P UBLIC S AFETY P ERSONNEL R ETIREMENT S YSTEM C ORRECTIONS O FFICER R ETIREMENT P LAN E LECTED O...

transcript

PUBLIC SAFETY PERSONNEL RETIREMENT SYSTEMCORRECTIONS OFFICER RETIREMENT PLANELECTED OFFICIALS RETIREMENT PLAN

Responsibilities of the Local Board Secretary

ilities o

OBJECTIVES

9/3/2014 2Responsibilities of the Local Board Secretary

Discuss who the Local Board Secretary is

Advise on why a Local Board Secretary is

necessary

Explain the Duties and Responsibilities of the

Local Board Secretary Discuss some best practices when it comes to the

role of Local Board Secretary

WHO IS THE LOCAL BOARD SECRETARY?

• Definition per Arizona State Statutes• Need for the Local Board Secretary

ilities o

WHO IS THE LOCAL BOARD SECRETARY? State statute establishes the role of local board

secretary. ARS 38-847(M)The local board shall adopt such bylaws as it deems desirable. The local board shall elect a secretary who may, but need not, be a member of the local board. The secretary of the local board shall keep a record and prepare minutes of all meetings in compliance with chapter 3, article 3.1 of this title and forward the minutes and all necessary communications to the board of trustees as prescribed by subsection G of this section.

WHY IS THE LOCAL BOARD SECRETARY NEEDED?

The administration of the system and the

responsibility for making the provisions of the

system effective for each employer are vested in

the local board.

(ARS 38-847)

The Local Board Secretary is responsible for

ensuring the actions and decisions of the local

board are carried out accordingly. All administrative tasks associated with these

responsibilities usually are completed by the Local

Board Secretary.

WHAT DOES THE LOCAL BOARD SECRETARY DO?

• Duties overview• Best practices

ilities o

DUTIES OVERVIEW Completes and submits retirement paperwork for

all benefits• Acts as the liaison between the System and

the Local Board• Assists Local Board with communications to

their members regarding system related issues.

• Responsible for preparing and keeping record of all meeting minutes.

• Assist members with system benefit related questions.

RETIREMENT PAPERWORK Ensures accuracy of all paperwork submitted to

the System• Any active member forms that require local

board action.• Benefit paperwork

– Normal – Disability – Survivor– Guardian– Death – DROP

STAYING CONNECTED TO THE SYSTEM

Most interactions between the System (PSPRS,

CORP) and the Employer are handled by the Local

Board Secretary

• Member Eligibility

• Questions on credited service or transfer for

members

• Questions on calculated benefits

• Issues with completed member benefit

paperwork

COMMUNICATING WITH MEMBERS

Traditionally, the Local Board Secretary is

responsible for communicating on behalf of the

local board to its members.

• Meeting notices

• Annual member statements

• Statute changes that affect the plan

• Local Board decisions

• Local Board elections

LOCAL BOARD MEETINGS

In conjunction with the local board, develop the

agenda for local board meetings Ensure that meeting notices are posted in

accordance with open meeting laws Understand the application of open meeting laws

to local board meetings Record and prepare meeting minutes

ASSISTING MEMBERS

Most members look to their local board to answer

questions regarding the System

• Service purchases

• Calculating retirement estimates

• Benefit options

– DROP

– Normal retirement

– Disability

These inquiries are usually handled by the Local Board Secretary.

Click icon to add picture

9/3/2014 Responsibilities of the Local Board Secretary

1. Regarding pre-existing conditions…

Some of the medical conditions are

not employment-related. Do they

need to be noted? (i.e., acne)

2. How closely tied are your board

secretaries and your payroll staff for

small areas?

3. How does HIPAA affect what we can

know about employees’ pre-existing

conditions?

4. If the department is looking at an

individual to hire who has pre-

existing condition that could result in

medical retirement, does the local

board vote on accepting the

individual as a member of PSPRS

and can the local board make that

decision?

5. In the case of a sudden death in my

department, as the board secretary,

how do I help the family get started

for benefits – or does the family

have to initiate the benefit process?

6. Is there an option for the Refund

process in the Table of Contents

that you can go over?

7. Can you do DROP calculations

using the spreadsheet?

