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OIA 20210363
Information for release
1.
IOC Minutes_ 21 February 2021
1
2.
IOC Minutes_ 12 March 2021
4
3.
IOC Minutes_16 April 2021
7
4.
IOC Minutes_14 May 2021
10
5.
IOC Minutes_11 June 2021
13
6.
IOC Minutes_9 July 2021
16
Item 1
Page 1 of 19
Southern Response Earthquake Services Limited
Minutes of the Meeting of the Independent Oversight Committee (IOC)
Held at 10:40 a.m. on 5 February 2021 at Level 2, Grand Central Building, 145-161 Cashel St, Christchurch
Present
David Ayers (Committee Chair), Nina Khouri, Sandra Manderson and Fiona Mules.
In attendance
Treasury:
David Stanley (Principle Advisor, Commercial Performance)
Southern Response Earthquake Services Limited (‘Company’):
Casey Hurren (General Manager), Veronica Cress (General Counsel), Anna Dobson (Unit Manager).
Minutes recorded by Daniel Hickling (Project Manager).
Apologies
None
Welcome
The Chair of the meeting, David Ayers, welcomed all members of the IOC (the ‘Committee’) and other
attendees.
Quorum
The Chair of the meeting declared that a quorum was present (as four of the required three Committee
members were present).
Committee Members Interests
The Chair asked the Committee members to provide a re-cap of any previously declared or new potential
conflicts of interest.
It was noted that, of the interests declared by the Committee members, none were considered to be in
breach of the Terms of Reference of the Committee.
No conflicts in relation to any agenda items were advised.
The Committee will re-visit the members’ interests at future meetings and review any possible updates.
Action: The Company to prepare an Interests Register on behalf of the Committee.
Approval of Minutes
As this was the first formal meeting of the IOC, there were no minutes to approve.
Matters Arising from the Minutes
As this was the first meeting of the IOC and there were no previous minutes, there were no matters arising
to discuss.
Matters for Committee Approval
There were no matters requiring Committee approval.
Minutes of the 1 February 2021 IOC Meeting
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General Business
Official Information Act (OIA)
It was noted that Committee members should be aware that the work of the Committee is subject to the
OIA and that anything exchanged in relation to an official role would be regarded as official information.
Action: Committee members to note the above and notify the Treasury if they receive an OIA request.
Confidential / privileged information
It was noted that the Committee may from time to time receive confidential and/or privileged information
from Southern Response and/or the Crown pursuant to a limited waiver of confidentiality and/or privilege
so that the Committee can perform its oversight function. The Committee will preserve the confidential
and/or privileged status of this information.
These instances will be highlighted to Committee members and the Secretariat.
It was noted that once the Company was able to engage with customers, it would likely mean that there
would be more flexibility in conversations with external parties. The fact that the Committee was meeting
was not deemed to be a confidential matter.
Change in attendance: Casey Hurren, Veronica Cress, Anna Dobson and Daniel Hickling left the meeting at
11:10 a.m. and re-joined at 11:31a.m so that the Committee could have Committee only time.
Company Update
The General Manager introduced the Company personnel.
The General Manager presented to the Committee and provided an overview of the key developments,
current activities and upcoming events in relation to the Pre-October 2014 Payment Package (the
‘Package’).
Discussion was held regarding the difference between the quantum of overcap and out-of-scope (OOS)
claims within the Package parameters.
Discussion was held regarding the Crown’s funding arrangements for the Package.
A short break was held from 11:53 a.m. to 11:59 a.m.
s9(2)(h)
The General Manager provided an overview of the key workstreams being undertaken by the Company,
including a re-fresh of customer contact details where possible.
The Committee noted that the Company should undertake an internal audit review of the process and
outputs of the contact details refresh exercise.
Action: Company to undertake internal audit review of the process and outputs of the customer contact
details re-fresh process.
The parameters of the Package were discussed.
s9(2)(ba)(i)
Action: David Stanley to circulate a final copy of the Committee’s Terms of Reference to the Committee
members.
Minutes of the 5 February 2021 IOC Meeting
2
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Correspondence relevant to the Committee
There was no correspondence for the Committee to consider.
Next Meetings
The date and venue of the next Committee meeting are to be agreed, however, it is expected that it will be
held during the second week of March 2021 in Christchurch.
