Secretariat and Governance

We work closely with trustees so that our secretarial services add value. By clearly identifying what should have, and has been done, more meeting time is available for valuable discussion and decision making, rather than basic monitoring. This entails

• Liaising with the chair of the trustee and advisers to agree meeting agendas
• Preparing and issue of trustee meeting packs (hard copy or electronic)
• 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
• Preparing and circulating of trustee meeting papers
• Commissioning advice and updates from advisers and third-party service providers as directed by the trustees
• Managing trustee meeting action points.

At Quantum we believe that good governance and the achievement of good member outcomes need not cost the earth. Our experienced consultants are passionate about pensions and will take the time to understand your specific circumstances and use this to deliver high quality, relevant and advice that will benefit you and your members.

• Co-ordinate the Scheme’s annual audit
• Co-ordinate the Scheme’s Trustee appointment processes (includes Member Nominated Trustees)
• Working from existing Scheme documentation, maintain and update as required: Scheme Business Plan; Scheme Risk Register; Register of Conflicts of Interest
• Internal Dispute Resolution Procedure (IDRP)
• Co-ordinate 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.

• Induction of new trustees
• Cyber security training; We offer training to trustees on cyber security, both at a scheme level and a personal level and can also run cyber security warfare simulations (where you simulate what a trustee board would do if a breach occurs) and would be more than happy to discuss this with you. 

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, SLA data and workflow updates, and it also acts a repository for scheme documentation and trustee meeting packs. Unlike other industry leading governance platforms, we provide QView to all of our clients as a matter of course. In 2021, we introduced enhancements to the platform to combat the ever-growing threat of cyber-crime, including two-factor authentication to provide an additional layer of security.