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Working Group for the Initial Complaint Review and Case Mediation Scheme
Minutes of case conference call 15 May 2014
Teleconference details:
Attendees
Sir Anthony Hooper (Chair)
Alan Bates (JFSA)
Kay Linnell (JFSA)
lan Henderson (Second Sight)
Ron Warmington (Second Sight)
Chris Holyoak (Second Sight)
Belinda Crowe (Post Office)
Chris Aujard (Post Office)
Angela Van Den Bogerd (Post Office)
Andy Parsons (Bond Dickinson)
Apologies
David Oliver (Post Office)
Claire Parmenter (Bond Dickinson)
Agenda
1. Status of current applications that have not yet been accepted
Status of accepted applications awaiting a funding application
oN
Status of accepted applications awaiting a Case Questionnaire Response
4. New Case Questionnaire Responses
5. Post Office / Second Sight investigation progress
6. Standing case updates
7. Cases with Second Sight to review PO investigation reports
8. Any other queries raised by Applicants / Advisors
9. Issues with resourcing / timings
10. AOB
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1. Status of current applications that have not yet been accepted
N/A
2. Status of accepted applications awaiting a funding application
suggests sending a reminder letter to
the applicant with a 2 week response
deadline.
Case Status Working Group decision
SAH to write to applicant stating that the
SLO1 pack has been sent to applicant I WG would have to re-consider
three times; the latest was sent on acceptance of their application if a
M134 24" April and was signed for. PO response to his letter is not received
within 2 weeks. (BC to draft)
AB to contact applicant alongside SAH’s
correspondence.
. Status of accepted applications awaiting a Case Questionnaire Response
Number of
Advisor cases with Status Working Group decision
Advisor
SS advised that Aver have
a prosecution case which is
diverting their attention.
Expect Bill Cleghorn to
. contact BC by COP 15/5.
OP Mae ocking for er of WG agreed to that if no
contact from Aver had been
Aver 19 update and expected due received by 19" May SAH
dates for M130 + M131 ved by y
and M144. to write to Aver to say that if
the CQRs were not
submitted within 2 weeks
the WG will consider
whether the cases should
remain in the Scheme.
. SAH and BC to discuss
M128 letter on to Philip de Nahlik
. concerning fees.
Secretariat to phone and -
Howe & Co 24 check status of cases Be fo remind Howe Co of
(none currently overdue). id 9 °
Reminder letter was sent
on 23” April with a
James Cowper I 2 deadline of 7" May on SS confirmed that M109
M109. Secretariat to received 15/5
phone/write with final
reminder letter for M109.
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New Questionnaire Responses
rase Working Group decision / action(s)
M043 WG accepted the case into the scheme with a 6 week deadline — 26" June.
M059 WG accepted the case into the scheme with a 6 week deadline — 26" June.
M121 WG accepted the case into the scheme with a 8 week deadline — 10” July.
Post Office / Second Sight Investigation Process
Cases under Post Office Investigation:
Post Office has completed reports on 22 cases. 20 of these reports are on Huddle ready
for review by Second Sight.
. AVDB confirmed that the remaining 2 cases will be uploaded to Huddle by COP
on 16" May.
Investigations are proceeding on all cases but the proposed deadline extensions reflect
the impact of that prioritisation on the report writing stage of the process.
Case
No. Status Working Group decision / action(s)
Investigation complete. Finalising
Moo3 report. Extension (not 1°') to 12"° June I Extension granted to 12" June.
required.
AVDB to update on call. Investigation
Mo06 complete. Finalising report as a
priority.
AVDB confirmed report would be on
Huddle by COP on 19" May.
Investigation complete. Report is in
M018 final stages of completion and willbe I Extension granted to 23” May.
uploaded to Huddle by 23 May.
Mo24 Investigation on-going. Extension (1*')
f th
to 12" June required. Extension granted to 12" June.
Investigation on-going. Extension (not
, th
Mo32 1°) to 12" June required. Extension granted to 12" June.
M034 Investigation on-going. Extension (not
i th
1°) to 12" June required. Extension granted to 12" June.
M036 Investigation on-going. Extension (1°)
F th
to 12" June required. Extension granted to 12" June.
Investigation complete. Finalising
M040 report. Extension (not 1°') to 12"° June I Extension granted to 12" June.
required.
Investigation complete. Finalising
M041 report. Extension (not 1*') to 12"" June I Extension granted to 12" June.
required.
Investigation complete. Finalising
M042 report. Extension (not 1“) to 12" June I Extension granted to 12" June.
required.
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Case
No.
Status
Working Group decision / action(s)
M046
Investigation complete. Finalising
report. Extension (not 1°) to 12" June
required.
Extension granted to 12" June.
M051
Investigation complete. Finalising
report. Extension (not 1°) to 12" June
required.
Extension granted to 12" June.
