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POLB(12)70
POST OFFICE LIMITED BOARD
Status Report
No. I REFERENCE ACTION BY WHOM STATUS
1. Actions Appertaining to Governance
ta I April 2012 One remaining Non-Executive Director, with retail financial All Ongoing.
POLB12/55 services experience, still to be found. All to inform the Chairman if
they knew of anyone appropriate.
2. Actions Appertaining to Financial Services
2a I September 2011 I Current Account: The target for introduction is 2013 but a full Nick Kennett In hand; target date should read 2012/13.
POLB11/48(d) proposition needed to be presented to the Board. Paper will come to Sept 2012 meeting.
2b I January 2012 Eagle Contract Termination: If the evergreen right was not Nick Kennett Part of Eagle negotiations. Complete but
POLB12/10(c) negotiable then Nick Kennett was asked to ensure the resolution contract not yet signed.
period was long enough for POL to find an alternative provider.
2c I April 2012 A Board sub-committee, comprising Alice Perkins and Neil Nick Kennett Committee meeting held 26 April — further
POLB12/47(d) McCausland, to meet to agree the contract. Nick Kennett to action outstanding. Minutes included in
advise when ready and circulate papers to the whole Board. May papers. Complete.
2d I April 2012 Letter of consent to be sought from Jane Hoy at ShEx. Nick Kennett Draft letter agreed, final version awaiting
POLB 12/47(e) finalisation of contract.
3. Actions Appertaining to Board Reports
3a I November 2011 I Paula stressed that queuing times was an area on which the Kevin Gilliland In hand, Kevin will bring this to the July
POLB11/57(e) I Business focussed heavily and suggested a strategy paper comes I (Paula Board.
to the Board on this topic. Vennells)
3b I January 2012 Chris Day to speak to Matthew Lester (RMG CFO) regarding Chris Day Paper provided to Board (May) on the
POLB12/06 (a) I ‘Going Concern’ discussions as part of the Board’s governance, proposed Going Concern
and introduce the necessary reporting process at the Board.
process/external audit for FY 12/13.
Complete.
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3c I April 2012 An Appendix to be added to the Health & Safety Report giving Paula Vennells_ I Appendix included in May report.
POLB12/52 more information about any injuries sustained by staff or agents to Complete.
enable the Board to understand the severity of the cases.
4. Actions Appertaining to POL Remuneration
4a_ I February 2012 PDR scoring — Les Owen requested two-dimensional matrix rating I Pauline Holroyd I The paper in the May Board pack covers
POLB12/20(c) performance and potential. Paula Vennells suggested the succession for the ExCo. A separate
inclusion of potential ratings for the Top Team in the succession assessment exercise for ExCo is to be
planning paper. undertaken and this will include potential.
5. Actions Appertaining to IT & Procurement
5a I November 2011 I The Chairman requested that a procurement briefing session be Chris A session to be scheduled as soon as
POLB11/62(c) _I organised. Day/Susan possible. Arrangements to be confirmed
Crichton by Chris Day/Susan Crichton. Provisional
date 7" June
5b I March 2012 Les Owen asked if the Service Integrator (SI) model had been Lesley Sewell Information will be provided for the Board
POLB 12/28 successfully deployed in other organisations. Lesley Sewell to find by email before the meeting. Complete.
a business already successfully using the SI and similar structure
to benchmark, including the retail/services sector.
5c I March 2012 The Chairman asked Lesley Sewell and Chris Day to provide a Lesley Sewell/ A meeting to discuss took place on 16
POLB 12/28 breakdown and explanation of the optimised expected cost Chris Day May. A paper on the outcomes will be
scenarios for the Board. circulated to the Board by email.
5d I March 2012 Horizon Update — Lesley Sewell to return to the Board with the Lesley Sewell Noting paper included for May Board
POLB12/42 outcome of the tactical and strategic reviews and the options meeting. Complete.
available for the future.
5e I April 2012 Paula Vennells to ensure that the new Strategy Director validate Paula Vennells I An initial meeting with the new Strategy
POLB 12/28(c) the IT strategy. Director will take place on 29 May.
Sf I April 2012 The Chairman asked for a briefing session for Susannah Storey Lesley Sewell Date to being organised
POLB 12/28(d)
and Virginia Holmes before the next Board.
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5g I April 2012 The Board to convene a meeting to take stock of the position on Paula Vennells_ I A meeting will be convened once the new
POLB 12/28(e) I IT procurement and strategy. Strategy Director has reviewed the
position.
