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Post Office Limited
Board Governance Map & Forward Plan 2023/24 (n.b. items are shaded where the item or date is tentative)
Welcome and Confit of interest [compensa 20065377] char Nota x x x x x x x x x
Hines tram previous meeting I —Tarns offence —I — Gnpany Seawtry I hope x x wa x x x x WA x
eters Arising WA company secretary —[ hating xX xX Wa x x x x WA x
commie reperts (verbal) Terns of nefrnea I commie Chars etna x xX Wa x x x x Wk x
[ceo report Tes of Refrcr eo Tata 6 acinar I — x wy x x x x WA x
Financial rertormance nepore
ean rartormance Ra Terms of aarncn ro hetng acumen] x x NA x x x x NA x
arent Trading Assesment I Faves om chairman - eo Netag a decumienI —~ : : : : : x NA x
IApprovals: spend over £5m; x
peocromert ik sacepione Loe er ee eats, ll rateatieden (rrecireme
procurement risk exception Tens of a ctv nates toprol Ix x wa x I(@rgcureme] x NA x
IApprovals) Pipeline)
Iwhen they are seeking a contract approval
‘STANDING ITEMS FOR NOTING
[Scheduled a8 a discussion item bi-annually
jor annually, including violence and
Health & Safety Report Terms of Reference cro Noting * x N/A x x x x NA X robberies reporting. The Director of Health
land Safety, Environment and Business
IContinuity attends for these items.
Board Paper - 2470172022] _ Senior Operational X oved 2/10/2023: neta perormance Dashboard ent
neti nae a] noting : x : . fr : x : x farnting ony tn anury, March, uy and
ubmisone ht metal Ofer september) ocsbe
(potent
Sone
x I Goteyroe
(remetiatonI Peciiy I x Goauiy
Remediation Hater: RU and Pubic I rammprraternce [UM InQUNy ErcHVeI — Kotng x x wa [Une I procoee, I "lenng” I ckngury I ya x
ei Scope/Cost I PFATTriage I Submission) cs
irene)” I comet Ce
fae
Som)
eezarnance Rams: Forward Plan, I ems ofRaference I company Secretary Noting x x WA x x x x NA x
LICAL ITEMS: (ennual unless other ‘stated in notes, ]
a] [Additional Board on 20/02/2024 to discuss the
end porters oom pm dese for uBudoet I [itl ew tthe 2024/35:
strategic plan proces * apbrove in March for submission to the
Suet vaceriil
‘Approval for
Three-year plan (to tie in with
rareweer pln to in with Tes of Reference ro sation x fr be scheduled.
IFv year end 31 March, deadline for fling 31
x (Only GE -I x (GE, ARC
[Annual Report and Accounts Terms of Reference ‘ARC Chair/ CFO ‘Approval x Pri iret Pekar IDecember but must first be laid in Partlament.
Network Strategy Delivery lusually each September or October. The Report
[Network Performance Report Terms of Reference et ‘Approval x foopeifinpalympertnechiy
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overnance Report (toms of
eforence review regite of Terms ofReterence I company Secretary I Approval x
ntpetednutherhes)
con aa - he aa an cont ton sl
soprval X (Update on Jerterayfcaed every tnd ye to cm
pees oe een! Sal wll recommended progress) ad Jwith the UK Corporate Governance Code and
be Sector guidance on corporate governance
‘Reena Chohan (People
td rly Camponce ia
code of Business Standards arms ofReterence I ‘Manager andenene I Aperoal-No I x
alo Senor Employee
Relations M: )
Head of Customer
Hts emaert and recommended ecto aro
xperance Satay &
Stvery Act Tes ot Deployment Rett @ I Approval x ssid nite A
pont / Reta minima Te ext porove
Dreaor tbe required nay 2083
‘Approval (following
‘Group Investigations & Co-operation in
yp Legal Director RCC and ARC X (TBC) IOn hold since September 2021.
itn Law Enfercamert olcy a
people sraegy (including cuttare) I Teme of Reference [Group chet People offer] Discusion fe be scheduled.
oad damian avery 6
sepeber 023: The has not been aed to th
succession Planing incuing I ornatons commie x (oved
StccesionFelowSeardend'Ge I Evaluation & ear Aion [croup Che Pople Offer] Disusson (See Not tone anory
eve trom ay 2028 Tea) no.
Febru 2004 Sesion wil cover Stage 1
Jonas yer people pln TBC: hn updos onthe
Employee Survey.
ee Torre ofan Daan Habe shaded
croup Riek Poicy ems oteternce I chef Fnancel ofter I Approval Xana
Head of Corporate Noting (either 10, IMarie agreed with Al Cameron this would be
responsi 8 Socal Jrmoved or the RCE and ARC oar planer
corporate Socal Responsibility Mai Hall Ema tite Soto for x arch or
moae& Group Carport Jord not sign wih the Tom. chard Tair
streteoy dante aia randand I nna wth une 2024) [nd ark casa nee adrad ths would go
communatns Dior ee and Berd stead. Anoa em,
" a Group Carport Aer,
Teme brand and tin fo be schedule.
