AMENDED MINUTES FOLLOWING FEEDBACK FROM CHAIR
Working Group for the Initial Complaint Review and Mediation Scheme
Minutes - meeting 11.30am 03 January 2014
Present:
Sir Anthony Hooper (SAH) Chair
Alan Bates (AB) JFSA
Kay Linnell (KL) JFSA
lan Henderson (IH) Second Sight
Ron Warmington (RW) Second Sight
Belinda Crowe (BC) (Post Office)
Chris Aujard (CA) Post Office
Angela Van Den Bogerd (AVDB) Post Office
Andy Parsons (AP) Bond Dickinson
Cathal Leigh-Doyle (CLD) Bond Dickinson
David Oliver (DO) Post Office
1 New Applications Received
No new applications have been received.
2 Application Update
Application M047 to be accepted.
3 New Case Questionnaire Responses
M058: IH to confirm status of missing tab 8 and application will be accepted.
M021: Accepted and POL is to begin investigating.
M039: Accepted and POL is to begin investigating.
M127: Accepted and POL is to begin investigating.
4 Post Office Investigation Progress
M001, M009 and M0014 have all been submitted to Second Sight.
POL has sought and been granted a deadline extension by the WG on the following specific
applications:
M011= 18 Jan 2014
M015 = 9 Jan 2014
M017 = 7 Jan 2014
M019 = 9 Jan 2014
M021 = 6 Feb 2014
M028 = 16 Jan 2014
M029 = 16 Jan 2014
M030 = 16 Jan 2014
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M035 = 9 Jan 2014
M042 = 16 Jan 2014
M048 = 17 Jan 2014
M054 = 10 Jan 2014
M062 = 14 Jan 2014
M066 = 19 Jan 2014
M076 = 26 Jan 2014
M079 = 16 Jan 2014
5 Second Sight Investigation Progress
Second Sight will produce a generic report covering regularly occurring issues and a case
specific report for each individual case. Consideration will be given to whether the generic report
could be a joint document with Post Office or not.
Second Sight's first reports are on track.
6 Other Application Queries
M105: Given the special circumstances of this case, an additional funding contribution for
travelling expenses will be given to the applicant to allow her travel to the Great Britain from
Northern Ireland to meet with her advisor.
M045: Deadline extension until 7 Jan 2014 is to be granted.
7 Arrangements for Post Office taking on Scheme Administrative enquiries
POL to communicate with applicants regards POL taking over scheme administration (Letter to
be amended as agreed by the WG).
8 Terms of Reference
AP will reconsider the Terms of Reference to reflect the discussion of the working group,
particularly the following clauses:
Clause 3.1 will be redrafted to include a reference to monetary claims.
Clause 4.9 to be completely redrafted including to take account of the agreement that the WG.
should only be provided with statistics on the outcomes of mediations (ie. settled or not settled).
9 Data Protection and Security
AP explained the nature of the documents. SAH was happy with his letter and will sign it.
AB will report back to the WG when he has examined his letter.
10 Provision of information on criminal cases to the Chairman
Protocol on the provision of information on criminal cases was approved by the WG. SAH
expressed a preference to read the relevant documents at Bond Dickinson rather than being
sent the documents.
1 Mediation phase workflows
Diagram to be updated by POL as per agreed in the meeting.
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12 Review of status of all 147 cases
Agreed as per excel sheet attached (Case Progress Chart for Working Group — updated
06.01.2014)
BC to report back on the issues around the funding status of all applications highlighted as
needing review in the case progress chart.
Chris Aujard to write to Howe and Co. regarding their current caseload.
13 AOB
Next Working Group Meeting will be at 11.30am on 30 January 2014.
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Actions
WG/01/01/14 I Second Sight and Post Office to Update due on 16/1/14
consider the production of a joint
generic report for the mediation
WG/02/01/14 I Post Office to only provide Working Ongoing
Group with whether mediation was
settled or not.
WG/03/01/14 I Alan Bates to provide comments on his I Update due 9/1/14
data protection letter
WG/04/01/14 I POL to issue Scheme admii
letter as amended
istration Update on 9/1/14
WG/05/01/14 I BC to provide an update on the Post Update on 9/1/14
Office funding status issues
WG/06/01/14 I CA to write to Howe and Co Update on 9/1/14
'WG/07/01/14 I AP to arrange for AH to view criminal Update on 16/1/14
case files
WG/08/01/14 I Post Office to revise mediation process I Update on 16/1/14
map and recirculate
WG/09/01/14 I AP to provide revised Terms of Update on 16/1/14
Reference
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