Communications Policy Statement

February 2023

Introduction 

This is the Communications Policy Statement of the London Borough of Redbridge Pension Fund, (the Administering Authority).

The Fund liaises with 29 employers and over 20,000 scheme members in relation to the Local Government Pension Scheme. The delivery of the benefits involves communication with a number of other interested parties. This statement provides an overview of how we communicate and how we intend to measure whether our communications are successful. It is effective from 1 February 2023.

Any enquiries in relation to this Communications Policy Statement should be sent to
Maureen.jones@redbridge.gov.uk

London Borough of Redbridge
Pensions Administration
255 - 259 High Road
Ilford
Essex IG1 1NN
Email: pensionsLGPSadmin@redbridge.gov.uk
Tel: 0208 708 3236

 

This policy statement is required by the provisions of Regulation 61 of the Local Government Pension Scheme Regulations 2013 (as amended). The provision requires us to: 

“. . . prepare, maintain and publish a written statement setting out our policy concerning communications with:
(a) members
(b) representatives of members
(c) prospective members; and
(d) scheme employers. 

In addition, it specifies that the statement must set out our policy on:

(a) the provision of information and publicity about the Scheme to members, representatives of
members and Scheme employers
(b) the format, frequency, and method of distributing such information or publicity; and
(c) the promotion of the Scheme to prospective members and their employers.

 

We communicate with a variety of stakeholders. For the purposes of this communication policy statement, we are considering our communications with the following key groups:

  •  active members
  • deferred members
  • Pensioner members
  • prospective members
  • employing authorities (scheme employers and admission bodies)

    In addition there are a wide range of other stakeholders with whom we communicate on a regular basis, such as HM Revenue and Customs, the Department for Levelling Up Housing and Communities (DLUHC), the Pensions Regulator, Solicitors, the Pensions Advisory Service, Council officers, Member’s Dependents, Actuaries, Unions and other pension providers. This policy also covers how we communicate with this wider stakeholder group. 

How we communicate

We will strive to ‘e’-enable much of our correspondence with our members but also use more traditional methods where members do not have access to technology. We will encourage electronic communications, for example, by e-mail and will aim to respond by email. We will continue to obtain personal email addresses for this purpose.

We will ensure our website is keep up-to-date and signpost this to all our members whenever we communicate with them. 

Our pension team is responsible for dealing with queries from our customers. Any phone calls or visitors are then assigned to the relevant person within the section. The team can be contacted by emailing to: pensionsLGPSadmin@redbridge.gov.uk.


Accessibility

All our staff have received training on customer service, and we ensure that members receive a professional and polite service when dealing with us.

We recognise that individuals may have specific needs in relation to the format of our information or the language in which it is provided. Demand for alternative formats/languages is not high enough to allow us to prepare alternative format/language material automatically.

Active, Deferred and Pensioner Members

Our objectives with regard to communication with members are:

  •  The Local Government Scheme (LGPS) is to be used an incentive in the attraction and retention of all employees.
  •  All members are better informed about the benefits of the LGPS.
  •  Complaints are reduced, and to engage with, and inform all stakeholders.

Our objectives will be met by providing the following general communications; 

Method of communication Media frequency of issue Method of Distribution Audience Group (Active, Deferred)
Scheme booklet Website At major scheme changes   Active 
Newsletter Website Annually and after any scheme changes   Active
Pension Fund Report and Accounts Website Annually On Website All
Annual Benefit Statement Paper based By 31 August, each year Post to home address/via employers for active members. To home address for deferred members Active and Deferred
Factsheets On Website Continually available   Active and Deferred
Website Electronic Continually available Continually available All
Overview of the scheme Teams presentation or face-to-face As and when required by managers / employers   Active members 

 

On-line Scheme booklet - A booklet providing an overview of the LGPS, including who can join, how much it costs, the retirement and death benefits and how to increase the value of benefits.