Change in attendance: Sandra Manderson departed the meeting at 1:05 p.m.
Change in attendance: David Stanley departed the meeting at 1:07 p.m.
Action: The Chair to coordinate and confirm the date for the next Committee meeting.
Closure of the Meeting
The meeting closed at 1:20 p.m.
……………………………………………………………
Approved: 25 March 2021
Minutes of the 5 February 2021 IOC Meeting
3
Item 2
Page 4 of 19
Independent Oversight Committee – Meeting Minutes
Location:
Greater Christchurch Claims Resolution Service, MBIE Office, Grand Central Building, 145-161
Cashel Street, Christchurch
Date:
12 March 2021
Time:
10.36am – 3.00pm
Present:
David Ayers (Chair), Nina Khouri, Sandra Manderson and Fiona Mules
In attendance:
s9(2)(a)
(Secretariat and Minute taker)
Southern Response Earthquake Services Limited (SR) – Casey Hurren (General Manager),
Veronica Cress (General Counsel), Anna Dobson (Unit Manager), Daniel Hickling (Project
Manager)
Agenda items
1. Welcome, apologies and quorum – David welcomed all attendees and noted that the quorum was met and there
were no apologies. Sarah was introduced as Secretariat.
2. Committee members’ interests – No conflicts in relation to any agenda items were advised. Secretariat will
maintain the Interests’ Register on behalf of Committee and will include herself in the Interests’ Register for full
transparency.
3. Minutes of previous meeting – Some clarification of language and minor alteration agreed. Approval of previous
Minutes (as amended) moved by David, seconded by Nina and carried.
4. Matters arising from the minutes – Brief update as to provision of materials and final Terms of Reference.
5. Matters for Committee approval – There were no matters requiring Committee approval.
6. Company update –
This section of the minutes is legally privileged as it relates to confidential and legally privileged
information provided to the Committee by the General Counsel of Southern Response about
significant litigation involving Southern Response and legal advice that has been received by the
Company. This information has been provided to the Committee pursuant to a limited waiver of
privilege on the basis that the confidential and privileged status of this information will be preserved.
6.1. s9(2)(h)
[12.22 short break]
6.2. Operational progress – Unit Manager provided update on Contact Project including work being done by
current staff and plans to recruit new staff. Information is being centralized from many different sources to
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provide the most up to date information as quickly as possible. Updated progress and discussed issues
hindering project. Aiming for completion by end of June.
Updated progress on the Process Project where extra staff are also being recruited (via recruitment agency)
to access claim files s9(2)(ba)(i)
. Brief discussion around
recruitment issues and possible solutions.
[1.05 -1.15 – lunch]
6.3. s9(2)(ba)(i)
General discussion about perceived fairness of settlement offers. Package automatically reverts to higher sum
where there is more than one option. It is designed to fall on the generous side. Still anticipate complaints
and will keep IOC informed of number and nature of any complaints.
Monthly reporting document to be made available to IOC and Crown with information on progress and other
relevant matters. Discussion around other information which may be useful to IOC on an ongoing basis and
some data may need to be explained more fully (such as cases over 90 days, complaints).
General Manager discussed risks as currently identified. The Board has suggested a risk workshop may be
useful for both IOC and Board together and a suitable date is to be determined for this.
IOC can also consider whether further information/education sessions on specific topics may be useful.
Discussion around depth of information to be provided to IOC – summaries or detailed documents. Some
differing views so both are to be provided and Committee members will decide individually as best suits
them.
Discussion about availability of research on similar processes in New Zealand and/or overseas where
compensation packages have been established to resolve large numbers of civil claims. General Manager to
make inquiries of Treasury as to whether such research has been done and report back.
[2.43pm SR attendees departed]
7. Other business – No other business was raised
8. General business – Short discussion about meeting logistics given some attending by MS Teams and next meeting
date.
9. Next meeting – 16 April 2021
10. Summary and close of meeting – Meeting closed at 3.00pm
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Action items
Owner
Deadline
Status
Update Interests Register and
Secretariat
19 March
Completed
include s9(2)(a) .
