Secretariat and Governance

We work closely with trustees to ensure that our secretarial services add as much value as possible. With trustee meetings, our aim is to free up as much meeting time as possible for valuable discussion and decision making, rather than basic monitoring.  This entails:

• Liaising with the chair of the trustee and advisers to agree agendas
• Preparing and issue of trustee meeting packs 
• Attending trustee meetings and drafting minutes
• Maintaining a formal minute book and library of scheme documents
• Ensuring actions are implemented in accordance with the scheme’s Trust Deed and Rules, relevant legislation and the Pensions Regulator’s Codes of Practice
• Commissioning advice and updates from advisers and third-party service providers 
• Managing action points

Every scheme should have confidence that its needs will be met. And at a fair price. That’s why at Quantum we believe that good governance and the achievement of good member outcomes need not cost the earth. Our experienced consultants will take the time to listen to what you really need and use this to deliver high quality, relevant advice that best serves the interests of you and your members, including: 

• Ensuring compliance with the requirements of the General Code of Practice 
• Coordination of the scheme’s annual audit
• Coordination the scheme’s trustee appointment processes (includes Member Nominated Trustees)
• Maintain and update scheme business plan, risk register and register of conflicts of interest as required
• Draft and maintain an Internal Dispute Resolution Procedure (IDRP)
• Coordinate adviser review exercises (as appropriate)
• Support the trustees in consultation and communications with sponsoring company as required
• Communicate with individual members on specific non-routine matters.

We provide general and scheme-specific trustee training and consultancy through modular training courses. Our generic one-day courses provide a solid grounding in trust and pension law, investment and funding principles, and how to be an effective trustee. Our scheme-specific training offers a tailored package, depending on your needs. Both types of training are suitable for new trustees and experienced trustees alike. We can also support the induction of new trustees.

We also offer training to trustees on cyber security, both at a scheme level and a personal level. This includes cyber security warfare simulations (where we simulate a trustee board response if a breach occurs). 

QView is a multi-functional, web-based portal that provides trustees with a secure and easy way to access details about their pension schemes. It offers complete visibility and provides real-time information to trustees on the administration status of their schemes, including membership details, service level data and workflow updates, and it also acts a repository for scheme documentation and trustee meeting packs.