Communicating with Employing Authorities

Our communications objectives with employers are to:

  • improve relationships
  • assist them in understanding costs/funding issues and understanding their obligations
  • work together to maintain accurate data
  • ensure smooth transfers of staff
  • ensure they understand the benefits of being an LGPS employer
  • assist them in making the most of the discretionary areas within the LGPS

Our objectives will be met by providing the following communications:

Method of communication Media Frequency of issue Method of Distribution
Pension Fund Report and Accounts Website Annually Electronically
Employer Communication Website / email As and when required but at least annually Electronically
Introduction meeting for New Employers Face-to-Face Within 2 months of signing the Admissions Agreement Invitation sent by Email
Service Level Agreement Electronic Document Monitored Quarterly for any Breaches By Email 

Explanation of communications


Employer Communication - to consult on the Funding Strategy Statement and Pension Administration Strategy

Pension Fund Report and Accounts - Provides a review of the administration of the Pension Scheme and details of the investments of the Pension Fund at the end of the financial year. This report also includes the Pension Fund’s Statement of Accounts, Investment Strategy Statement, Funding Strategy Statement, Governance Compliance Statement and Communications Policy Statement. This
is a detailed and lengthy document and is available to download from the Council’s website.

Induction Meeting - To take the new Employer through the scheme and ensure they are clear about roles and responsibilities.

 

Our communications objectives with senior managers are to:

  • ensure they are fully aware of developments within the LGPS
  • ensure that they understand costs/funding issues
  • promote the benefits of the scheme as a recruitment/retention tool

Our objectives will be met by providing the following communications:

Method of Communication Media Frequency of Issues Method of Distribution
Briefing papers that highlight key issues or developments relating to the LGPS and the Fund electronic As and when required Email, hard copy or presentation

 

Our communication objectives with union representatives are to:

  • ensure they are aware of the Pension Fund’s policy in relation to any decisions that need to be taken concerning the scheme
  • engage in discussions over the future of the scheme
  • provide opportunities to educate union representatives on the provisions of the scheme

Our objectives will be met by providing the following communications:

Method of Communication Media Frequency of issue Method of Distribution
JCC Meetings Face-to-Face As Required   

 

Our communications objectives with elected members/the Pensions Board are to:

  • ensure they are aware of their responsibilities in relation to the scheme
  • seek their approval to the development or amendment of discretionary policies, where required
  • seek their approval to formal responses to government consultation in relation to the administration of the scheme

Our objectives will be met by providing the following communications:

Method of Communication Media Frequency of issue Method of Distribution
Briefing papers Electronic As and when required Email
Scheme and investment updates/training sessions Paper based and electronic As and when required Email, hard copy report or presentation
Pension Fund Committee meetings Meeting Quarterly  
Pension Board meetings  Meeting Quarterly  
Annual Review of Pension Fund Committee Electronically Annually

Electronically

 

 

 

Explanation of communications

Briefing papers 

A briefing that highlights key issues and developments to the LGPS and the Fund.

Scheme and investment updates/training sessions 

A broad overview of the main provisions of the LGPS, and elected members responsibilities within it.

Pension Fund Committee meetings

A formal meeting of elected members, attended by senior managers, at which Members review the activities of the Fund including the performance of the Fund and its various Fund Managers. Members meet with the Fund Managers periodically to discuss the Fund Managers’ investment decisions and strategy.

Pension Board Meetings

The Public Service Pensions Act 2013 and the Public Service Pensions Act (Northern Ireland) 2014 require Pension Boards to be established for the public service pension schemes.


These are initially the schemes for civil servants, armed forces, health service workers, teachers, judiciary, police, firefighters and local government workers. In due course it may also include some public body schemes.

The role of each Board is to help ensure each scheme complies with governance and administration requirements. They may have additional duties, if scheme or other Regulations so specify.

Pension Boards need to have an equal number of employer representatives and member representatives. They may also have other types of members, such as independent experts. All pension board members have a duty to act in accordance with scheme regulations and other governing documents.

Scheme regulations (or scheme-specific guidance) may provide further detail on the scope

Pension Fund Report and Accounts – Provides a review of the  administration of the Pension Scheme and details of the investments of the Pension Fund at the end of the financial year. This report also includes the Pension Fund’s Statement of Accounts, Investment Strategy Statement, Funding Strategy Statement, Governance Compliance Statement and Communications Policy Statement. This is a detailed and lengthy document and is available to download from the Council’s website.