Obtain Interests procedure and
Secretariat
19 March
Completed
summary material from DPMC if
possible
Minor changes to be made to
SR Project Manager
19 March
Completed
previous Minutes and
redistributed
Provide wording for dealing with
GC
16 April
Completed
privileged material in Meeting
Minutes
List of common acronyms and
Secretariat/Project
26 March
Completed
abbreviations
Manager
Date to be fixed for Risk
Chair/Members
May meeting suggested
Assessment workshop with SR
Board and IOC
Initial inquiry of Treasury as to
SR General Manager
16 April
Completed
other processes/models where
similar systems have been set up
Terms of Reference to be
Chair
16 March
Completed
distributed
3
Item 3
Page 7 of 19
Independent Oversight Committee – Meeting Minutes
Location:
Greater Christchurch Claims Resolution Service, MBIE Office, Grand Central Building, 145-161
Cashel Street, Christchurch and via Microsoft Teams
Date:
12 March 2021
PLEASE NOTE: An error was made on the date
of the meeting. The correct date is 16 April 2021.
Time:
11.00am – 1.15pm
Present:
David Ayers (Chair), Nina Khouri, Sandra Manderson and Fiona Mules
In attendance:
s9(2)(a)
(Secretariat and Minute taker)
Southern Response Earthquake Services Limited (SR) – Casey Hurren (General Manager), Anna
Dobson (Unit Manager)
s9(2)(a) and 9(2)(h)
Agenda items
1. Welcome, apologies and quorum – David welcomed all attendees and noted that the quorum was met and there
were no apologies from IOC but Daniel Hickling and Veronica Cress (SR) were unable to attend.
2. Administrative matters – (Short pre-meeting discussion covered administrative points relating to Friday emails,
January meeting and reporting logistics)
3. Committee members’ interests – No conflicts in relation to any agenda items were advised.
4. Minutes of previous meeting – Privilege clause and SR GC suggested changes adopted by IOC. Approval of minutes
(as amended) moved by David, seconded by Fiona and carried.
5. Matters arising from the minutes – Documents procured from DPMC provided an example of meeting discussion
being excluded from OIA by way of exception for free and frank discussion. Example of Cabinet meetings where
decision public but discussion leading to decision excluded.
Meeting on 14 May confirmed as date for Risk Workshop with SR Board members.
6. Matters for Committee approval – There were no matters requiring Committee approval.
7. Company update –
This section of the minutes is legally privileged as it relates to confidential and legally privileged
information provided to the Committee by the General Counsel of Southern Response and/or legal
advisors to Southern Response about significant litigation involving Southern Response and legal
advice that has been received by the Company. This information has been provided to the Committee
pursuant to a limited waiver of privilege on the basis that the confidential and privileged status of
this information will be preserved.
7.1. s9(2)(h)
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7.2. s9(2)(h)
7.3. Operational progress – Unit Manager provided update on Contact Project including progress on recruiting
new staff. Contact project is complete for overcap claims with new contact information found s9(2)(j)
.
s9(2)(j)
s9(2)(ba)(i)
A team of four is working on Out of Scope claims, some challenges but aiming to complete this work in June.
s9(2)(ba)(i)
SR very keen for Policy holders to engage their own legal representation as want the process to be as fair and
open as possible. Good relationships exist between SR and lawyers who are already engaging with SR on
behalf of clients.
s9(2)(ba)(i)
it is likely
that only 72% of policy holders will be contacted or make contact throughout the process (according to SR
Actuaries).
The IOC felt it would be useful to work through a s9(2)(a)
file as an early case study.
Recruitment of staff is ongoing but progressing. s9(2)(ba)(i)
. Anna will provide regular staffing update to IOC.
SR physical space is easily sufficient for new staff and GM has no inclination to change or upgrade premises at
this time.
8. Other business –
8.1. Reporting –
Brief discussion about reporting. SR will provide IOC with an example of its reporting to Crown to minimize overlap.
David and s9(2)(a) will prepare a draft letter and report for circulation to IOC.
