Royal Mail Group/CWU – Joint Health & Safety Committees Structure 2019/20

Following business reorganisation in Royal Mail Group earlier this year a comprehensive review of the Joint Health and Safety Committee was undertaken across Royal Mail Group, led by the RMG Safety Health and Environment Team, in consultation with the CWU Health, Safety & Environment Department and that review work has now been concluded.

Attached are copies of the new revised:-

• Royal Mail Group (RMG) Safety, Health and Environment SHE Instruction 2.3 entitled ‘Consultation and Participation’
• Appendix 1 to the Instruction ‘Safety, Health and Environment (SHE) Committees Structure and Attendees.’
• Appendices 2 – 7 on Dispute Resolution, Health and Safety Committee Agendas and Day to Day Consultation.

This ‘Mandatory’ Instruction is now in force.

Employers have a duty to consult with trade union safety representatives on health and safety matters and to establish and maintain joint health and safety committees in consultation with trade unions in order to ensure they are complying with the law, namely the Safety Representatives and Safety Committees Regulations 1977 (as amended) which in Royal Mail has been promulgated via Royal Mail Group/CWU National Safety Representation Agreements. These regulations apply to all workplaces.

Effective, fit for purpose joint health and safety committees benefit both the employers and trade unions in laying solid foundations for an effective ‘Safety Culture’ by raising the profile of health and safety and helping develop the focus on the value and importance of workplace health and safety. Joint health and safety committees bring together those from both sides with an in-depth practical knowledge of specific work tasks as well as company policies, and procedures (management). Another significant benefit is the enhancement of cooperation between management, union and workforce toward solving health and safety problems.

Key aims of Joint Health and Safety Committees are to:-

• Improve safety culture in the workplace.
• Enhance safety and health communication.
• Provide a way to empower and give a voice to the workforce.
• Ensure the organisation remains compliant with current health and safety legislation and legal guidance.

Joint health and safety committees perform an important role and will for example:-

• Recognise and Identify workplace hazards.
• Monitor accident causations and trends.
• Evaluate the hazards and risks that may cause accidents, injuries and illness.
• Participate in the development and implementation of campaigns, initiatives and programs to protect the workers’ safety, health and wellbeing.
• Respond to worker complaints and suggestions concerning safety and health.
• Ensure the maintenance and monitoring of injury and work hazard records.
• Monitor and follow-up safety hazard reports and recommend action.
• Set up and promote programs to improve workers’ safety information, instruction, training and education.
• Participate in safety and health inquiries and investigations, as appropriate.
• Consult with professional and technical experts.
• Participate in resolving working environment problems.
• Make recommendations to management for accident prevention and safety programme activities.
• Monitor effectiveness of safety and risk management and compliance.

The attached Joint Health and Safety Committees Structure covers local, area, regional and national levels which varies by business unit. It covers Royal Mail Service Delivery, Parcelforce, Royal Mail Fleet, Royal Mail Engineering, Royal Mail Logistics and Distribution, Royal Mail Specialist Services and Royal Mail International. (Note: Royal Mail Property & Facilities Services continues to be under discussion and will be added in due Course).

Area Health and Safety Representative Action

All CWU Area Health and Safety Representatives should ensure full compliance with the attached and any non-compliance should be escalated using the nationally agreed RMG/CWU National Joint Health and Safety Disputes Escalations Process set out on Page 3 of the attached RMG SHE Standard 2.3 and the Appendices.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

19LTB692 Royal Mail Group CWU – Joint Health & Safety Committees Structure 2019-20

Consultation in Day to Day Operations Guidance (SHEI 2.3)(Appendix 7) v.11

Dispute Resolution Tracker (SHE1 2.3)(Appendix 5) v2.1

SHE Committee and Dispute Reolution Guidance (SHEI 2.3)(Appendix 4) v3.0

SHE Committee Meeting Agenda Template (Appendix 3) (v1.1)

SHE Committees Structure Suggested Attendees (SHEI 2.3)(Appendix 1)(v 2.0)

SHE Dispute Resolution Flowchart (SHEI 2.3) (Appendix 2) (v 5.0)

SHE Dispute Resolution Record Template (SHEI 2.3)(Appendix 6) v1.1

SHEI 2.3 Consultation and Participation (v 1.1)

Royal Mail Christmas Pressure ‎ – Hired Vehicles Urgent Safety Alert:

Royal Mail has contacted the ‎CWU/HQ Health, Safety and Environment Department today to make us aware of an urgent ‘Safety Recall’ affecting up to 193 ‘Hired’ Car Derived Vans (CDVs), specifically new Vauxhall Combos, Peugeot Partners and Citroen Berlingos.

