Statement of policy concerning communications with members and employing authorities.

Effective communication between the Isle of Wight Council, the scheme members, and the employers within the fund is essential to the proper management of the LGPS on a transparent and accountable basis.
This document sets out a policy framework within which the Council will communicate with:-
Members of the scheme
Representatives of members
Employing bodies and
Prospective members
It identifies the format, frequency and method of distributing information and publicity. It also outlines the processes for promoting the scheme to prospective members and employing bodies.

Points of Contacts:
Administration Team for day-to-day contact and visits. Although the Pensions Office operate an open door policy for visitors pre booked appointments are preferable.
Ad hoc briefings and workshops
Internet/Intranet
A pensions page is maintained on the Council’s Website which provides :-
Guides to the LGPS including Pension Sharing on Divorce, Increasing Pension Benefits and the Appeals Process
Policy Statements on the use of the Council’s Discretionary Powers, Investment Principles, the Financial Strategy Statement, the Governance Policy and the Communications Strategy will be included when the final draft is approved
Annual Reports and Pensions Bulletins
Contact List for Pensions Team
Links to other useful sites including the Local Government Pensions Committee (LGPC) the ODPM and the on-line scheme regulations.
The information held on the pensions page will be reviewed and updated on a regular basis.

Levels of Communication:
General day to day administration of the scheme
Monthly payslips (if required) to Pensioner Members
Statutory notices and statements e.g. individual notices regarding entry to the scheme or hours changes and Annual Benefits Statements
Formal notice of significant proposals to change the scheme
Medium of communication
Telephone and e-mail
Hard copy dispatches
Annual General Meeting for all employing bodies
Workshops/ Employee Briefings
Face to face meetings

General policy is to issues statutory notifications and statements within the prescribed limits and to respond to written enquiries within 10 working days.
An Annual Report on the Fund is published annually prior to the Pension Fund Annual General Meeting.
Pension Bulletins on items of significance are issued as the need arises.
Pensioners are notified each April of the pensions increase award

A representative sits on the Investment Panel in a non-voting capacity
Employee representatives are invited to the Annual General Meeting

Invitation to the Annual General Meeting
Consultation on changes to the Funding Strategy Statement
Notification of changes or proposed changes to scheme conditions
Consultation on actuarial valuation prospects and options
Website to include investment performance information as soon as resources permit
Advice on statutory framework.

All new starters receive information about the scheme and how to join.

This policy statement will be kept under review and your views are welcome. Please write to the Pensions Manager with any suggestions that you have to improve our communication with you as a scheme member.
Some members were selected at random to comment on the draft document. Thank you to all who responded.