Agenda item

1.            Ms B Cheatle introduced the report and set out key challenges in the current workload, as follows:-

a)    pensions staff were dealing with a large volume of correspondence as pensions issues currently had a high profile and scheme members would email in concerns and questions and expect a quick response;

b)    the statutory deadline of the end of August for issuing annual benefit illustrations meant that the work undertaken to produce these had to be undertaken during the months April to July, with 50% of the staff being taken from normal pensions work to deal with this, which in turn had an impact on that work.  New technology i-Connect would mean that data would be received on a monthly rather than annual basis and hence would spread the preparation work over the year.   It would also support the introduction of the scheme members’ self-service pension enquiries facility which was planned during 2018; and

c)    the appointment of four new KR4 pensions support officers would help to clear the current backlog of work.  Mr Wood added that the performance figures presented in Appendix 2 to the report were lower than desired but reflected the true picture of the backlog of work.

2.         Ms Cheatle responded to comments and questions from Members, including the following;

a)    asked if the workload could be eased by inviting back experienced, retired pensions staff, temporarily, Ms Cheatle explained that most people who had left the service had not retired but had chosen to leave due to the complexity of the pensions scheme and the heavy workload. Mr Wood added that the four additional staff were in addition to the eight vacancies that the section currently had;

b)    asked if the present computer system could generate benefits illustrations automatically, Ms Cheatle explained that a programme for this was currently available but using it to calculate and prepare illustrations took much time and data input;

c)    the importance of being able to achieve a good quality of outcome for scheme members was emphasised and plans to build resilience into the pensions team by increasing the staff and introducing the new computer system were welcomed. Ms Cheatle explained that pensions staff had recently visited another local authority which had used i.Connect for a while and had found it very efficient. Kent employers had supported its introduction as it spread the workload and increased efficiency.  If its acquisition were agreed by the Committee, the new i.Connect system could start to be introduced early in 2018, while the staff issues would take a little longer to resolve; and

d)    asked if there were any opportunities for apprenticeships among the planned staff appointments, Ms Cheatle undertook to look into this.

3.         The Chairman thanked Ms Cheatle for making the Committee aware of the challenges currently faced by the pensions team.

4.         RESOLVED that:-

a)    the information set out in the report and given in response to comments and questions from Members be noted; and

b)    the additional funding for the purchase of i.Connect and the extra staff resource of four pensions support officers be agreed.