The Warwickshire Fire and Rescue Local Pension Board of the Firefighters' Pension Scheme met on Monday 29 September 2025 to discuss updates on pension administration, governance, and risk management. The meeting's agenda included a review of the Fire Pension Administration Update, a Governance and Policy Update, and a Risk Review.

Fire Pension Administration Update

The report scheduled for discussion provided an update on the administration of the Firefighters' Pension Schemes, with West Yorkshire Pension Fund (WYPF) acting as the administrator since April 2022. The report highlighted that WYPF had achieved 100% in most Key Performance Indicators (KPIs), with exceptions in Pension Estimate processing times due to high volumes and Death in Retirement due to team workload.

A significant portion of the update concerned the Second Retained Exercise, which allows Retained Firefighters to buy back pension service in the 2006 scheme. Warwickshire Fire and Rescue Authority identified 144 individuals in scope, with 92 expressing interest. The report indicated that pensioner cases were being processed first, followed by deferred and then active firefighter cases. A government consultation was underway regarding an extension to the project deadline, which was initially April 2025 but was expected to be extended to April 2026.

The Age Discrimination Remedy was also a key topic. Active and deferred members were receiving their Annual Benefit Statements (ABS) and remedial service statements (RSS). The report noted that 68% of active members had received their information by July 2025, with statements for deferred members expected in September and October 2025. Blockages to issuing statements included software issues, missing data, and regulatory clarity. Pensioners affected by the remedy were being processed manually, with testing underway for bulk calculations.

Governance and Policy Update

This agenda item was scheduled to cover governance issues and policy updates affecting the firefighter pension schemes. A key focus was the new Pension Regulator Code of Practice, for which the Fund was using an analysis tool to assess compliance. External auditors AON were due to meet with Warwickshire Pension Fund officers to discuss this. The report also mentioned the completion of a review of local government pension schemes and the development of an action plan.

Updates on the Age Discrimination Remedy included the availability of the Government Actuary Department (GAD) tax and contributions calculator, version 3, which allows conversions between the Fire 2006 Standard and 2006 Special schemes. A working group led by MHCLG was addressing guidance and processes for contingent decisions for opted-out members.

The Pension Dashboards Programme (PDP) was progressing, with hundreds of pension providers and schemes connecting to the ecosystem. The connection date for firefighter pension schemes remained 31 October 2025.

Information on Pension Board Training was provided, with upcoming in-person and virtual sessions organised by the Local Government Association (LGA). Refresher training was also available. Representatives from Warwickshire were scheduled to attend the Firefighters' Pensions Conference (AGM) in September 2025, where updates from MHCLG, GAD, and the Pensions Dashboard Programme were expected.

The report also noted updated regulations defining neonatal care leave and pay in child-related leave, and ongoing work on connecting to the pensions dashboard.

Risk Review

The risk register, maintained by the Pensions Administration Service, was scheduled for review. Risks were identified and allocated to either Warwickshire County Council as the Scheme Manager or WYPF as the third-party administrator.

The report indicated that the residual risk score for the likelihood of inability to meet demand had been updated from 3 to 4, reflecting the challenges in meeting deadlines for the age discrimination remedy. This remained an amber risk, with cybersecurity identified as the only red risk. The report also noted a reduction in the residual risk score for Pandemic (Administration and People related) from three to two, reflecting a belief that while a pandemic event might occur, its likelihood was now considered less probable. Other minor changes to the risk register were noted, relating to risk identification or controls, but not affecting the overall risk scores.

The report detailed several identified risks, including:

• Pandemic (Administration and People Related): This risk was assessed with a residual score of 6, with existing controls including flexible working policies and health and safety protocols.
• Inability to meet demand for activity: This risk had a residual score of 12, with controls such as succession planning and KPI monitoring.
• Lack of capacity or competence to act as intelligent client and effective Scheme Manager: This risk had a residual score of 6, with controls including maintaining strong working relations with the provider and attending national meetings.
• Business interruption: This risk had a residual score of 6, with controls including maintaining close links with advisers and implementing a cyber security policy.
• Cyber security: This risk had a residual score of 12, with controls including a bespoke scheme cyber security policy and staff training.
• Data Quality: This risk had a residual score of 6, with controls including staff training and performance monitoring.
• Fraud or corruption: This risk had a residual score of 6, with controls including periodic independent internal audit reviews and staff training.
• Governance Failure: This risk had a residual score of 6, with controls including a schedule for policy documents and quarterly risk monitoring.
• Dashboard readiness: This risk had a residual score of 6, with controls including the purchase of necessary software and monthly updates from WYPF.
• 2nd modified exercise: This risk had a residual score of 9, with controls including the establishment of a project team and communication with retained staff.

Forward Plan

The Forward Plan was presented to outline items for future Board meetings and training for members. The plan included scheduled discussions on monthly administration reports, governance and regulatory updates, risk monitoring, and policy reviews for upcoming quarters. Members were encouraged to complete The Pensions Regulator's toolkit training, and a training log for Board members was being maintained.

The meeting also included standard agenda items such as apologies, disclosures of interest, and the confirmation of public minutes from the previous meeting. Reports containing exempt or confidential information were scheduled to be considered in private session.