Working Group for the Initial Complaint Review and Case Mediation Scheme
Standing Agenda for Thursday Calls
Attendees
Sir Anthony Hooper (Chair)
Alan Bates (JFSA)
Kay Linnell (JFSA)
lan Henderson (Second Sight)
Ron Warmington (Second Sight)
Chris Aujard (Post Office)
Belinda Crowe (Post Office)
Angela Van Den Bogerd (Post Office)
Andy Parsons (Bond Dickinson)
Claire Parmenter (Bond Dickinson)
David Oliver (Programme Manager)
Jessica Barker (Programme team)
Max Warren (Programme team)
Caroline Culver(Programme team)
Agenda
1. Status of current applications that have not yet been accepted
2. Status of accepted applications awaiting a Case Questionnaire Response
3. New Case Questionnaire Responses
4. Post Office / Second Sight investigation progress
5. Any other queries raised by Applicants / Advisors
6. Issues with resourcing / timings
7. Outstanding actions
8. AOB
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Thursday 23 January, 13:00 — 14:00
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1. Status of current applications that have not yet been accepted
Case
No.
Status
2. Status of accepted applications awaiting a Case Questionnaire Response
Nothing to report.
3. New Case Questionnaire Responses
Case I Status WG action/decision
No.
M040 _ I SS Recommend accept Accepted
M046 _ I SS Recommend accept Accepted
A Howe and Co case — SS raised a query
on use of language by Howe and Co.
M057 I SS Recommend accept Post Office flagged that this application
was light on detail and will be very
difficult and time consuming to
investigate.
SS noted that this was a Howe and Co
case.
SS have already gone back to Howe and
Co as they felt light on detail too and
Howe and Co have said this is all there
is.
SAH noted that as this was a
prosecution case the applicant should
be able to use that material, also will
she have access to data as a Crown
Branch employee?
ACTION Ron to speak to Howe and Co
when the opportunity arises re their use
of language in this application.
Accepted onto scheme noting
restrictions on material available.
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Case I Status WG action/decision
No.
MO65_I SS Recommend accept Accepted
M072 _ I SS Recommend accept Accepted
M107 I SS Comment —M107_CAQR is rather marginal Accepted onto the scheme but Post
and the amount in dispute is £3,650.66. No
professional advisor has been appointed. It
may be possible to resolve this matter outside
of Mediation.
Office will consider options to settle
early if appropriate as investigation
progresses.
4. Post Office / Second Sight investigation progress
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Case Status WG action/decision
No.
M002 I Investigation complete. POL report being Agreed
finalised to submit to SS by 30 January.
Extension requested to 30 January. Not 1st
extension.
M028 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M029 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M030 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M031 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M035 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M042 _ I Investigation ongoing. Awaiting information. Agreed
Request extension to 13 February. Not 1st
extension.
M048 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M051 I Following review of updated CQR (accepted at I Agreed
last working group) POL requesting extension
to 13 February.
M054 I Investigation complete. Finalising report. Agreed
Request extension to 30 January. Not 1st
extension.
M062 I Investigation ongoing. Extension requested to I Agreed
6 February. Not 1st extension.
M066 I Investigation ongoing. Awaiting information. Agreed
Extension requested to 13 February.
M083 I Case withdrawn Noted —
ACTION AVDB to check detail and come
back to Ron on whether withdrawn by
signature or deemed withdrawn
M094 I SPMR visited on 20 January. Awaiting outcome I Agreed
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Case I Status WG action/decision
No.
of visit. Request extension to 6 February.
M104 I POLinvestigation complete. SPMR content Noted
with conclusions. POL sent withdrawal letter
on 6 January. Awaiting written confirmation
from SPMR.
M117 I Withdrawn Noted
AVDB to confirm method of withdrawal
and inform Ron when uploaded
M142 I SPMR not available until 30 January — update Agreed
WG on 13 February
M144 I AVDB to up update WG post conversation with I Considering if applicant wants a visit
SPMR on 21 January from AVDB but awaiting CQR.
