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WG Call - MINUTE
Working Group for the Initial Complaint Review and Case Mediation Scheme
24 July 2014
Teleconference details:
FOR THE CHAIR ONLY: Dial
Attendees
Sir Anthony Hooper (Chair)
Alan Bates (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)
David Oliver (Post Office)
Andy Parsons (Bond Dickinson)
Apologies
Kay Linnell (JFSA)
Agenda
WG discussions
1. Second Sight productivity
Standing agenda items
2. Status of accepted applications awaiting a Case Questionnaire Response
3. New Questionnaire Responses
4. Priority cases
5. Bankruptcy cases
6. Post Office Investigation Progress
7. Cases with Second Sight to review PO investigation reports
8. Cases that Second Sight have reported on
9. Any other queries raised by Applicants / Advisors
10. Issues with resourcing / timings
11. AOB
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WG discussions
1. SS productivity
The Working Group discussed SS’s note on productivity. SS confirmed:
© producing three reports each week was achievable. Despite the fact that it had been less
than three per week historically, they now have their processes in place and should speed
up.
© completion of Part Two will free up capacity, and more time will be freed up when all CQRs
have been submitted and assessed.
© that a projected end date of May 2015 was realistic provided PO reports continued to come
through. PO confirmed that it would continue to keep the SS hopper topped up - there are
currently 24 cases with Second Sight awaiting review.
JFSA expressed concern that the timescales suggested by SS would mean that the Scheme would
not be completed by the election.
ACTION: SS to discuss how to speed up SS productivity with BC at the 'caseflow' meeting
scheduled for 30 July. That discussion should cover possibilities of SS taking on additional
resource. BC to report back to the WG on the next call.
Standing agenda items
2. Status of accepted applications awaiting a Case Questionnaire Response
; Number of Number I Status Working Group Decision
Advisor aap I OF
cases with COR
Advisor s
overdue
Letter from Chair sent 20 I
June to set final deadlines I Aver CQR submissions to be
Aver 16 0 chased ahead of their
letter acknowledged by I Geadiine of 31 July
Bill Cleghorn.
+ Letter from chair sent
18 July as agreed at
last WG call.
+ M142 has changed
advisor (to Howe & Co
from James Cowper)
Howe & Co CQR submissions
to be chased ahead of their
deadline of 31 July.
Howe & 9 0
Co
ACTION: Secretariat to phone advisors to remind them of their upcoming deadlines and that
Post Office will investigate on the information available if the deadlines are not met.
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3. New Case Questionnaire Responses — none yet received from Second Sight
Case No. I Status
M004 Accepted by WG - deadline to be confirmed by AVDB.
M103 Accepted by WG (see below).
M138 Accepted by WG - deadline to be confirmed by AVDB.
M103 — this application appears to contain — on face value — an admission of theft. The WG agreed
that PO should review the case and if produce a short, sharp report articulating that they have
nothing further to add in light of the applicants admission, if this remains the case after review.
Whilst not to be prioritised this case could possibly be cleared quickly.
4. Priority cases
Case No. I Status
SS draft report completed 30 June, deadline for comments 25 July. Final CRR
Mo06
from SS due 1 August.
M052 SS due to produce draft CRR 25 July.
M073. CQR accepted by WG 26 June. Investigation on-going. PO Report due 24 July.
AVDB to update.
M143 SS due to produce draft CRR 18 July. SS to update.
M073 - This case was accepted by the WG on 26 June. The case has progressed quickly and should
be passed to Second Sight next week.
ACTION: AVDB to update on progress at the next WG call on 31 July.
M143 - SS confirmed that this report is nearly complete and will be uploaded to Huddle by 24/25 July.
5. Bankruptcy cases
Case No. I Status
Mo01 SS draft report completed 17 July.
M015 PO report passed to SS on 9 May. SS due to produce draft CRR 25 July.
M019 PO report passed to SS on 8 May. SS due to produce draft CRR 1 August.
M029 PO report passed to SS on 12 May. SS due to produce draft CRR 15 August.
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Case No. I Status
M030 PO report passed to SS on 15 April. SS due to produce draft CRR 25 July.
