Agenda item

This report updates the Board on the Fund’s Communication Policy and presents the draft Implementation Plan for the Member Engagement Policy as discussed at the last meeting of the Board. 

The Board is invited to review the Implementation Plan and provide any further advice to the Pension Fund Committee.

The Board was provided with a report which set out the revised Communications Policy and the draft implementation plan for Member engagement. 

The Board was invited to note the revised Communications Policy agreed at the last Pension Fund Committee and review the draft implementation plan for the Member Engagement Plan developed by the Governance and Communications Team of the pension fund.

The Governance & Communications Manager and the Communications Manager for the Pension Fund introduced the report.

The Board was informed that a revised fund Communications Policy was approved at the last Pension Fund Committee on the 3 March 2023.  It was noted that further to the findings of the Member Engagement Review, which was presented to the last Board meeting, a draft implementation plan (Appendix A) had been developed.

The Board welcomed the report and thanked the officers for their work on the draft plan. The Board queried item 6 (Collaboration with Unions) on the draft plan. It was highlighted that the current plan stated discussions with one union representative.  It was felt that to improve coverage, discussions should also be held with the scheme member representative on the Pension Board.  The officers welcomed the suggestion and agreed to update the plan to reflect the change.

The Board noted the tasks within the plan and the deadline date (30 September).  The officers explained that these were initial fact-finding tasks, rather than implementing big changes.  The officers advised the Board that the first stages were to fact-finding and evaluate options and did not necessarily mean that all the tasks would be fully implemented by the 30 September.  The officers agreed to update the plan to make the task completion stages clearer.

The Board sought further information regarding item 2 (Website Improvement) and noted the offer of support to assist discussions with IT.  The officers noted that a key task had been to improve the interface and navigation.  The officers advised the Board that it was their hope to improve the current website, the alternative would be to create a new website and the officers would bring the item back to the Board for further discussion. 

The Board raised a question about item 12 (Run a member satisfaction survey).  The Board queried if it would be possible to gain members thoughts on how the pension fund is invested. The officers agreed to review the possibility of including investment questions in the members survey.  It was noted that the responsible investment officer would be invited to the next meeting.  Officers also agreed to keep the Board updated on progression of the engagement element of the Implementation plan.

The officers discussed item 3 (Board representatives contributing to the member newsletter) The officers explained to the Board that they felt members who represent the Board would have good ideas of what other members wanted to know and the issues which were of interest to the wider member group.

The Board:

1)  Noted the report and that the Committee had agreed the revised Communications Policy at the last Pension Fund Committee and

2)    reviewed the draft implementation plan for the Member Engagement Plan developed by the Governance and Communications Team of the fund.