POL00006765 - Agenda and Papers for the 26 March 2018 Postmaster Litigation Subcommittee Meeting

Evidence on official site

Legally privileged

Postmaster Litigation Subcommittee Agenda

POL00006765

POL00006765

®

26 March 2018

Start Time Finish Time

17.00hrs 18.00hrs

Room 1.19 Wakefield

Agenda Item

Present In Attendance

Tim Parker ( Chairman)
+ Tom Cooper

+ Ken McCall

+ Paula Vennells

+ Alisdair Cameron

Purpose

Jane MacLeod (Company Secretary)
+ Veronica Branton (Minute Secretary)
+ Rod Williams (Head of Legal: DR & Brands)

+ Mark Underwood (Head of Portfolio: Legal, Risk & Governance)

Timings

1. Terms of Reference Noting To note the ToRs which have gone to the Board for I Jane MacLeod 17.00
approval on 27 March 2018.
2. Litigation timetable & suggested dates for Noting To note the timetable & suggested dates for future 17.05
future meetings meetings.
3. Update on developments since January Noting To receive and discuss updates and developments. 17.10
board meeting:
* Scope of disclosure
+ Scope of Horizon hearing
+ Appointment of IT expert
+ Application for security for costs.
4. Protocol for engagement with UKGI Decision To agree the protocol for engagement with UKGI. Jane MacLeod 17.40
5. Contingency planning Discussion To discuss. 17.45
6. CCRC 17.50

POL00006765
POL00006765

®

Postmaster Litigation Subcommittee

Agenda Item Action Purpose Timings

Needed

7. AOB Noting 17.55

+ _ timing of meeting with Counsel to discuss
interim merits opinion.

CLOSE

POL00006765

POL00006765

Strictly Confidential — Subject to Legal Professional Privilege

Postmaster Litigation Board Subcommittee

Purpose & Responsibilities

1.1 Post Office is the defendant in Alan Bates & Others v. Post Office Limited, High Court
of Justice Queen’s Bench Division, Claim No. HQ16X01238 (the “Claim”).

1.2 Asubcommittee of the Post Office Limited Board is established to receive legal advice
on the Post Office’s Defence in the Group Litigation as it proceeds to final resolution.

1.3 The subcommittee will be disbanded at the final resolution of the Group Litigation, or
upon the instruction of the Board, whichever is sooner.

Membership

2.1 At its meeting no 29 January 2018 the Board appointed Tim Parker (Post Office
Chairman) Chairman of the Subcommittee, Ken McCall (Senior Independent Director)
and Tom Cooper (Non-Executive Director and Shareholder Representative) as
members, together with Paula Vennells (Group Chief Executive) and Alisdair Cameron
(Chief Finance & Operating Officer).

2.2 The Company Secretary (Jane MacLeod) will act as Secretary to the subcommittee and

may nominate a deputy in her absence.

Organisation

3.1

3.2

3.3

3.4

35)

3.6

The subcommittee shall meet as often as required.

The quorum shall be two Non-Executive Directors.

The subcommittee may meet in person, by telephone or by electronic means so long
as each member can contribute to the business of the meeting simultaneously.

Meetings may be convened by the Secretary, at the request of the Chairman, or by
any member at any time. Notice of each meeting shall be given to all members and,
unless there are special circumstances, shall be given at least three working days
before each meeting.

The Secretary (or a nominated deputy) shall attend meetings and keep minutes. Other
Post Office employees and or relevant external consultants and lawyers may attend
for part or the whole of the subcommittee meeting at the invitation of the Chairman.

The Secretary shall be accountable to the Chairman for the provisions of relevant and
timely information and for ensuring regular reporting from the subcommittee to the
full Board.
Legally privileged

POL00006765
POL00006765

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