RM/CWU – Joint Statement Attendance on Saturday, 26th December 2020

Branches and representatives will be aware that discussions with Royal Mail on the escalating Test Kit operation have been ongoing, which has included the requirement to provide a Test Kit operation on Saturday, 26th December 2020. 

Colleagues will also be aware that Saturday, 26th December has been designated a Non USO day and that the attendance on that day would be voluntary and would attract Monday to Saturday Scheduled Attendance rates. 

Take up has been slow and discussions have continued on additional remuneration to make working on this day more attractive to volunteers. These discussions have now produced the attached Joint Statement, which has been endorsed by the Postal Executive. The document outlines the provision of additional non-pensionable lump sum payments that the company is willing to offer to improve take up by our members.

The additional lump sum payment (non-pensionable) and criteria is as follows:

• Attendances that are for four hours and beyond and up to eight hours will receive an additional lump sum payment of £38.
• Attendances that are in excess of eight hours or more will receive an additional lump sum payment of £60.

While the initial focus was on the provision of the Test Kit service, at the request of the CWU the business has agreed to extend the payments on an exceptional basis to all OPGs, OSGs, MGV Drivers, Mail Screeners, MDECs, Processing Engineers, LA’s, Network Professional Drivers and Fleet Technicians who perform and attend on Saturday, 26th December 2020 in Royal Mail. We have clarified that this will also include Royal Mail International (RMI) and Royal Mail Specialist Services/Relay (RMSS). 

We are sure this additional payment will be welcomed by our members and we hope that it will encourage additional volunteers to attend on Saturday, 26th December 2020 to support the operation. 

Any enquiries in relation to this LTB should be directed to the relevant Officer with responsibility for the function concerned.

Yours sincerely

Davie Robertson – Assistant Secretary

Mark Baulch – Assistant Secretary

Andy Furey – Assistant Secretary

Carl Maden – Assistant Secretary (Acting)

LTB 597/20

Attachment 1 – JS Attendance on Saturday 26 December 17.12.20

Royal Mail Group – Latest Updated Coronavirus/Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 73):

I attach for your information Version 73 of the Royal Mail Group, Managers’ Coronavirus/Covid-19 Frequently Asked Questions and Answers Guidance document, issued by the business on 10 December 2020.

At the commencement of the Coronavirus/Covid-19 outbreak, Royal Mail Group established a ‘Business Pandemic Team’ which includes all national heads of department and this team meets regularly to review the situation across Royal Mail Group and to issue update Questions and Answers information communications to all managers, which is cascaded throughout the business.

The Coronavirus Guidance, version 73 Q&A document has been shared with the Union’s Health, Safety & Environment Department and is hereby circulated for information and reference purposes for CWU Health and Safety Reps and Branch IR Reps.

The Q&A documents are circulated to all RMG managers and are also available to access through a link on the Royal Mail Group ‘Intranet’, in the ‘Managers Update Messages’ section.

Please note that changes and additions from the previous version are highlighted in ‘Yellow’.

NOTE: Please also note that these Q & A documents are ‘Royal Mail Group’ advice documents and all the contents are not agreed with the CWU.

Contents List:

1. HEALTH

1. Prevention
2. Self-isolation, testing and reporting
3. Cleaning and consumables
4. Travel
5. Support and advice
6. POLICY 

1. General guidance
2. Travel/and annual holiday
3. Caring for dependants
4. Sick pay
5. Attendance process
6. Vulnerable employees
7. OPERATIONAL

4. General Ops advice
5. NHS testing kits
6. Operational processes and reporting changes
7. Delivering and collecting from customers
8. Fleet and vehicles
9. ADVICE FOR CUSTOMERS 

Any enquiries to this LTB or feedback on the RMG Q&A document should be directed to Dave Joyce CWU National Health, Safety & Environment Officer.

Attachment:

• Coronavirus Guidance Questions and Answers V73

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 596/20 – Royal Mail Group – Latest Updated Coronavirus Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 73)

Coronavirus Guidance Questions and Answers v73

Royal Mail Offices ‘Covid-Secure’ Safety Compliance & Container Equipment Inspection Programme Plus Inspection Check-List:

Ongoing discussions have been taking place between the Health, Safety & Environment Department and Royal Mail Group regarding a range of ‘Covid-Secure’ safety compliance concerns raised by the CWU and the enforcing authorities (HSE and Local Authority EHOs).