Our communications objectives with the Pension Administration Team are to:

  • ensure they are aware of changes and proposed changes to the scheme
  • provide on the job training to all team members as required
  • develop improvements to services, and changes to processes as required
  • agree and monitor service standards

 

Our objectives will be met by providing the following communications

Method of communication Media Frequency of issue Method of Distribution
Provision of direct training sessions Face-to-Face or on-line As and when required By arrangement
Team meetings Face-to-Face Minimum of 1 every 6 weeks By arrangement
Attendance at seminars to enhance knowledge on more specific issues Externally provided As and when advertised and appropriate By email, paper based

 

Our communications objectives with the Redbridge Community are to:

  • provide access to key information in relation to the management of the scheme
  • outline the management of the scheme

Our objectives will be met by providing the following communications:

Method of communication Media Frequency of issue Method of Distribution
Pension Fund Report and Accounts Redbridge website  Annually Electronically
Public Committee Papers Redbridge website As and when available Electronically

Explanation of communications

Pension Fund Report and Accounts 

Provides a review of the administration of the Pension Scheme and details of the investments of the Pension Fund at the end of the financial year. This report also includes the Pension Fund’s Statement of Accounts, Investment Strategy Statement, Funding Strategy Statement, Governance Compliance Statement and Communications Policy Statement. This is a detailed and lengthy document and is available to download from the Council’s website.

Committee Papers 

A formal document setting out relevant issues in respect of the LGPS, in many cases seeking specific decisions or directions from elected members.

Our communications objectives with other stakeholders/interested parties are to:

  • meet our obligations under various legislative requirements
  • ensure the proper administration of the scheme
  • deal with the resolution of pension disputes
  • administer the AVC scheme

Our objectives will be met by providing the following communications

Method of Communication Media Frequency of issue Method of Distribution Audience

Pension Fund valuation reports

  • R&A certificates
  • Revised R&A certificates Cessation valuations

 

 Electronic Every three years Via email DLUHC National Scheme Advisory Board Her Majesty's Revenue and Customs (HMRC) / all scheme employers  
Details of new employers entered into the fund Hard copy As new employers are entered into the Fund Post DLUHC
Formal resolution of pension disputes Hard copy or electronic As and when a dispute requires resolution Via email or post Scheme member or their representatives, the Pensions Advisory Service/ the Pensions Ombudsman
Completion of questionnaires and or surveys Electronic or hard copy As and when required Via email or post DLUHC / HMRC /the Pensions Regulator / Office of National Statistics

Explanation of communications

Pension Fund Valuation Reports 

A report issued every three years by the Fund’s actuary setting out the estimated assets and liabilities of the Fund as a whole, as well as setting out individual employer contribution rates for a three-year period commencing one year from the valuation date.

Details of new employers 

A legal requirement to notify DLUHC of the name and type of employer entered into the Fund (e.g. following the admission of third-party service providers into the scheme).

 

Levels of performance and measurements 

To measure the success of our communications with active, deferred and pensioner members, we will monitor the following areas of performance. 

Audience Communication Statutory delivery period Target audience
New Member Sending out confirmation
that they have been
admitted to the pension
scheme		   Within 20 working days of
the end of the month the
employee joined or the
date of notification by the
Employer, whichever is the
late
Active and Deferred
members.		 Annual Benefit Statements By 31 August each year Annually in accordance
with legislation.
Active and deferred
members retiring		 Issue of retirement benefits Within two months of
retirement		 Within 30 days of the
member having retired
from the scheme or
notification by the
Employer and receipt of the
appropriate forms from the
Member, whichever is the
later.
Active and deferred
members retiring		 Sending out a statutory
notification following a
change to pensionable
status		   Within 20 Working Days
of the end of the month
in which the change takes
effect or notification by the
Employer, whichever is the
later.

Reporting Performance Information
Details of our performance will be reported to our Human Resources Service Management Team and the Local Pensions Board regularly throughout the year.

Review process 

This communication Policy will be reviewed to ensure it meets audience needs and regulatory requirements every two years. A current version of the policy will always be available on our website. 

 

 

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