M032 PO investigation on-going, report due on 7 August.
M036 PO investigation on-going, report due 7 August.
M069 PO investigation on-going, report due 25 September.
M081 CQR deadline 31 July. Applicant represented by Aver.
M089 PO investigation on-going, report due 21 August.
M100 PO investigation on-going, report due 23 July. Extension required please see
agenda item 9.
M118 PO investigation on-going, report due 7 August.
M122 PO investigation on-going, report due 23 July. Extension required please see
agenda item 9.
M128 CQR deadline 31 July. Applicant represented by Aver.
M150 CQR deadline 31 July. Applicant represented by Aver.
e M015 -SS are working on the draft CRR. It appears that although the applicant applied for funding
and the case appears on Aver's list as CQR received, Aver did not complete the CQR. When the draft
CRR issues, if the applicant requires funding for an advisor to assist with commenting on the report,
funding is already agreed.
6. Post Office Investigation Progress
Case No. I Status Working Group Decision
M027 Investigation complete. Finalising report. Extension granted to 21 August
Extension (1") to 21 August required. 9 gust.
Mo43. Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1°) to 21 August required. 9 gust.
ag - - st
Mose Investigation on-going. Extension (not 1°) to Extension granted to 21 August.
21 August required.
Mos9 Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1") to 21 August required. g gust.
Investigation on-going. Extension (1“) to 21 .
Mo60 August required. Extension granted to 21 August.
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Case No. I Status Working Group Decision
Mos3. Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1“) to 21 August required. ”
Mo71 Investigation complete. Finalising report. Extension granted to 21 August.
Extension (not 1“) to 21 August required. 9 gust.
Mo73 Investigation complete. Finalising report. AVDB to update on 31 Jul
AVDB to update. Pr y-
Mo78 Investigation complete. Finalising report. Extension granted to 21 August
Extension (1°) to 21 August required. 9 gust.
mog1 Investigation complete. Finalising report. Extension granted to 21 August.
Extension (not 1“) to 21 August required. 9 gust.
Mo92 Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1“) to 21 August required. g gust.
Investigation on-going. Extension (1°) to 21 .
M097 August required. Extension granted to 21 August.
a - - st
M100 Investigation on-going. Extension (not 1°) to Extension granted to 21 August.
21 August required.
- - - st
M101 Investigation on-going. Extension (not 1") to Extension granted to 21 August.
21 August required.
Investigation complete. Finalising report. A
M108 Extension (not 1°) to 21 August required. Extension granted to 21 August.
M115 Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1“) to 21 August required. g gust.
M122 Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1") to 21 August required. g gust.
M133. Investigation complete. Finalising report. Extension granted to 21 August
Extension (not 1°) to 21 August required. 9 gust.
M135 Investigation complete. Finalising report. Extension granted to 21 August.
Extension (not 1") to 21 August required.
« The WG asked whether these cases would require further extensions past the 21 August. AVDB
explained following the last face-to-face WG meeting she undertook a review of the pipeline and the
way the investigation reports were being produced. She was now bringing in additional resource to
draft reports.
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¢ The WG agreed the extension requests and asked that cases are submitted ahead of the deadline
where possible and that cases continue to be looked at on a first in, first out basis.
e« M130 and M131- a father and son case, being investigated together - AVDB informed the WG that
son had called yesterday and was very distressed. The father is suffering from health problems and
AVDB suggested these cases were treated as priority.
ACTION: M130 and M130 to added to the ‘priority’ list.
Cases with SS to review PO Investigation Reports
i) Changes to SS scheduling
Case No. I Date passed to SS
SS planned scheduled
delivery date
SS revised scheduled
delivery date
M011 23 May
25 July
12 September
e SS explained that the applicant in M011 had asked for his case to be delayed whilst he was out of
the country. The WG agreed the revised scheduled delivery date.
e SS confirmed that they would use the slot to produce a CRR for a different case.