‘atines Communications Director
Tes ScHEDULED
Fimoy) Faulkner-
an rogramme
saphan runrasinon) Maen Prearnme I rnang orandownI ‘
Proiect rma ovonras "I Manage & Rosell Ir ot
Ohectn)
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Penceteianacne [esate eet] pm :
roche needy nado Po. Boar ction - 07 une cameron (Group CFO) IFor dcusion-
JAsha Patel (FPGA Director)I -20mins sa
iedtees Ai cameron (Group cFO) ave of uses Perormance Mets od
Review of Business Performance egy Away Day -\""Tim McInnes (Strategy in responce bo interest in
ee ‘Next Steps Paper from I Tm Meln x Ie measure performance outside prfitabilty, as
rene 26th September 2023 province meas an assessment of new longer-term
[commercial opportunities in itform Products.
[Al Cameron (Group CFO) /
[Potential Weiver regarding Security I POL Board Action -24 I Tim Mcinnes (Strategy
Headroom January 2023 ‘and Transformation
Director)
IAssurance Framework for the Zéravko Mladenov email I shu wathur (Group I. ARC (rating with
Stretogie Platform Modernisation I 30/05/22 ond ansnu. I Aeshu Mathur (Grou? lesen) Bord x Irobe contrmed.
Programme Mathur email 21/12/2023 (eating without
presentation)
Jeff Smyth (Enterprise [Approval -
Email from Louise Lomax. IAvprovalsto be agreed with IADG fist. Wil then
[PCr Dss Programme Cloud & Data [additional funding in 1
on 21/11/2022 ; pede Jcome to GE and Board.
Béravko Wiadenov (Group
Email from Shelley Genery
'SPHP Draw Down Submission ‘Chief Digital Information I Approval x x
‘on 26/08/2023 oe
Tim Meinnes (Strategy
Email from Helen Bussey X (Interim
ISPMP Review phe pinrelig fd Trandermaten Update) *
wn onI 24Favko Mladenov (GroupI
PED Replacement Project Emaliggosiors "I Cie Dial Iermaton I Approval x
Zaravko Mladenov, Grou
(Copper Stop Sell Email from Dominic I I Chat bial Information I Funding Approval ") x Project Manager: Dominic Norman
Norman on 31/05/2023, maa
Emails From Emma Hunter Zaravko Mladenov, Group Tee
IAmerican Express Agreement ‘04/08/2023 and I Chief Digital Information fiscal
05/08/2023 Officer
rector), Jeff] Approval - Further 3 ring
Fujitsu Data Centre en ro ersans ©” [Smyth (Enterprise Cloud 8] year extension to Procurement
Data Transformation I ‘Sist March 2025 update)
Director
[Zéravko Mladenov (Group
FOL Board Action - 08 IA Technology Dashboard wil be presented
[Technology Dashboard poled Bet gal ifomaton I Noting x pl se arsebeag eda ne plotog
Microsoft Enterprise Agreement I Email from Praveen Pai on] Chris Brockesby (Chef I pporoyal (GE Tactical -
Renewal 23/10/2023 ‘Transformation fice) ‘6 March)
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Email from Mahi Palathoti
‘ahi Palathoti (Vendor
Management consultant),
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[EUC Contract extension and increase (Interim IT Strategic
lnontractntopand onder mag?ar™ I o*1S/23023 od I te Mangement I AP! x
Director) and Dionne
rey (ad tT
ieee
I11/07/2023; ZM undertook to come back with a
se een neon aaa ek
fat owes ned rs
Chi roy (het Taps Moan i be considered swe
lranserming Technolgy: Hrizen IoL Boat Acton -11 uy Taner ONCE, I gpa eet Send 3S We oe ae ening
Roiscoment as ely caste ler aur ppc cane et Tia econ wil
crosses Besar) Sesto the anaarstaig th ae
sporeach se NBT deptymant il be
So ourdis ke 3083 andthe
pot Poms contractual Docu
tater serves hareanee POLS PO}
hase ourbuton Semen Pou
Pe md acaatnehenent Ie SetstanatmI “commerce I Ng
pad Regressive hgwament_ I"
(Pou & Por) Management)
at rics arent (PL 8 Bat
I(UK) & Capital One (Europe)} & POL)
(Went to
ros oftce insurance - Ovtourear
ion - Wel [Email from Russell TavenerI Owen Woodley (Deputy I Aprpoval with no additional
Jsmeldeton = Wethaipcomrect I OS is ee tn Somen
spats)
enon rode
i) ena teat Toe [eects] ; can Ii 2023; poe rgraen mowed on
Peyzne Loon hgrement om tay Taher Ie ae riajaon to ony ts vrt Saws some DoT
igor Sinn "armen yn ts
king
[Bank of Ireland FS Joint Venture
‘Email rom €d Dutton on
‘Owen Woodley (Deputy
CEO)
‘Approval - 20 mins
Update Brannon on 06/09/2023 CEO) saad Iprocesses for Parcels 2 Go, Evri and DPD
iia ae a wa anes
ee al sim pees See ‘March 2023, (Managing Director eerie sessions if Board MembersI road like
Parcels and Mails)
‘Martin Edwards (Network
IApproval of the Business Case and the self-
‘combined Strategy - Next Generation 2)! fom Stacey Calis Peet payed peso tian: x (Monthly [included i} funding solution detailed therein, and to provide
contort eerie] a I a en erty Pa cote
Officer) ing GE ar 1.
