HomeMy WebLinkAbout41 Death Audit Information Process TAB 41
DEATH AUDIT
INFORMATION REVIEW
PROCESS
CITY OF LANSING
POLICEMEN'S AND FIREMEN'S RETIREMENT SYSTEM BOARD OF TRUSTEES
DEATH AUDIT INFORMATION REVIEW PROCESS
I. Purpose.
The Lansing Police and Fire Retirement System Board of Trustees (the "Board") establishes the
following policy to provide a procedure for the review, dissemination and retention of death
audit information received from Pension Benefit Information ("PBI"), or any successor
organization under contract with the Board to provide similar services.
II. Policy.
When death audit information is received by the Retirement Analyst, the information will be
processed in the following manner:
1. The Retirement Analyst shall add the name of any reported deceased, his or her
retirement date and status, his or her date of death, and selected beneficiary information,
to the Board's next regular meeting agenda as part of the Secretary's Report.
2. The Retirement Analyst shall bring printed copies of corresponding death audit
information to the Board's next regular meeting. Such documents shall be kept
confidential by the Retirement Analyst.
3. At the next regular meeting, the Board will publically receive the Secretary's Report.
Board members may request to privately review copies of the corresponding death audit
information. Any discussion of such information by the Board shall be conducted in
closed session pursuant to Section 8(h) of the Michigan Open Meetings Act, being MCL
15.268(h).
4. The Board in open session shall make its determination as to whether or not it accepts the
Secretary's Report or take such other action as it deems appropriate under the
circumstances.
5, At any meeting at which death audit information has been disseminated, all copies
thereof shall be collected and returned to the Retirement Analyst immediately after
review and consideration. Except for the original death audit information, to be kept in
the office file in accordance with the Board's retention policy, the Retirement Analyst
will destroy all copies of death audit information after use. The Retirement Analyst shall
notify the Board's Chairperson in writing once the copies are destroyed.
6. Death audit information received electronically shall be deleted by the Retirement Analyst and
the information shall be moved from the deleted folder to be stored in a file that is password
protected for access exclusively by the Retirement Analyst and the Board's Chairperson.
III. Compliance with Applicable Laws.
Nothing contained within this policy shall be construed to relieve a person of the duties and
obligations imposed by the Lansing Code of Ordinances or state and federal law.
Policy adopted: May 13, 2014
200743215.2 26005/118235