importance of training and the induction for new members was emphasised. It was also suggested that a link to the Board be added on the website.

4.8       Phil Triggs (Tri-Borough Treasury and Pensions Director) advised that a date for the Pension Fund Annual General Meeting was to be confirmed shortly and he would liaise with the Chairmen of the Pension Fund Committee and the Board on this.