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Responsibilities of the Local Board Secretary

Public Safety Personnel Retirement System Corrections Officer Retirement Plan Elected Officials Retirement Plan. Responsibilities of the Local Board Secretary. Objectives. Discuss who the Local Board Secretary is Advise on why a Local Board Secretary is necessary

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Responsibilities of the Local Board Secretary

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  1. Public Safety Personnel Retirement SystemCorrections Officer Retirement PlanElected Officials Retirement Plan Responsibilities of the Local Board Secretary Responsibilities of the Local Board Secretary

  2. Objectives • 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 Responsibilities of the Local Board Secretary

  3. Who is the Local Board Secretary? Responsibilities of the Local Board Secretary Definition per Arizona State Statutes Need for the Local Board Secretary

  4. 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. Responsibilities of the Local Board Secretary

  5. 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. Responsibilities of the Local Board Secretary

  6. What does the Local Board Secretary do? Responsibilities of the Local Board Secretary Duties overview Best practices

  7. Duties Overview • Completesand 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. Responsibilities of the Local Board Secretary

  8. 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 Responsibilities of the Local Board Secretary

  9. 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 Responsibilities of the Local Board Secretary

  10. 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 Responsibilities of the Local Board Secretary

  11. 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 Responsibilities of the Local Board Secretary

  12. 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. Responsibilities of the Local Board Secretary

  13. 1. Open for Questions Responsibilities of the Local Board Secretary

  14. 1. Regarding pre-existing conditions… Some of the medical conditions are not employment-related. Do they need to be noted? (i.e., acne) Open for Questions Responsibilities of the Local Board Secretary

  15. 2. How closely tied are your board secretaries and your payroll staff for small areas? Open for Questions Responsibilities of the Local Board Secretary

  16. 3. How does HIPAA affect what we can know about employees’ pre-existing conditions? Open for Questions Responsibilities of the Local Board Secretary

  17. 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? Open for Questions Responsibilities of the Local Board Secretary

  18. 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? Open for Questions Responsibilities of the Local Board Secretary

  19. 6. Is there an option for the Refund process in the Table of Contents that you can go over? Open for Questions Responsibilities of the Local Board Secretary

  20. 7. Can you do DROP calculations using the spreadsheet? Open for Questions Responsibilities of the Local Board Secretary

  21. 8. Can board members sign up for the Local Board Portal also? Open for Questions Responsibilities of the Local Board Secretary

  22. 9. I have a hard time choosing the start and end dates for the high 3 year estimate. Open for Questions Responsibilities of the Local Board Secretary

  23. 10. If the employer high 3 year is off a little, does it need to be changed to the high 3 year by PSPRS? Open for Questions Responsibilities of the Local Board Secretary

  24. 11. Will there ever be a time when survivors will never get any benefits after a member’s death? Open for Questions Responsibilities of the Local Board Secretary

  25. 12. What if the member isn’t married, but has dependent children? Open for Questions Responsibilities of the Local Board Secretary

  26. 13. Can we send the retirement estimates that we come up with to PSPRS staff for confirmation before the member retires? Open for Questions Responsibilities of the Local Board Secretary

  27. 14. After a refund packet is completed, will the employee only receive his portion or both employee and employer portion? Open for Questions Responsibilities of the Local Board Secretary

  28. 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? Open for Questions Responsibilities of the Local Board Secretary

  29. 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? Open for Questions Responsibilities of the Local Board Secretary

  30. 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. Open for Questions Responsibilities of the Local Board Secretary

  31. 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? Open for Questions Responsibilities of the Local Board Secretary

  32. 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? Open for Questions Responsibilities of the Local Board Secretary

  33. 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? Open for Questions Responsibilities of the Local Board Secretary

  34. 21. Which specific documents needs to be sent via Certified Mail to PSPRS, or is it all of them? Open for Questions Responsibilities of the Local Board Secretary

  35. 22. Who is responsible for filling out the form for transferring time between agencies? The member or the local board secretary? Open for Questions Responsibilities of the Local Board Secretary

  36. 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? Open for Questions Responsibilities of the Local Board Secretary

  37. 24. Can you review the local board makeup – who is appointed, who is elected, etc. (Chairman, civilians, employees)? Does the Sheriff appoint any members? Open for Questions Responsibilities of the Local Board Secretary

  38. 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. Open for Questions Responsibilities of the Local Board Secretary

  39. 26. On keeping records, should prior secretaries be passing on previous files? How far back should they be kept? Open for Questions Responsibilities of the Local Board Secretary

  40. Best Practices Responsibilities of the Local Board Secretary How to establish consistency and efficiency

  41. Best Practices • Create templates for correspondence and frequently needed documents • Pre-existing notices • Disability retirement decisions • Local Board meeting notices and minutes • Agendas Responsibilities of the Local Board Secretary

  42. Best Practices • Set reminders for paperwork due dates • Complete retirement packets: Received by PSPRS on the tenth of the month Responsibilities of the Local Board Secretary

  43. Best Practices • Create retention procedures for Local Board documents. • Meeting Minutes • Member files (active/inactive) Responsibilities of the Local Board Secretary

  44. Best Practices • Sign up for the Local Board Portal! Responsibilities of the Local Board Secretary

  45. Best Practices • Ask other Local Boards for tips that have helped them! Responsibilities of the Local Board Secretary

  46. Tools and Resources Responsibilities of the Local Board Secretary To assist local boards and their members

  47. Tools and Resources • The Local Board Training section of the PSPRS website • FAQs • Training schedule • Local Board Newsletter • Videos of past trainings Responsibilities of the Local Board Secretary

  48. Tools and Resources • Tools to help process retirement applications • Retirement Manuals • Prior to 1/1/2012 • On or after 1/1/2012 • Retirement Spreadsheets • PSPRS • CORP Responsibilities of the Local Board Secretary

  49. Tools and Resources • Resources for your members • Member Handbooks • PSPRS • CORP • Members Only site • PSPRS Public YouTubepage • PSPRS Facebook page Responsibilities of the Local Board Secretary

  50. Open for Questions Responsibilities of the Local Board Secretary

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