6. Actions Appertaining to Finance
6a I March 2012 In relation to the 2012-3 Budget the Chairman suggested that Chris Day Likely to require consultation with external
POLB12/38 Paula Vennells and Chris Day discuss the medium term cost specialist consultancies on best practice
reduction challenge with the Executive Team to decide how they prior to making recommendations to ExCo
will improve productivity without jeopardising the major (meeting 26 June) and reporting to Board
transformation programmes, and report back to the Board. (Action in July.
will include Chris Day returning to the Board in July with a paper
on efficiencies and value for money).
6b I April 2012 Chris Day to present the Business Score Card and transformation I Chris Day Business Score Card included in bonus
POLB12/38(b) score card at the May Board. paper and in performance report.
Transformation update being reviewed by
ExCo for submission to Board with Period
2 reporting.
6c I April 2012 Chris Day to agree with Will Gibson the areas of the Business Chris Day Complete.
POLB 12/38(c) _I Score card to be used for Shareholder reporting.
7. Actions Appertaining to Front Office of Government
7a I February 2012 I The DVLA Tender would return to the July Board but Paula Paula Vennells I Ongoing.
POLB12/18(e) Vennells would keep the Board updated on any significant
changes should they arise in the interim.
7b I April 2012 Martin Moran to check that the BIS address database used by the I Martin Moran Complete.
POLB12/46(a) _I business was up to date with no duplications.
7c I April 2012 Martin Moran to take the new Non-Executive Directors through a Martin Moran Complete.
POLB 12/46 (c)
Front Office of Government introductory session.
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8. Actions Miscellaneous
8a I April 2012 A contact list of all Board members to be circulated and Non- Alwen Lyons. Contact list complete. Outline Board diary
POLB12/55(e) Executives to let the Company Secretary know of any meetings on available with May papers.
Post Office business, so that a Board diary may be circulated.
9. Actions Appertaining to Personal Injury Referral Fees
9a I Feb 2012 Nick Kennett to investigate the flow of fees to ensure there is no Nick Kennett/ Meeting being set up for w/c 21 May
March 2012 inducement of wrong behaviours, after which Paula Vennells Paula Vennells I between Nick Kennett, Rob Clarkson and
POLB 12/32 would review to enable her to give comfort to the Board. Neil McCausland. Ongoing.
Neil McCausland to take ownership of this issue going forward to
ensure the business was getting the required information and Neil
challenging Junction to ensure that the Post Office was beyond McCausland/
criticism. Nick Kennett
10. Actions Appertaining to Mails
10a I April 2012 A visit to a Royal Mail centre to be set up to enable the Board to Paula Vennells/ I RM agreement obtained. Date to be
POLB 12/45 (d) I understand the Royal Mail operation and emphasise the Alwen Lyons confirmed, possibly 4 July next Board
importance of working together on collections and returns. meeting.
10b I April 2012 The Board requested a paper on agents’ pay as part of the next Kevin Gilliland For inclusion in update for Board in July.
POLB 12/45 (e) I Network Transformation update, to include an explanation of how
agents’ pay is made up, the effect of current plans and what future
options might exist.
11. Actions Appertaining to Pensions — Next Steps
11a I March 2012 Martin Lacey to start a piece of work on what POL’s options are re I Martin Lacey Legal advice received and initial review
POLB 12/39 employee contributions. completed. Additional clarification sought
over two issues.
11b I March 2012 Susan Crichton to seek independent legal advice as to the legal Susan Crichton I Advice received from Linklaters.
POLB 12/39 standing of the pensions promise.
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41¢ I March 2012 Chris Day to engage with Virginia Holmes, who has a particular Chris Day Initial discussion, followed by visit to
POLB 12/39 interest/expertise in pension matters, regarding POL’s pension investment advisors on 16 May.
issues Complete.
11d I March 2012 Work in respect of risk appetite and the financial impact of various I Susan Crichton I Following initial meeting with Virginia
POLB 12/39 pensions options to be deferred, after input from Virginia Holmes. Holmes on the 16" May, follow on
meeting for the wider pension team being
organised in June
11e I March 2012 Martin Lacey to circulate a paper to the Board detailing the Martin Lacey Negotiations continuing — no firm
POLB 12/39 proposal that RM is considering regarding a lump sum contribution proposals for POL Board as yet.
to the RMSEPP Trustees.