For the Immediate Attention of All:
Postal Branches with RMSS Members
Parcelforce Regional Organisers
RMSS Representatives
Fleet and Maintenance Services Representatives
Area Health & Safety Representatives
AGREEMENT BETWEEN ROYAL MAIL SPECIALIST SERVICES AND THE COMMUNICATION WORKERS UNION ON THE PERFORMANCE OF MINOR REPAIRS BY RMSS DRIVERS
Dear Colleagues
Branches and representatives will be aware that the department has been engaged in ongoing discussions with Royal Mail Specialist Services (RMSS) on a range of issues broadly designed to meet our commitments in the Business Transformation 2010 and Agenda for Growth agreements, to develop our working relationship and a progressive agenda going forward.
In line with the above aims, the department has recently been in discussions with the business to allow RMSS drivers to undertake minor vehicle repairs when necessary, as already occurs within other RMG functions.
The department is pleased to inform you that an agreement has now been achieved in relation to this issue and is attached for your information.
Branches and representatives will note that:
➢ The agreement covers minor vehicle repairs to RMSS Relay and hire vehicles, where this is agreed as part of the hire contract
➢ An agreed training package will be provided on a specific range of agreed minor repairs by experienced Fleet and Maintenance Services technical staff who hold the relevant Train the Trainer qualifications
➢ The final decision on whether to attempt a minor vehicle repair will rest solely with the RMSS Relay driver
➢ There will be no liability or referral to Royal Mail HR Procedures for damage caused to or by a vehicle resulting from a previously trained driver attempting an agreed repair using the appropriate minor repair routine
When strictly following the Safe Systems of Work the range of vehicle minor repair tasks that can be undertaken by a trained RMSS Relay driver are as follows:
➢ Light Bulbs – All accessible light bulbs
➢ Fuses – Changing a like for like rated fuse (on a single occasion)
➢ Wiper Blades – Accessible wiper blades
➢ Mirrors – Fitting of “stick on” self adhesive backed replacement mirror glasses
Any changes to the agreed list above or extension of tasks to new vehicles will be subject to joint review and agreement at National level which will be led by Fleet and Maintenance Services.
The importance of adherence to relevant safety documentation, ‘Safe Repair Area’ requirements, authorised tools etc. are clearly stipulated in the agreement.
Any additional time used by drivers to undertake minor repair tasks in excess of their normal duty span, will be recorded on the day and recompense will be made in cash or time in lieu at the end of each week. The effectiveness of the agreement will be subject to ongoing joint review at periods of three months.
Branches and representatives are requested to ensure that our RMSS members are made aware of this LTB and the attached agreement at the earliest opportunity.
Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference number: 218.20
Yours sincerely,
Davie Robertson
Assistant Secretary
AGREEMENT BETWEEN ROYAL MAIL SPECIALIST SERVICES AND THE COMMUNICATION WORKERS UNION ON THE PERFORMANCE OF MINOR REPAIRS BY RMSS DRIVERS
Royal Mail and the CWU have worked together to deliver the commitments agreed in the Business Transformation 2010 Agreement regarding OPG drivers undertaking jointly agreed minor vehicle repairs. The purpose of this agreement is to extend the principle of minor vehicle repairs to RMSS Relay Drivers.
The main responsibility of the RMSS Relay Driver will continue to be to drive vehicles on behalf of the business. However, it is recognised there may be times where an RMSS Relay Driver undertaking a minor vehicle repair can improve efficiency and safeguard the integrity of the service to the customer. In order to do this, they will be trained on how to carry out an agreed range of minor vehicle repairs safely and effectively in line with this agreement.
The scope of this agreement also applies to hire vehicles, where this is agreed as part of the contract with the vehicle hire company.
RMSS Relay Driver Training and Discretion
Training will cover a specific range of minor repairs, which have been jointly agreed with the CWU as suitable for a trained RMSS Relay Driver to carry out. Training will be given using step by step guides (Flash Cards), Safe Systems of Work (SSOW) and manufacturers vehicle specific handbooks and delivered by experienced Fleet and Maintenance Services technical staff who have a Train the Trainer qualification and who have been pre-trained on the agreed course format and material content.
Whilst all drivers will receive training it is accepted that not all drivers will have the same technical aptitude or confidence and it is jointly recognised that even after training the driver is best placed to decide whether he/she has the confidence and feels both safe and competent enough to carry out any agreed repair operation. It is therefore jointly recognised that the final decision on whether to attempt a repair will rest solely with the RMSS Relay Drivers.
