Letter, Minutes and Forms for Everyday Use

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Letter, Minutes and Forms for Everyday Use

• Public Safety Personnel Retirement System

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Todays Discussion

• Present various types of written correspondence
  that your Local Board may encounter
• The Dos and Donts
• Time constraints associated with some
  correspondence that you will be creating

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Types of correspondence

• As the local board you will be creating many
  different types of correspondence
• Meeting Notices
• Agendas
• Meeting Minutes
• Disability determinations
• Pre-existing notices

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Types of Correspondence

• SO WHERE DO YOU BEGIN?
• PSPRS has enclosed some samples on Reference CD
• Look to your sister boards on their best
  practices when it comes to correspondence

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Meeting Notices

• Notices can have the following format
• With Agenda
• Without Agenda

REMBER TO FOLLOW OPEN MEETING LAWS IN REFERENCE
TO MEETING NOTICES
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AGENDAS

• When completing an agenda remember these dos and
  don'ts
• Do indicate all items which the board intends to
  take action on.
• Do ensure that if you are going into Executive
  Session that you give a general description of
  the matters to be considered and that it is
  properly on the agenda as an executive session
  agenda item.
• Do have agenda available according to Open
  Meeting Law requirements.
• Dont use generic agenda items as new business
  other matters unless the items are specifically
  identified.
• Dont take action on item (at meeting) if it is
  not an agenda item for that meeting.

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Minutes

• All Meetings and decisions need to be on record
  through your minutes. Here are some things to
  remember.
• Copies of Minutes are to be received by the
  system within 45 days
• They should include a general description of
  matters considered or discussed
• Description of legal actions taken (please
  include name of members being affected by action)

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Disability Applications

• This is a lengthy process and having standardized
  forms will ensure that all steps in the process
  have been completed
• Initial letter and application notice to
  employee
• Notice of receipt and appointment of IME
• Medical records request
• Request for IME- To appointed Dr.
• Notice to employee on LB Meeting (when
  application is to be discussed and decided)
• Notice of Decision

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Pre-existing Notification

• Your board should, be acknowledging any
  pre-existing conditions on new members
• Upon decision of membership acceptance with
  Pre-existing you should notify the member in
  writing
• This assists with having a written record of
  decision for members file

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Other Documents/forms to Consider

• Here are some additional documents you may want
  to create as templates or have handy
• Notification of Surviving Spouse, Guardian or
  Child Benefits
• Request for Full-Time Student Status
• Request for Medical Evaluation - continued
  Disability eligibility
• Request for Earned Income Ordinary Disability
• Oath of Office Newly elected members

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Working Against the Clock

• Some forms and documents are necessary to meet
  statutory requirements and timeframes
• Minutes 45 days to the send to the system
• Decisions on applications
• Oath of office 10 days upon
  appointment/election
• Agendas 24 hours prior to meeting

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Resources

• Our Website www.psprs.com
• Our Number [phone]

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QUESTIONS?

• Public Safety Personnel Retirement System