‘Request from Chairman - I Neill O'Sullivan (Managing,
rate seg iene’ ot I EE I ET om :
Beara eae
in teaind oa hae stat Taro :
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X (deal I X (agree our
approach, I negotiating
tnaitrom saa I “Roche Drecars I Discusion! sooy ant -ncarin Ipnal el sign Board Heting on 0th un
jaeaking Premewerk 4 Brannon on 26/09/2023 I Banking, Payments and Approval commercial Update) —/2024.
anon Podee) mnring I sre fr
deal) negotiation)
asa on a ate TeEand
rial lon ‘Chain Director) — CEO Report) Board)
Bench Wb 20 Ena am Set Vetat Reel Pind x
Ena rom Eor tat _I Onan Wood (Ompay
ot sub-contract cos netesin Ic,Sry Seren fcr] Oyreior Mu aes] Appa! x
oy osocines I Leyes Dress
ma rom Nea stevens I Nel Stevens (ead of hs = ott cont of rare or hs agenda
fee cenieeet ‘on 19/01/2024 Partnerships) Aen a item
teins we tesagerme seeranes I mien meena eet I Mem mente Peni
/ Rachel ‘and
Lerauirode Decision
[Stameing st agtet chsam for ScetingI "untae Banking, Payments and
services. 47/03/2023 ‘Transactional Products)
inquiry SteerCo Terms of Reference
Diane Wits, Historical
land managing potential conflicts of I Email from Tom crawford I plane Wille, Hatoncal I é
etre ne tne Store's on 26/05/2023, I yates eae! Service
aay RC ACTON fom 27/06/2025: The Car
Simon Oldnall (Horizon requested SO consider clear metrics that show
pies aeen ttl Paes REC Action 27/06/2023 I “and GLO IT Diretor) s lhe progress being made and the impact the
[changes have brought in relation to HD.
Marin Roberts (Chief [an outline ofthe known SME opportunity for POL
Retail fice), Owen Jacross product areas, and the planned activities
Board strategy Away Day -! woody (Deputy CEO) lo bud» strategy for improving our SHE
[SME opportunity for POL ‘neat Stepe Paper rom I and Barbara Brannon % proposition by the Spring. This builds on
(Groduct Portola liscussions in ly on haw we ean do more with
Director) small business customers.
lan overview of our Retail lan which sts out all
planned changes happening to support
Postmasters and how we manage and priontise
loverview of our Retail Plan / Retail [P74 Suateay Away De¥-I martin Roberts (Chief X (NED [deployment of tis pipeline of change.
(Operations Plan cane Retail Officer) Sessions) [an/12/2023: As agreed with Nick, the Retail
JOperations Pian wil be discussed and presented
in smaller groups to Board members over
Danuary rather than at the Board meeting.
Enal rom Rachel
\Authorised Signatories List (Addition Rachel Scarrabelott,
lof Deputy Company Secretary) Scarrabelott! on [croup Company Secretary] Deeision _
‘(Went to
Diane Wills, Historical
[Extending the waiver of privilege I Emalfrom Hollie Waugh I vere. asa! ome additional
(Rebuilding Trust section) 0706/07/2023 I ee on
Ethos Programme (esture Email from Helen Bussey I Owen Woodley, Deputy .
{transformation} ‘on 18/08/2023 "CEO. Discussion x x Undate scheduled for 04 June 2024
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POL Board Action I Corporate Affairs, Brand
Post office Brand leit Discussion 4
[26709/2023: An update on the external policy
review work being commissioned by POL, that
[Board Strategy Away Day -I Tim Mclnnes (Strategy Iwill inform discussions with DBT on their policy.
[External Policy Review eee rer ret I. se inerenee ® position as well as wider pre-election
Jengagerent activity. Work on this external
review has now commenced.
‘Media Strategy Action - 31st October 2023] Corperate Affairs, Brand I Discussion x (TBC)
Rec fe, ura
Branch Marketing Plane P01 Boot -31/10/2023 Isnaph (rec Cartomer]_Oicsson x
‘iperance, Hakata 8
ital)
Postmaster Beck otic vin nord Network I Approve = 20mine
Remuneration/operetone! mai tom cnyanty I *Sretagy a Guvery at CE ond ismine Hc ronnvce] x
jexcellence incentives: — Director) Board
arene Thrnton governance review I Enal tom cryaandy pas For eproal 15 X (etng and (tor
ort stops Pens on 3/2/2003 ine Esk) )
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