Roles and Responsibilities of the secretariat

  • Circulate papers in advance of meetings.
  • Arrange board meetings for the Scheme’s calendar year, with agreement of the Chair and the other board members.
  • Arrange any additional board meetings, if and when required.
  • Prepare draft agenda and cross reference with the Scheme’s annual activities (e.g. Resource Accounts, Forecasts, Audit Reports), as appropriate.
  • Distribute the agenda and papers to the board members in good time for proper consideration prior to a meeting.
  • Ensure that the board receives regular reports [via service providers or sub-committees] that enable them to assess all aspects of the fund’s operations.
  • Draft the minutes of the meeting, agree with the Chairman and distribute to board members in a timely manner.
  • Ensure that decisions, particularly those taken between meetings, are properly recorded and referred to in the subsequent meetings.
  • Ensure that the board is properly constituted at all times.
  • Maintain a register of interests.
  • ID in advance agenda items that may raise conflict of interest for some members, and put in place mitigating actions to avoid conflicts of interest materialising.
    • Capture and record all decisions on managing potential conflicts of interests.
  • Keep safely the original signed minutes with other relevant papers in secure facilities as determined by the board.
    • The records of pension board meetings and decisions must be kept indefinitely.
  • Ensure that actions arising from board meetings are logged, attributed and monitored.
  • Ensure there is a procedure in place for receiving, checking and onwards transmitting / querying all PB member expense claims.
  • Maintain a list of documents that the PB members must be conversant with to carry out their role.
    • Ensure that board members have access to this list.
    • Ensure that the board has copies of appropriate professional advice and sufficient information to make properly informed decisions.
  • Establish and manage the training / knowledge management framework.
  • Arrange pre-appointment training for PB members, including mentoring sessions with existing PB members, and establish a Training Needs Analysis for each PB member.
  • Maintain a record of the training undertaken by individual PB members.
  • Be satisfied that PB members are aware of their responsibility for reporting breaches and the legal requirements and TPR guidance relating to reporting breaches.
  • Ensure that any complaints are properly handled.
  • Ensure that any significant events relating to the Scheme are reported to the relevant authority in accordance with legislative/regulatory requirements.
  • On behalf of the board, ensure that any necessary returns are forwarded to relevant authority.
  • Reimburse Board Member expenses in line with current policy.

Last Updated: 16/03/2021 09:44

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