M053
Investigation complete. Report is in
final stages of completion and will be
uploaded to Huddle by 23 May.
Extension granted to 23" May.
M058
Investigation complete. Finalising
report. Extension (not 1°’) to 12" June
required.
Extension granted to 12" June.
MOo65
Investigation complete. Finalising
report. Extension (not 1°) to 12" June
required.
Extension granted to 12" June.
M072
Investigation complete. Report is in
final stages of completion and will be
uploaded to Huddle by 23 May.
Extension granted to 23" May.
M079
Investigation complete. Finalising
report. Extension (not 1°’) to 12" June
required.
Extension granted to 12" June.
Mo93
Investigation on-going. Extension (not
1°) to 12"" June required.
Extension granted to 12" June.
M107
Investigation on-going. Extension (1")
to 12" June required.
Extension granted to 12" June.
. Standing and other case updates
WG agreed to discuss how to keep applicants informed of what is happening
with their cases at the next face-to-face Working Group meeting on 20" May.
rase Status Working Group decision
Letter sent from SAH with 2 weeks to I SAH to write to applicant as suggested,
Moo4 respond. If no response by 22"° May, I if no response is received by 22™ May.
WG to withdraw and write to that
effect. AB to contact applicant.
Findings sent on 23% April.
Response sought from applicant by
email on 2" May, 6” May and 8" SAH to write to applicant as suggested.
M094 May and by phone on 14" May. PO AB to contact applicant alongside SAH’s
suggests sending final letter correspondence.
confirming assumed withdrawal of
the case.
Received confirmation on 14" May
M112 that applicant wishes to withdraw Noted.
case from the scheme.
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Findings sent on 15” April. Applicant
requested further information, PO
responded on 29" April. No response I SAH to write to applicant as suggested.
M114 received — PO suggests sending AB to contact applicant alongside SAH’s
final letter confirming assumed correspondence.
withdrawal of the case if no response
is received within 2 weeks
Findings sent on 15" April. Response
chased on 30th April and by phone
on 12" May. No response received — I SAH to write to applicant as suggested.
M142 PO suggests sending final letter AB to contact applicant alongside SAH’s
confirming assumed withdrawal of correspondence.
the case if no response is received
within 2 weeks
7. Cases with Second Sight to review PO investigation reports
° SS will update on extensions required at the face-to-face Working Group
meeting on 20" May.
M054 and M127
. SS anticipate that these reports will be at the ‘editing’ stage of their process by
the weekend of 17" and 18" May.
8. Any other queries raised by Applicants / Advisors
Howe & Co travel expenses
Howe & Co have submitted an invoice for 29 CQRs (all of which have been received)
and have included travel expenses for 27 of those cases ranging from £5.00 to £202.45
(secretariat note: the total expenses claimed is £2159.32). Although Howe & Co
were asked to seek prior approval from the WG before incurring expenses in the letter
from the Chair of 14 March, prior approval had not been sought.
¢ WG agreed to discuss at the face-to-face Working Group meeting on 20" May.
. BC confirmed that, in the meantime, the amounts correctly claimed for the work
on CQRs would be processed as usual.
9. Issues with resourcing / timings
N/A
10. AOB
M022
. M022 to be sent to parties tomorrow (16/5), by special delivery, under cover of
letter from SAH. SAH and BC to draft letter today. The letter will:
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© say that Part One of the Mediator’s Briefing Pack will be sent out next
week and that the applicant and Post Office will have 7 days to reply
following its receipt.
© confirm that the report remains a draft until both parties have had a
chance to reply and the final report is issued by SS
o ask both parties to respond, even if it is a nil response. The letter will also
include a deadline date (note: this will generally be the case, however in
this instance that will not be possible as ‘part 1’ will not go with the
o allow a response from the applicant by post or email.
. The WG agreed that comments/replies received should be attached to the final
version of the report when it is issued (unless minor comments which are
addressed in the final report itself).
. SS confirmed that Part One of the Mediator’s Briefing Pack will be uploaded
today (15" May).
. Part One of the Mediator’s Briefing Pack will be discussed at the face-to-face
Working Group meeting on 20" May.
M046
¢ AP notified the WG that this is a civil case where recovery had been put on hold
pending the outcome of this case through the Scheme. The case is now
approaching the 6 year limitation period. POL therefore needs to serve Court
proceedings to preserve its legal rights. Those proceedings will then be put on
hold (as happened with M006). BD, acting for POL, are in touch with Howe & Co
(who also act for M006).
M073
¢ AP explained the position relating to the Court proceedings. The WG agreed
that this was not a matter for it to be involved in.
Case Overview
. BC to upload new case overview to Huddle within the next couple of days for
consideration at the face-to-face Working Group on 20" May.
Mediation arrangements
. WG to consider the next steps for mediation at the face-to-face Working Group
meeting on 20" May.