SS noted applicant very happy with how
handled and will be submitting a CQR.
AVDB to follow up with letter to
applicant.
M145 I POLinvestigation complete. SPMR content Noted.
with conclusions. Awaiting written
confirmation from SPMR.
M147 I POLinvestigation complete. SPMR content Noted.
with conclusions. POL sent withdrawal letter
on 9 January. Awaiting written confirmation
from SPMR.
M004 I Raised by Kay AVDB has met and shared findings of
investigation. AVDB writing tomorrow
expecting CQR post that letter
M037 I Raised by Kay AVDB holding time to meet when he
returns from holiday to share findings of
investigation
M114 I Raised by Kay Met with SPMR and POL were given
extra detail extension agreed to 6
February
M126 I Raised by Kay Update on 6 February when AVDB has
met.
SS UPDATE
Couple of weeks away from being ready
to release thematic report.
AVDB raised joint report — Action Ron
and ADVB to discuss
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Case
No.
Status
WG action/decision
SS raised the issue that the engagement
letter was one of the things holding up.
the submission of the cases.
CA and SAH noted this issue but made
clear that they did not feel that agreeing
the terms of engagement should hold
up the reports. In any event it was
agreed that this would be resolved by a
further discussion between CA and SS
and the terms of engagement being
taken to the working group on 30
January.
009, 014 due on 24 January
001 due on 28 January
2 week extension agreed.
5. Any other queries raised by Applicants / Advisors
Case
No.
Query
WG action/decision
118
Advisor (Tom Cleary from Frisby & Co
Solicitors) has contacted POL with a request.
for an extension of the timeline from 5
February to 14 February and a funding
request to meet the costs (£117.26) of
retrieving prosecution case files from
storage.
Agreed subject to clarification of ownership of
the files.
71
Applicant has responded to reminder letter
but due personal circumstances is not able
to complete paperwork in two weeks.
Recommend pausing case for one month
and getting back in touch then.
Agreed
HOWE and Co cases
BC updated working group on conversation on
22 January with Howe and Co. BC confident
that issues are resolved.
BC will write to Howe and Co after this meeting
to set out the cases and when they are due.
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7 cases on 28 January.
Howe and Co had not understood that they
could proceed on a case on the basis of a letter
priori to receipt of the Purchase Order.
In her letter BC will set a timeline of 4 weeks
from date of letter with spreadsheet setting
out the information.
6. Issues with resourcing / timings
No issues reported.
7. Outstanding actions
Ref I Action Action I Update Due
Owner Date
5 I Draft DP letters and rules for data AP In progress. Need to upload onto. 02/01
protection Huddle & revise Alan’s letter and
issue to AB & AH
15 I Second Sight and Post Office to AVDB I Discussion ongoing 16/01
consider the production of a joint
generic report for the mediation
17 I Alan Bates to provide comments on AB To be discussed at next face to face 30/01
his data protection letter working group at Alan’s request
21 I AP to arrange for AH to view AP Complete 16/01
criminal case files
22 I Post Office to revise mediation JB Will be presented at next face-to- 30/01
process map and recirculate face WG meeting
23 I AP to provide revised clauses for AP Completed; to be uploaded onto 30/01
Terms of Reference Huddle ahead of the next face-to-
face WG
24 I POL were requested to inform BC Complete 23/01
the Working Group when two or
more extensions have been
sought.
25 BC 23/01
Second Sight has a 3“ resource
ready to support their work; POL
to put an agreement in place
26 I AB to speak to SD to contact BC I ABBC I Complete 23/01
directly to discuss. BC to speak
to SD addressing each of the
points made in correspondence.
8. AOB
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M141 case to be dropped and case back into the scheme. Only Post Office to
inform applicant. ACTION CQ and funding letter to issue once applicant
informed.
ACTION Post Office to reinforce the point that files not to be destroyed — Note to
issue in Chris Aujard’s name — including letter to Royal Mail and other relevant
bodies.
Next meeting Thursday 30 January at 1130