ii) New scheduling to note
Case No. I Date passed to SS
SS planned scheduled delivery date
Moos, 16 July 5 September
M013 16 July 5 September
M042 16 July 5 September
iii) SS overdue cases - SS to update
Case No. I Date passed to SS
SS planned scheduled delivery date
M143 5 June
18 July - revised to 25 July (see item 4).
Cases that Second Sight have reported on
Case SS Draft
No. Report
issued
Deadline for
comments
SS Final Report
completed/due
WG Sent to
Decision ICEDR
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Mos4 I 29 Ma 6 June 11 June Not NIA
y mediate
To be
MO76 6 June 17 June 20 June discussed I -
31 July
M028 13 June 24 June 41 July Mediate 15 July
Mo62 20 June 22 July 1 August - -
Moo6 30 June 25 July 1 August - -
Mos7 I 4 July Extended to22 I 4 august - -
July
Mo01 17 July
Moo2 18 July
Note from Secretariat - table added at request of WG to show cases mediated.
Cases mediated
Case No. Date referred to CEDR Date Mediated
M022 19 June 11 July
M127 19 June 10 July
Resolved prior to
M048 30 June mediation
e AP updated the WG that CEDR had consented to WG being informed of outcome (in terms of
resolved/mot resolved). AP now awaiting consent of applicants/advisors. Mediation agreement
being amended for future cases.
ACTION: AP to follow up with the applicants in M022 and M127.
« MO 57 - WG agreed Howe & Co extension request to 1 August (see doc. in Huddle) for response to
Draft CRR
ACTION: Secretariat to notify Howe & Co.
9. Any other queries raised by Applicants / Advisors
e M142 has changed their advisor from James Cowper to Howe & Co. Howe & Co have now
requested expenses. They have said:
‘In view of the time constraints we have arranged to see Ms Latreille on Friday 25" July. As the
post office in question is still run by Ms Latreille’s partner it is not possible for them to travel to
London for a meeting. I will have to travel to them, the cost of travelling to Taunton by train
which is the nearest mainline station to them is £95.50.Please confirm that this travelling
expense will be paid in addition to the fee of £1,500.00 + VAT’
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The WG approved the request — but the WG expect Howe & Co to submit the CQR by deadline or this
case will be passed to PO for investigation on the information available.
ACTION: Chair to write to Howe & Co as per above.
10. Issues with resourcing / timings
N/A
11. AOB
* Progress letters to applicants
A draft letter has been sent to the WG for comment. Comments required by CoP Friday.
ACTION: Secretariat to begin sending update letters to applicants, taking account of comments
made by WG.
* Issue of Second Sight Part Two Briefing Report in relation to M001 and M002.
The WG discussed the next steps for Draft CRRs for M001 and M002. Both Draft CRRs reference
Part Two, however it is not yet finalised. The question is whether to invite comments from the
applicants before they receive Part Two (SS maintain the applicant does not need Part Two to
comment on the Draft CRR but they will need it in advance of mediation).
The Chair asked PO to consider by next week whether the decision on whether to mediate either
case is likely to be an issue and report back to the WG next week.
ACTION: PO to report on its view of mediation for M001 and M002 at the WG call on 31 July.
e SS raised concerns about delays if cases were held back pending Part Two as it may not be ready
for a few weeks. The WG agreed that:
SS should produce Part Two as quickly as possible using the information it had available
If SS were awaiting information from PO it should say so in the report — not continue to delay
SS should circulate Part Two in draft even if some sections are not complete
SS and PO should meet next week to discuss the draft and any missing information.
0000
ACTIONS: SS to circulate Part Two in draft
SS and PO to meet to discuss the draft and outstanding information.
* Chair’s Mediation Test — PO received a copy of JFSA’s submission overnight. PO will respond to
JFSA and the Chair by CoP Tuesday 29 July. AB confirmed that his submission comprised two
documents with comments embedded. The Chair will make his decision within a week.
* Role of Working group in mediation decisions — JFSA to submit this week (24 July) — PO then
has two weeks to respond (by 7 August).
ACTION: PO to make its submissions to the Chair and JFSA by COP on 29 July.
* WG calls over the Summer — the WG agreed it would have a call next week (31 July) but as the
Chair and CA are away there will then be no calls for three weeks unless there is a need.
Otherwise matters will be dealt with by email and the Secretariat will continue to issue progress
reports