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Working Group for the Initial Complaint Review and Case Mediation Scheme
Key points and actions from the conference call at 1pm on 19 December 2013
Attendees
Sir Anthony Hooper
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)
Suzie MacGregor (Post Office)
Andy Parsons (Bond Dickinson)
Claire Parmenter (Bond Dickinson)
Agenda
1. New/ late applications
2. Status of current applications that have not yet been accepted
3. Status of accepted applications awaiting a Case Questionnaire Response
4. New Case Questionnaire Responses
5. Post Office / Second Sight investigation progress
6. Any other queries raised by Applicants / Advisors
7. Issues with resourcing / timings
8. AOB
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Thursday 19 December, 13:00 — 14:00
1. New/ late applications
No new applications have been received.
2. Status of current applications that have not yet been accepted
Case
Status
Working Group decisions & actions
GRO
SLO2 was sent to the applicant on 30" Oct.
No response received from the SPMR.
Second Sight confirmed a letter was not
sent to the applicant on 05/12.
RW to send the letter by Special delivery
today and give the applicant 3 weeks to
respond. The letter should note that in the
absence of a response from the applicant,
the Working Group has the right to reject
the case.
Further requested information has been
received and is now recommended for
acceptance. It was noted that the
application may be difficult to investigate.
It was agreed this case should be accepted
onto the Scheme
Further information has been received from
the applicant. It was noted that the
application may be difficult to investigate.
It was agreed this case should be accepted
onto the Scheme
3. Status of accepted applications awaiting a Case Questionnaire Response
Nothing to report.
4. New Case Questionnaire Responses
Case Status Working Group decisions & actions
No.
Recommend acceptance It was agreed this case should be accepted
onto the Scheme
Recommend acceptance It was agreed this case should be accepted
onto the Scheme
Recommend acceptance It was agreed this case should be accepted
onto the Scheme
A partially completed submission has been
received, the applicant is seeking assistance
from an advisor in the New Year.
No action required.
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Office / Second Sight investigation progress
Status
Working Group decisions & actions
9
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PO advised Working Group on 12" Dec that
anticipated submission date to Second Sight
is 20 Dec 2013. PO is on track to meet this
date.
No action required.
Call logs received. Awaiting answers to a
couple of questions raised. Report will be
updated in view of further findings.
PO to provide update to Working Group by
03/01
PO advised Working Group on 12” Dec that
anticipated submission date to Second Sight
is 20" Dec 2013. PO is on track to meet this
date.
No action required
Second Sight issued a letter to the SPMR on
03/12 stating the case is closed. No
response received from the SPMR
AP to draft letter for Second Sight to issue
to SPMR - if no response is received we will
assume the case is closed.
Still under PO investigation. Exceeded due
date 28/11.
Extension agreed. Provide update to
Working Group by 03/01
PO advised Working Group on 12" Dec that
anticipated submission date to Second Sight
is 20" Dec 2013. PO’s investigation report is
overdue. The report has been written and is
going through final checks but an extension
is needed until 3 Jan 2014.
Further extension agreed. Complete by or
provide update by 03/01
PO advised Working Group on 12" Dec that
anticipated submission date to Second Sight
is 03/01/2014. Extension required as
awaiting ARQ data. Anticipated submission
to Working Group on 03/01
Further extension agreed. Complete by or
provide update by 03/01
Case Questionnaire submitted 28/10/13 is
not in a good standard. Deadline for
resubmission by applicant has passed. A
letter chasing for resubmission was not
issued to the SPMR.
Second Sight to clarify whether a letter was
issued and update Working Group on 03/01
POL investigation case. Investigation almost
concluded.
PO to provide update to Working Group by
03/01
PO advised Working Group on 12" Dec that
anticipated submission date to Second Sight
is 03/01/2014. Further extension required
as awaiting ARQ data.
Further extension agreed. Complete by or
provide update by 03/01
Report compiled as far as possible without
input from SPMR; extension required to
meet with SPMR.
Further extension agreed. Complete by or
provide update by 03/01
SLO2 letter sent 26/11/13. The applicant has
not provided the further information
It was agreed that Second Sight will write to
the applicant and request a response within
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requested.
3 weeks otherwise the Working Group will
be minded to reject the application.
GRO
Case has been looked at and feel that this
could be better going through the
mediation route
Extension agreed. Provide update to
Working Group by 03/01
Internal investigation completed. Discussion
with SPMR has taken place and the SPMR is
happy with the outcome and wishes to
withdraw from the Scheme.
1. POL to issue letter to SPMR on the
position of the case
2. Second Sight to issue letter to SPMR to
confirm their withdrawal from the
Scheme
Internal investigation completed. Discussion
with SPMR has taken place and the SPMR is
happy with the outcome and wishes to
withdraw from the Scheme.
1. POL to issue letter to SPMR on the
position of the case
2. Second Sight to issue letter to SPMR to
confirm their withdrawal from the
Scheme
POL internal investigation
AVDB to get an update and circulate by/on
03/01
SPMR due to call back 20/12/13, with view
to visit early as possible in Jan 2014
PO to provide update to Working Group by
16/01
It was agreed that for any applications where information or a response has been
requested, Second Sight should write to the applicant requesting a response within 3
weeks failing which the Working Group will be minded to reject the application.
6. Any other queries raised by Applicants / Advisors
N/A
7. Issues with resourcing / timings
Second Sight are concerned working with draft PO investigation reports will cause re-
work for them. AVDB confirmed the 2 PO case responses provided to Second Sight
are final reports.
Second Sight need additional resource to manage the upcoming workload. Second
Sight to provide a CV to CA for consideration.
8. AOB
All CWU queries should be forwarded directly to AVDB
Information on the 5 criminal cases that are subject to on-going investigation €
L will be passed onto AH in early January to ensure PO
are progressing them in good faith. WG agreed that the information passed to AH
would not be passed on to the WG and that the WG would not ask AH about the
detail of the cases. AP to put these terms in writing to AH. AP to confirm whether AH
has access to the wider case files if needed.
Outstanding actions: i) draft letters to all applicants that all correspondence should be
issued to PO (not second Sight) ii) drafting DP letters iii) draft rules for data
protection, are all underway
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* Second Sight will use their own report format but will append the Case Questionnaire
Responses and PO reports to their own reports.
If following submission of a Case Questionnaire Response further information is
required, Second Sight can request this from the SPMR/Professional advisor.
The next Working Group is on Friday 3° January 2014, 11.30 at Bond Dickinson offices.