A short period is to be set aside at the beginning of the Risk workshop next month to ascertain expectations of the
SR Board as to IOC reporting to Board.
s9(2)(h)
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s9(2)(h)
9. General Business – No general business
10. Next meeting – 14 May 2021, 12.00pm to 5.30pm
11. Summary and close of meeting – Meeting closed at 1.15pm
Action items
Owner
Deadline
Status
Minutes to be amended and sent to
s9(2)(a)
16 April
Completed
attendees
New meeting time/details for 14 May
s9(2)(a) /David
30 April
meeting to be sent to attendees
Risk Workshop materials/agenda/ToR for
SR General Manager
7 May
facilitator to be provided to IOC
s9(2)(ba)(i)
Staffing/recruitment update to be provided to SR Unit Manager
7 May
IOC (ongoing)
Procurement process to be discussed with
David
14 May
Treasury in anticipation of IOC accessing
advice directly from third parties
Larger space to be arranged for next
s9(2)(a)
7 May
Completed
meeting/workshop
Copy of SR quarterly report to Crown to be
SR General Manager
7 May
provided to IOC
Draft letter and report to Crown to be
David/s9(2)(a)
7 May
circulated to IOC
Schedule time in Agenda for Risk workshop
SR GM/s9(2)(a)
7 May
for short discussion on IOC reports to SR
Board
s9(2)(h)
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Item 4
Page 10 of 19
Independent Oversight Committee – Meeting Minutes
Location:
Greater Christchurch Claims Resolution Service, MBIE Office, Grand Central Building, 145-161
Cashel Street, Christchurch
Date:
14 MAY 2021
Time:
11.40am – 2.20pm
Present:
David Ayers (Chair), Nina Khouri, Sandra Manderson and Fiona Mules
In attendance:
s9(2)(a)
(Secretariat and Minute taker)
Southern Response Earthquake Services Limited (SR) – Casey Hurren (General Manager),
Veronica Cress (General Counsel) and Anna Dobson (Unit Manager)
[For Risk Workshop – Alister James (Chair) and Anne Urlwin from SR Board
s9(2)(a)
and s9(2)(a)
from KPMG]
Agenda items
1. Welcome, apologies and quorum – David welcomed attendees and noted that the quorum was met and there
were no apologies.
2. Committee members’ interests – No conflicts in relation to any agenda items were advised.
3. Administrative matters –
Sandra would like hard copies of Meeting papers to be provided one week before meetings. s9(2)(a) will attend.
Members agreed that Agenda items 5 (Approval of Minutes), 6 (Matters arising from Minutes) and 7 (Matters for
Committee approval) were more properly dealt with at Committee only time and that this would be amended from
today’s meeting. Minutes will be provided to other attendees in so far as they relate to presentations by those
attendees for factual correction if necessary.
Brief review of draft Report and letter to Ministers. Nina will work on improving draft during the day and
Committee will attempt to come together after the Risk Workshop for a brief working session to approve/make
changes.
4. Welcome – now prior to item 8
5. Minutes of previous meeting – Approval of minutes moved by David, seconded by Sandra and carried unanimously.
6. Matters arising from the minutes – There were no matters arising from the minutes.
7. Matters for Committee approval – There were no matters requiring Committee approval.
8. Welcome SR attendees and Company update –
This section of the minutes is legally privileged as it relates to confidential and legally privileged
information provided to the Committee by the General Counsel of Southern Response and/or legal
advisors to Southern Response about significant litigation involving Southern Response and legal
advice that has been received by the Company. This information has been provided to the Committee
pursuant to a limited waiver of privilege on the basis that the confidential and privileged status of
this information will be preserved.
8.1. s9(2)(h)
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s9(2)(h)
8.2. Operational progress –
s9(2)(ba)(i)
Lengthy and useful discussion about parameters of IOC involvement in day to day implementation of Package.
s9(2)(ba)(i)
There are some situations where SR will bring issues to IOC with proposed solution/implications
worked through. IOC would consider if these solutions accord with the principles and processes of the Package
and if due consideration has been given to the interests of affected Policyholders as per the TOR.
Where issues go to the parameters of the Package – these would have to go back to Crown but IOC views
would be sought around Policyholders interests.
s9(2)(h)
s9(2)(ba)(i)
Adaptation will be crucial as more issues come to light. IOC very happy to schedule additional meetings if that
becomes necessary. Serious s9(2)(ba)(i)
issues or those needing urgent attention can be brought to IOC at
any time.
s9(2)(ba)(i)
IOC will ask for
additional information/reporting if necessary. As much information as possible is to be provided at this stage
with the ability to modify this over time if necessary.