The safety recall is linked to vehicles that do not have a ‘Passenger Airbag’. On these vehicles, the passenger side seatbelt tension load has been set too low and as such these vans are not safe to carry passengers.‎ The driver’s side seat belts are not affected and are safe to drive as normal.

The vehicles identified (see attached list) are to be identified by Managers and must be checked before they depart the Office where they are located tomorrow.

ACTION PLAN:-

Royal Mail has 193 small car derived vans identified as on hire to Royal Mail and the company must undertake the following check prior to the vehicles departing the Offices tomorrow morning.

The RMG Safety Business Partners will also phone the affected Delivery Offices tomorrow morning to ensure the message is understood and has been actioned.

DOMs must check the vehicles highlighted in the attached file to see if the hired vehicles they have on site have a “Passenger Airbag” (See attached Guidance Note).

If the vehicle has a passenger airbag – it is safe to use with or without a passenger.

If there is no passenger airbag the Manager must ensure these vehicles ARE ONLY USED BY A SINGLETON DRIVER without an assisting passenger.

Managers may need to swap vehicles in order to comply with this “Mandatory” Instruction.

Managers must ensure the drivers of the vehicles are clearly informed that they are NOT TO CARRY A PASSENGER in these vehicles at any time.

If affected vehicles require a passenger to be carried and there is no option to swap vehicles, this must be specified and replacement vehicles will be found and provided as a matter of urgency.

WARNING:- THESE IDENTIFIED VEHICLES MUST NOT CARRY A PASSENGER .

Managers must  confirm the check has been completed (and if a replacement is needed) by emailing the respective contacts for their region, stating the registration of the vehicle they have checked.

North   – david.rutherford@Royalmail.com

Central – lucy.blatchford@royalmail.com

South – christopher.d.allen@royalmail

Managers must contact their local FOM or SFOM if they have any questions or concerns regarding this Safety alert.

Would all ASRs and WSRs carry out checks to ensure full compliance with this Safety Alert in their areas and Offices. Thanks for your support in undertaking this urgent safety action.

Attachments:

• Passenger Air Bag identification Guidance
• List of Hired Vehicles to be checked

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

19LTB690 Royal Mail Christmas Pressure ‎ – Hired Vehicles Urgent Safety Alert

Hire Vehicles Safety Alert

Passenger Airbag Driver Check

Complaints/NDC – Dedicated phone line – 0208 971 7219 – NUMBER CHANGED

Since the publication of LTB 677/19 due to some unforeseen technical issues, we have had to change this number to:

0208 971 7219.

Please disregard 0208 971 7660.

This number will lead to a voicemail message informing the caller that they should leave a message and someone will return their call as soon as possible. There will also be signposts for new complaints to the CWU website to view the complaints procedure, download a complaints form and guidelines.

I would like to take this opportunity to remind Branches of the protocol surrounding complaints.

In the first instance attempts should be made locally to respond to and address complaints, especially if they are industrially related. If the complaint cannot be resolved at a local level then it should be forwarded to gs-rule14@cwu.org.

All complaints should and will be pursued by the Complaints Procedure within new National Rule 14 which will be to resolve any issues/complaints informally. Complaints will not be automatically referred to the National Disputes Committee.

More information on National Rule 14 and the Complaints Procedure can be found here:

https://www.cwu.org/about-the-cwu/union-matters/cwu-complaints-procedure/

Any queries on this LTB should be addressed to gs-rule14@cwu.org.

Yours sincerely,

Tony Rupa
National Disputes Committee Officer

19LTB688 – Dedicated Phone Line for Complaints and NDC – New Number