It is also important to note that there will be no liability or referral to Royal Mail HR Procedures for damage caused to or by a vehicle resulting from a previously trained driver attempting an agreed repair using the appropriate minor repair routine.
Agreed Minor Repairs Tasks
When strictly following the Safe Systems of Work the range of vehicle minor repair tasks that can be undertaken by a trained RMSS Relay Driver are as follows:
➢ Light Bulbs – All accessible light bulbs
➢ Fuses – Changing a like for like rated fuse (on a single occasion)
➢ Wiper Blades – Accessible wiper blades
➢ Mirrors – Fitting of “stick on” self adhesive backed replacement mirror glasses
ANY CHANGES TO THE AGREED LIST OF MINOR REPAIR OPERATIONS OR EXTENSION TO ANOTHER NEW VEHICLE MODEL WILL BE SUBJECT TO JOINT CWU/RM REVIEW AND AGREEMENT AT NATIONAL LEVEL WHICH WILL BE LED BY FLEET AND MAINTENANCE SERVICES.
WHERE ANY OF THE REPAIR TASKS ARE UNDERTAKEN AND INCUR TIME OVER AND ABOVE THE NORMAL DUTY SPAN THEN THIS WILL BE RECORDED ON THE DAY AND PAID IN CASH OR TIME IN LIEU AT THE END OF EACH WEEK. ALL CLAIMS FOR EXTRA TIME WILL BE PAID IN GOOD FAITH.
Safety
Safety remains the number one priority and all repairs must be carried out using the associated Safe System of Work (SSOW). Depot Managers are responsible for ensuring that repairs are carried out safely and ensuring that SSOW are followed.
Details of accidents, near misses and the subsequent investigations arising from minor repairs will be compiled and shared with the CWU Nationally at the quarterly review meeting.
Safe Repair Areas
Minor repairs will only be undertaken in a specifically designated ‘safe repair area’ of the yard or depot, which should be clearly identified for the purpose and subject to a joint risk assessment with the CWU Area Safety Representative. Where a ‘safe repair area’ cannot be identified minor repairs and the associated training must not be carried out at that site. In these circumstances all repairs should be dealt with via Fleet and Maintenance Services (F&MS).
Authorised Tools
These will be site specific, as determined by the above risk assessment and limited to those items required to carry out the range of repair operations that can be undertaken at that depot. Under no circumstances should personally owned tools be used or replacement tools sourced, other than from Fleet & Maintenance Services approved sources.
Safe Repair Guidance (Flash Cards)
The primary reference for performing the task(s) safely is the relevant Safe System of Work. A step-by-step repair guide for each vehicle type and manufacturer limited to only those approved vehicles or tasks and are safe to perform will be held on site and updated through the dedicated Intranet portal following consultation with the CWU. The Depot Manager must ensure that the most current version is always available (through checking against the on line portal) and issued before repairs are commenced.
Spares
These will be held on each site and will be limited to those required to perform the agreed range of repairs. Responsibility for the storage, replenishment and security of the stock will remain with the local Depot manager.
Top-up Fluids
CoSHH regulations relating to the storage, handling and use of top-up fluids must be adhered to at all times, and remains the responsibility of the Depot manager. Persistent loss of fluids should be reported to F&MS via the Vehicle Defect Reporting (PMT1) process.
PMT1 Vehicle Defect Reporting Process
This must be used to record all vehicle defects and any minor repairs and should be signed off as each repair is completed by the trained RMSS Relay Driver or referred to the F&MS Service Centre for further attention.
CONCLUSION
ANY ISSUES OF INTERPRETATION, IMPLEMENTATION OR APPLICATION OF THIS AGREEMENT SHALL BE REFERRED TO THE RESPECTIVE HEADQUARTERS AND WILL BE DEALT WITH IN ACCORDANCE WITH THE TERMS OF THE IR FRAMEWORK.
THIS AGREEMENT WILL REMAIN SUBJECT TO ONGOING JOINT REVIEW AT REGULAR INTERVALS OF 3 MONTHS TO ENSURE IT IS BEING APPLIED CORRECTLY AND TO RECTIFY ANY PROBLEMS OR ISSUES OF CONCERN. THESE REVIEWS WILL ALSO ASSESS THE SUCCESS OF THE DEPLOYMENT IN TERMS OF EMPLOYEE PARTICIPATION, COMPETENCY, SAFETY AND FINANCIAL IMPLICATIONS.
ALEX WARNER DAVIE ROBERTSON
MD RMSS ASSISTANT SECRETARY
RMSS RELAY CWU
DATE: 19TH APRIL 2016
CWU Eastern No5 Branch 
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