[Lunch break – 1.00 to 1.10pm]
s9(2)(h)
Unit Manager provided an update on POPP dashboard, Processing project and progress on human resources.
9. Case study – General Manager and Unit Manager worked through a simple case study. A more complex case study
will be examined next month.
10. General Business – No general business
11. Next meeting – 11 June 2021, 10.30am to 2.30pm
12. David welcomed SR Board Chair, Alister James and Board member Anne Urlwin and KPMG facilitators
13. Reporting to SR Board – Agreed a report will be provided every two months in alignment with report to Crown.
14. Summary and close of meeting – Meeting closed at 2.18pm
RISK MANAGEMENT WORKSHOP
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Action items
Owner
Deadline
Status
Arrange hard copies of s9(2)(ba)(i)
and s9(2)(a) /Veronica
4 June
meeting papers for committee members who
require them
s9(2)(ba)(i)
SR Management
TBA
s9(2)(ba)(i)
SR Management
ongoing
s9(2)(h)
SR General Counsel
28 May
Prepare draft report to Board
David/s9(2)(a)
21 May
IOC to review changes to Report and update
Nina/members
14 May
Complete
draft
Redrafted Crown Report and letter to be
s9(2)(a)
21 May
distributed to IOC for comment/approval
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Item 5
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Independent Oversight Committee – Meeting Minutes
Location:
Greater Christchurch Claims Resolution Service, MBIE Office, Grand Central
Building, 145-161 Cashel Street, Christchurch
Date:
11 June 2021
Time:
10.44am – 2.47pm
Present:
David Ayers (Chair), Nina Khouri (via MS Teams), Sandra Manderson and Fiona
Mules
In attendance:
s9(2)(a)
(Secretariat and Minute taker)
Southern Response Earthquake Services Limited (SR) – Casey Hurren (General
Manager), Veronica Cress (General Counsel), Daniel Hickling (Project Manager)
and Anna Dobson (Unit Manager)
Agenda items
1. Welcome, apologies and quorum – David welcomed attendees and noted that the quorum was
met and there were no apologies.
2. Committee members’ interests – No conflicts in relation to any agenda items were advised.
3. Administrative matters –
• IOC emails – An attempt was made to set these up but was, again, unsuccessful. s9(2)(a)
will follow this up with Treasury.
• Other admin – Members would also like to be able to access IOC emails on laptops. s9(2)(a)
will request instructions for this.
4. Minutes of previous meeting – Approval of minutes moved by Sandra, seconded by Nina and
carried unanimously.
5. Matters arising from the minutes
• s9(2)(a) will contact SRES Board secretary to confirm receipt of IOC reporting letter.
• s9(2)(ba)(i)
6. Matters for Committee approval – There were no matters requiring Committee approval.
7. Other business
• s9(2)(h)
• Communications review – Discussion around difficulty of reaching all affected
policyholders through media channels, possible suspicion of SR coms, simplicity and
clarity of coms. IOC section of coms discussed – suggest include link to TOR – David to
ask David Stanley if the TOR still privileged and confidential.
8. Welcome SR attendees and short break for lunch
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9. SRES Administration items
• Delivery of hard copy documents working well so far.
• s9(2)(ba)(i)
10. s9(2)(ba)(i)
11. Company update –
This section of the minutes is legally privileged as it relates to confidential and legally
privileged information provided to the Committee by the General Counsel of Southern
Response and/or legal advisors to Southern Response about significant litigation involving
Southern Response and legal advice that has been received by the Company. This
information has been provided to the Committee pursuant to a limited waiver of privilege
on the basis that the confidential and privileged status of this information will be preserved.
• s9(2)(h)
s9(2)(h)
• Operational progress –
Unit Manager provided an update on POPP dashboard and Processing project. Recruitment continuing
and may need additional manager (2IC) as workload increases. Short discussion around possible
recruitment and s9(2)(g)(i)
Some discussion around potential means of contacting/locating policyholders – Terranet, local body
electoral rolls. SR have some details for every policyholder but will not know how current or accurate
they are until contact is allowed.