8. Can board members sign up for the

Local Board Portal also?

9. I have a hard time choosing the

start and end dates for the high 3

year estimate.

10. If the employer high 3 year is off a

little, does it need to be changed

to the high 3 year by PSPRS?

11. Will there ever be a time when

survivors will never get any

benefits after a member’s death?

12. What if the member isn’t married,

but has dependent children?

13. Can we send the retirement

estimates that we come up with to

PSPRS staff for confirmation

before the member retires?

14. After a refund packet is

completed, will the employee only

receive his portion or both

employee and employer portion?

15. If PSPRS finds an error in the

retirement paperwork that would

change the retirement amount, will

the board need to meet again to

approve the new retirement

amount?

16. Regarding the question on the

deceased member: If the member

was retired at the time of death,

would the beneficiaries still be

entitled to any benefits?

17. Please go over which form(s) are

needed to be included with the

agenda packet for the local board

members to review with their

packet for consideration at their

meeting.

18. What about prior years of service

with different agencies? Can

PSPRS confirm dates so we don’t

just go off what the employee says

when filling out the spreadsheet?

19. Since we are completing the retirement input sheet well in advance of the retirement date, how do we determine the final contribution amount needed for the input sheet for an employee who has variable hours? If we don’t know the hours the employee will work in that future pay period, what should we put in that field?

20. Usually, we have a meeting after

the paperwork has been

submitted, but the paperwork

requires the meeting date. Is this

just something we submit or

amend later? Or should we be

meeting and voting prior to

submitting the paperwork?

21. Which specific documents needs

to be sent via Certified Mail to

PSPRS, or is it all of them?

22. Who is responsible for filling out

the form for transferring time

between agencies? The member

or the local board secretary?

23. If an employee worked as a law

enforcement office and has money

in the fund from the previous

employer and now is in CORP

under current employer, can

he/she transfer CORP to PSPRS

as they are looking to retire?

24. Can you review the local board

makeup – who is appointed, who

is elected, etc. (Chairman,

civilians, employees)? Does the

Sheriff appoint any members?

25. Is there a way for PSPRS to provide a list of all secretaries’ contact information to share for each local board secretary only? It would be helpful to communicate such as conducting survey for police and fire local boards to determine how many local boards choose to wait until the officer completed the academy before approving enrollment to PSPRS.

26. On keeping records, should prior

secretaries be passing on

previous files? How far back

should they be kept?

BEST PRACTICES

• How to establish consistency and efficiency

ilities o

BEST PRACTICES Create templates for correspondence and

frequently needed documents• Pre-existing notices• Disability retirement decisions• Local Board meeting notices

and minutes• Agendas

BEST PRACTICES Set reminders for paperwork due dates

• Complete retirement packets: Received by PSPRS on the tenth of the month

BEST PRACTICES Create retention procedures for Local Board

documents.• Meeting Minutes• Member files (active/inactive)

BEST PRACTICES Sign up for the Local Board Portal!

BEST PRACTICES Ask other Local Boards for tips that have helped

TOOLS AND RESOURCES

• To assist local boards and their members

ilities o

TOOLS AND RESOURCES

The Local Board Training section of the PSPRS

website

Training schedule

Local Board Newsletter

Videos of past trainings

TOOLS AND RESOURCES

Tools to help process retirement applications

Retirement Manuals

Prior to 1/1/2012

On or after 1/1/2012

Retirement Spreadsheets

TOOLS AND RESOURCES

Resources for your members

Member Handbooks

Members Only site

PSPRS Public YouTube page

PSPRS Facebook page

9/3/2014

Local Board Training Department Don Mineer, Training Specialist

don@psprs.com Robert Ortega, Training Coordinator

rortega@psprs.com

Active Members Department LaDawn Toger, Active Members

Managerladawn@psprs.com

Retired Members and Insurance Department Bonnie Brown, Retired Members and

Insurance Managerbonnie@psprs.com

9/3/2014

THANK YOU FOR ATTENDING!

ilities o

P UBLIC S AFETY P ERSONNEL R ETIREMENT S YSTEM C ORRECTIONS O FFICER R ETIREMENT P LAN E LECTED O...

Documents