Minutes of Meeting Confidential / Legally Pri
GLO CONTINGENCY PLANNING GOVERNANCE
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Finsbury Dials / Telephone Conference
15 July 2019 ; 16:00pm
Attendees:, Rodric Williams (RW), Ben Foat (BF), Angela Van Den Bogerd (AVDB), Alan Watts (AW), Tom
Henderson (TH), Kate Emanuel (KE), Andy Parsons (AP) and Shushma MacGeoch (SM), Mark Underwood (
Zoe Brauer (ZB) and Aimee Daughters (AD),
Mu).
Apologies:
Agenda
1 July Board Paper
2 Trial 3
3 Brands Database
4 ARA
5 Horizon Contingency Planning Update
6 Governance going forward
7 AOB
1 July Board Paper
- Revised draft is to be circulated
changes
- Overarching theme of the paper should be how we can be better for postmasters while
- MUis holding the pen on the final draft. Amanda Jones will liaise with MU regarding further
managing the group litigation compared to previous approach of each area updating separately.
2 Trial 3
Updates
- Further correspondence sent to Claimants, awaiting their response. Claimants want the
directions stayed until October, whereas Post Office want directions to pick up now due
constraints of waiting until October.
back Trial 3 even further.
- Draft skeleton for 23 July CMC to be circulated by end of this week. See A on 1.
AP - If the trial is to be pushed back, this might be a decision required from Board
- Aclear update on scope is only likely to occur once we receive pleadings.
- Two scope issues
of this trial and what J.Fraser could actually make a decision on.
2. Do we actually want to move the scope of Trial 3 away from what it currently it
Counsel Team
and on board to assist.
- Without prejudice discussions are also taking place on whether there is possibility of pushing
- AW-Board are likely to be more concerned with the scope of Trial 3, not the date. They will
want to know what might happen under the current scope, what this will mean for the post
Office, how likely is it that we can change the scope. The scope of Trial 3 is a focus for Post Office.
1. If we stick with the trial as currently ordered there are concerns over the potential breadth
- Until we have better sight over the scope of Trial 3, both Helen and Tony will be kept updated
to time
3 Brands Database
confirmed that this database contains no branch information
- This matter involves the intention to delete customer information off of a database. It has been
- In regards to POL ownership, this sits with Emma Springham. She is aware and is happy for the
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Minutes of Meeting Confidential / Legally Pri
- deletion of data.
- This matter is to be brought to SteerCo to discuss, decision paper will be circulated before.
- MU to invite Andy Knowles to SteerCo to field any potential questions that might arise on this
matter.
lleged/ Do not Share
- ARA paper is in good shape. In regards to both Project Starling and Group Litigation no provision
will be made.
- Paper will go to ARC on 29 July
- BF to circulate ARA draft paper when appropriate. See Action 2.
5 Horizon Contingency Planning Update
- All-encompassing response plan has been put together that identifies all risks, actions, the
respective owner and date for delivery. Currently 15 pages long.
- Further workshops are continuing to be held across the business
- There will be a walkthrough of the response plan for GE on the 5 August
- The full response plan will be placed in the reading room for the Board.
- Alot of this work feeds into the operational work being completed by Amanda Jones and Julie
Thomas
- The contingency planning puts a framework around everything and looks at the practicality of
mobilising the plan going forward.
- Aprotocol for when the judgment gets handed down needs to be put in place. RW to complete
and circulate. See\Action 3:
6 Governance going forward
General Workstream Calls — Monday
- Aim of this call is to look at the work that needs to be completed that week, what is on the
Horizon.
SteerCo
- Aim of this meeting is to take the non-lawyers with us and obtain instructions as necessary for
the wider business
- Once there are more instructions regarding Trial 3, the escalation of matters and instructions will
become more structured.
Board SubCo
- The aim of this meeting is to actions issues that have been specifically raised by the Board Subco
or take decisions that need to be escalated from SteerCo
- In regards to all meeting, responsibility needs to be decided for scheduling, agendas and action
lists going forward.
- RW to type up what he believes this looks like and will circulate for review. § tio Y
- Discussions also held regarding whether we reach out to WBD or HSF for project management
support given they have capability to provide this themselves.
7 AOB
Meeting with Richard & Ben 18 July
- Purpose of meeting on Thursday is to take shareholders through the process of how settlement
might work. What authority will be required. No decisions need to be made, but more of a
general discussion.
- _ HSF have drafted a paper for this meeting. AW to take BF through the paper and send a
summary email of the discussion intended to take place. See Action 5.
Operational Workstream
- No material update on workstream
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Minutes of Meeting Confidential / Legally Privileged/ Do not Share
= Discussions have been held regarding the approach to historic claims. Both Amanda and Julie
have raised challenges with the legal advice on historic claims and argue that acting according to
that advice is simply not commercially viable.
- Atthe moment there has only be a few historic cases that have raised issues, but the momentum
is likely to continue and this number is likely to increase. An aligned approach needs to be
confirmed in order to ensure teams know what they are doing and a process is followed.
- There is a process in place at the moment, however within the documented cases they are those
who are asking for more support than just historic suspension pay and this is where support is
lacking.
- The approach taken in the above cases were met with positive feedback however this response
is not sustainable going forward.
- This is a matter to be brought to Steerco once further discussions with ZB, Amanda and Julie
have taken place.
General
- BF has requested that we challenge the current ways of working going forward in regards to
efficiency. Can we set up a POL Group Litigation contact list for example. To be taken forward
once responsibilities are assigned for governance going forward.
Actions
No Description ‘Owner Status
1 Draft skeleton for 23 July CMC to be completed and circulated WBD
2. I BF to circulate ARA paper when appropriate Ben Foat
3 Protocol to be drafted and circulate covering appropriate steps when I Rod Williams
judgment lands
4 Governance structure and responsibilities of meetings going forward I Rod Williams
5 Summary email of discussion to be had with shareholders regarding HSF
settlement
Author of Minutes: AD
Date: 15 July 2019