12. General Business –
• Coms review – Nina suggested two changes to IOC section. SR happy to make those
changes if court decision allows.
Short discussion around milestone reporting pros and cons. IOC have power to report
publicly so could consider using this as a method for reporting Package progress and
other matters where appropriate.
• Short discussion of benefits of Risk Workshop. All agree Workshop was useful for
generating discussion between parties and clarifying interrelationships between IOC,
Board and Crown.
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Advice to Board/meeting with Board to be addressed at each meeting.
13. Next meeting – 9 July 2021, 10.30am to 2.30pm
14. Summary and close of meeting – Meeting closed at 2.47pm
Action items
Owner
Deadline Status
Contact Treasury regarding ongoing
s9(2)(a)
18 June
In progress
issues with IOC emails to phones and
laptops
s9(2)(ba)(i)
SR General
9 July
Completed
Manager
s9(2)(ba)(i)
SR Management
ongoing
Completed
Contact SRES Board secretary to
s9(2)(a)
18 June
Completed
confirm receipt of Committee
Reporting letter
Request advice from David Stanley
David
18 June
Completed
about ongoing confidentiality of TOR
s9(2)(ba)(i)
SR General
9 July
Completed
Manager
Draft process for checks and balances SRES
9 July
Completed
Proposed DFA levels to be provided
SRES
9 July
Completed
Treasury to be asked about possibility
s9(2)(a)
18 June
In progress
of IOC using Diligent
s9(2)(h)
SR Management
9 July
Completed
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Independent Oversight Committee – Meeting Minutes
Location:
Greater Christchurch Claims Resolution Service, MBIE Office, Grand Central
Building, 145-161 Cashel Street, Christchurch and via MS Teams
Date:
9 July 2021
Time:
10.40am – 2.35pm
Present:
David Ayers (Chair), Nina Khouri (via MS Teams), Sandra Manderson and Fiona
Mules (via MS Teams)
In attendance:
s9(2)(a)
(Secretariat and Minute taker)
Southern Response Earthquake Services Limited (SR) – Casey Hurren (General
Manager), Veronica Cress (General Counsel), Daniel Hickling (Project Manager)
and Anna Dobson (Unit Manager)
Agenda items
1. Welcome, apologies and quorum – David welcomed attendees and noted the quorum was met
and there were no apologies.
2. Committee members’ interests – No conflicts in relation to any agenda items were advised.
3. Administrative matters –
• IOC emails – Sandra is not set up with the IOC email address yet but is in progress pending
new laptop.
• Sandra’s hardcopy documents did not arrive this month. Will discuss with SR.
• Treasury is working with SR to arrange for IOC to have access to its own Diligent software.
4. Minutes of previous meeting – Approval of Minutes (with minor changes as suggested by Casey)
moved by David, seconded by Sandra and carried unanimously.
5. Matters arising from the minutes – Review of s9(2)(ba)(i)
other documents – see below
under Other Business
6. Matters for Committee approval – There were no matters requiring Committee approval.
7. Other business
• Email chain between s9(2)(a)
, SR and IOC – Discussion around correspondence
received directly from members of the public both in terms of matters raised in current
correspondence and, more generally, how IOC will respond to unsolicited
communications from public going forward.
Agreed that any correspondence received by members other than the Chair would be
directed to the Chair for any response (as per ToR).
David will draft an email for Committee input and consultation with Board and Crown (as
per ToR) and will reply to current correspondence in the same terms.
• Nina queried how committee members should respond to informal approaches from
lawyers, policyholders and members of the public. It was agreed that it was important
that committee members respond consistently to such approaches, balancing the need
to be responsive to public concerns with confidentiality and the IOC’s ToR. It was
agreed that a standard response would thank the person for raising the issue, explain
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that the IOC can receive queries and information and then discusses that at its
meetings. It can request information from SR and the Crown. If appropriate the IOC
will address the issue in its reports and recommendations to SR, the Crown and to the
public, in accordance with its ToR. Committee members can also refer to the ToR,
including that the role of the Committee is not to consider individual policyholder
complaints or provide a dispute resolution body and that it is not intended that the
Committee will communicate directly and privately with individual policyholders.
