Responsibilities of the Local Board Secretary
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PUBLIC SAFETY PERSONNEL RETIREMENT SYSTEMCORRECTIONS OFFICER RETIREMENT PLANELECTED OFFICIALS RETIREMENT PLAN
Responsibilities of the Local Board Secretary
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OBJECTIVES
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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
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WHO IS THE LOCAL BOARD SECRETARY?
• Definition per Arizona State Statutes• Need for the Local Board Secretary
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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.
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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.
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WHAT DOES THE LOCAL BOARD SECRETARY DO?
• Duties overview• Best practices
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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.
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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
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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
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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
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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
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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.
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1.
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1. Regarding pre-existing conditions…
Some of the medical conditions are
not employment-related. Do they
need to be noted? (i.e., acne)
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2. How closely tied are your board
secretaries and your payroll staff for
small areas?
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3. How does HIPAA affect what we can
know about employees’ pre-existing
conditions?
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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?
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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?
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6. Is there an option for the Refund
process in the Table of Contents
that you can go over?
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7. Can you do DROP calculations
using the spreadsheet?
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8. Can board members sign up for the
Local Board Portal also?
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9. I have a hard time choosing the
start and end dates for the high 3
year estimate.
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10. If the employer high 3 year is off a
little, does it need to be changed
to the high 3 year by PSPRS?
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11. Will there ever be a time when
survivors will never get any
benefits after a member’s death?
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12. What if the member isn’t married,
but has dependent children?
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13. Can we send the retirement
estimates that we come up with to
PSPRS staff for confirmation
before the member retires?
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14. After a refund packet is
completed, will the employee only
receive his portion or both
employee and employer portion?
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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?
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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?
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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.
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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?
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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?
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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?
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21. Which specific documents needs
to be sent via Certified Mail to
PSPRS, or is it all of them?
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22. Who is responsible for filling out
the form for transferring time
between agencies? The member
or the local board secretary?
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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?
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24. Can you review the local board
makeup – who is appointed, who
is elected, etc. (Chairman,
civilians, employees)? Does the
Sheriff appoint any members?
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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.
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26. On keeping records, should prior
secretaries be passing on
previous files? How far back
should they be kept?
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BEST PRACTICES
• How to establish consistency and efficiency
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BEST PRACTICES Create templates for correspondence and
frequently needed documents• Pre-existing notices• Disability retirement decisions• Local Board meeting notices
and minutes• Agendas
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BEST PRACTICES Set reminders for paperwork due dates
• Complete retirement packets: Received by PSPRS on the tenth of the month
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BEST PRACTICES Create retention procedures for Local Board
documents.• Meeting Minutes• Member files (active/inactive)
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BEST PRACTICES Sign up for the Local Board Portal!
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BEST PRACTICES Ask other Local Boards for tips that have helped
them!
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TOOLS AND RESOURCES
• To assist local boards and their members
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TOOLS AND RESOURCES
The Local Board Training section of the PSPRS
website
FAQs
Training schedule
Local Board Newsletter
Videos of past trainings
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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
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TOOLS AND RESOURCES
Resources for your members
Member Handbooks
PSPRS
CORP
Members Only site
PSPRS Public YouTube page
PSPRS Facebook page
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CO
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Local Board Training Department Don Mineer, Training Specialist
[email protected] Robert Ortega, Training Coordinator
Active Members Department LaDawn Toger, Active Members
Retired Members and Insurance Department Bonnie Brown, Retired Members and
Insurance [email protected]
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THANK YOU FOR ATTENDING!
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