• Discussion around 6% vs. 10% issue (relating to professional fees) raised in direct
correspondence. IOC noted that this matter was explored by SR and the Crown in the
early stages of planning of the Package (Cabinet Paper 10/12 – paras 37-38) prior to IOC
existing. The key element is that policyholders who settle under this Package are to be
no worse off than those who settled after October 2014 and the decision around the
percentages is in line with that guidance.
• Consideration of additional issues s9(2)(ba)(i)
• s9(2)(ba)(i)
• Reporting for August – deferred to next meeting. s9(2)(a) will flesh out draft and forward
to IOC prior to the August meeting.
s9(2)(a) will amend standard Agenda to include half an hour Committee-only time at the end of each
meeting.
8. Welcome SR attendees and short break for lunch
9. (Order changed due to timing and priority) Company update –
This section of the minutes is legally privileged as it relates to confidential and legally
privileged information provided to the Committee by the General Counsel of Southern
Response and/or legal advisors to Southern Response about significant litigation involving
Southern Response and legal advice that has been received by the Company. This
information has been provided to the Committee pursuant to a limited waiver of privilege
on the basis that the confidential and privileged status of this information will be preserved.
• s9(2)(h)
s9(2)(h)
Discussion relating to direct communication from Policyholders to IOC. David outlined IOC view and
will provide SR with details of IOC standard response. IOC will check wording with Treasury and will
advise SR Board Chair. IOC does not want to deter public from contacting IOC directly as IOC welcomes
any avenues of information but, being mindful of ToR, expect this to be one-way communication
(other than the proposed standard response).
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In relation to the 6% v 10% issue, IOC agreed that this is not an implementation issue and members
are satisfied that it was considered at the time the Package was evolving. IOC understand the
considerations both financially and in terms of fairness to all policyholders. David will write to SR
setting out IOC view.
• s9(2)(ba)(i)
s9(2)(ba)(i)
. IOC suggested external
assurance of processes to ensure meets best practice. SR advise that KPMG have been engaged for
this purpose and SR will provide IOC with those outcomes.
• Operational progress –
Unit Manager provided an update on POPP dashboard and Processing Project. Requests are coming
in at the same rate as last month and now number almost 70 with several at the offer stage and some
settled.
Using Terranet has improved contacts with over 400 additional addresses for each of Overcap and
OOS. SR is happy with the progress on contact information.
Additional staff have been employed (some with experience working at SR) and recruitment is ongoing
for other roles. SR now plan to shift to new offices along with EQC in late 2021.
s9(2)(ba)(i)
• ApplyID demonstration
Anna demonstrated the ApplyID identification tool that is being used by SR to confirm identity of
Policyholders.
SR attendees departed at 2.15pm
10. General Business –
• Summary of IOC views on matters discussed above and steps going forward (see below
– Action Items).
11. Next meeting – 13 August 2021, 10.30am to 2.30pm
(Nina attending via MS Teams. s9(2)(a) to meet with GCCRS Staff to try to improve virtual
experience.)
12. Summary and close of meeting – Meeting closed at 2.35pm.
3
Item 6
Page 19 of 19
Action items
Owner
Deadline Status
Contact Treasury regarding ongoing
Sandra
tba
In progress
issues with IOC emails to phones and
laptops
Email in response to direct public
David
13 August
In progress
communications to be drafted and
distributed to IOC for comment and
forwarded to Treasury and SR once
approved by IOC
August Report draft to be fleshed out
s9(2)(a)
6 August
In progress
and sent to IOC for
consideration/completion at the
August meeting
Amend standard Agenda to include
s9(2)(a)
6 August
Completed
30 mins Committee only time from
2pm
s9(2)(ba)(i)
David
13 August
s9(2)(ba)(i)
Veronica
13 August
s9(2)(ba)(i)
Veronica
TBA
Outcomes from external review of
SR General
TBA
processes by KPMG to be provided to
Manager
IOC
Treasury to be asked about possibility
s9(2)(a)
18 June
In progress
of IOC using Diligent
s9(2)(ba)(i)
Casey
TBA
IOC letter to SR (Management and
David
13 August
In progress
Board) setting out IOC view on 6% v
10% issue
Meet with GCCRS staff to improve
s9(2)(a)
13 August
Completed
experience of virtual attendees
4
Document Outline