In response, Freddie Warnock RMG UK National Operations Safety Health & Environment Strategic Business Partner has initiated a national workplace ‘Covid-Secure’ Safety Compliance & Container Equipment Inspection Programme and has produced the attached simple short ‘Inspection Check-List’ document to be completed for each site with the results recorded and fed into the Royal Mail Group ‘SMAT’ (Audit) Database.

During December all RMG SHE Advisors (BPs) have been requested to engage with CWU ASRs and plan two visits per week covering RMG Offices to check on the following with either the office manager or shift manager:

• Social distancing requirements are being met.
• Face masks are being worn properly.
• Hand sanitising equipment is available and is being used.
• Cleaning schedules are being met – checking with the cleaning manager/cleaner.
• York Containers are being used and are being loaded and transported properly (taking photographs of good and bad practices).
• York Containers are not being left in the yard empty instead of being repatriated – to help address the national shortage.
• York Containers are being wrongly used for storing D2D, cardboard, cleaning materials, PPE stores or other objects – rather than the correct use for trays of mail, bags or parcels.

The findings will also be shared with the office manager and SDL for remedial action.

The proposal is that these inspections will be undertaken ‘jointly’ with RMG SHE Advisors (BPs) and CWU ASRs undertaking the health and safety Covid-Secure/Covid-Safe joint inspections and Container Inspections on a weekly basis.

Attached is a ‘Best Practice Check-List’ to be used in this joint inspection programme in order to focus on the primary important range of Coronavirus ‘Covid-Secure’ controls, plus carry out a container equipment check due to the severe shortage of York containers presently.

Would all ASRs engage with the RMG SHE Team Advisors (BPs) on this programme – which is welcomed by CWU/HQ.

This programme does not affect, alter or change in any way the CWU Area Health and Safety Reps’ normally planned and scheduled Health and Safety Inspections programme, spot check inspections or investigations etc. Likewise, the attached ‘Check List’ does not limit the reporting of any other Health and Safety inspection or investigation findings and reports by CWU ASRs during workplace visits.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 595/20 – Royal Mail Offices ‘Covid-Secure’ Safety Compliance & Container Equipment Inspection Programme Plus Inspection Check-List

Attachment – Copy of Unit Covid Equipment Inspection Sheet v1.1

POST OFFICE: HORIZON SCANDAL – SIX CONVICTIONS OVERTURNED

Branches are advised that on Friday 11th December 6 former Postmasters who were wrongfully convicted as a consequence of the Horizon scandal had their convictions quashed at Southwark Crown Court. This is obviously very good news for the 6 victims and some sense of justice has finally been achieved after many years for these innocent people. We believe those wrongfully convicted now need to receive proper compensation from the Post Office or Government for having their lives ruined by this terrible scandal. The problem is, how can these victims be meaningfully compensated for the huge personal losses they have suffered – not just financially but to the distress and damage this caused to their reputations within the communities and their livelihoods?

As these particular 6 Postmasters were originally prosecuted in magistrates’ courts, their cases were heard in the Crown Court, whereas the other 41 people (a total of 47 cases were referred to the Criminal Cases Review Commission) were prosecuted in the Crown Court and therefore their appeals will be heard in the Court of Appeal on 22nd March 2021. The Post Office confirmed on 2nd October it will not oppose or contest 44 out of the 47 total cases. The CCRC tweeted the following on Friday:

“Great news from Sout[h]wark Crown Court – convictions quashed in all six of these @ccrcupdate Post Office Horizon referrals”

The following news articles were published in relation to this development:

History made as subpostmasters wrongly prosecuted in Horizon IT scandal have convictions quashed (computerweekly.com)

Post Office scandal: Postmasters have convictions quashed – BBC News

https://news.sky.com/story/former-post-office-sub-postmasters-have-convictions-over-it-scandal-quashed-12158093

https://www.postofficetrial.com/2020/12/first-subpostmaster-convictions-quashed.html

The story also gained TV coverage on ITV and BBC Friday evening.

Independent Horizon Inquiry – Chaired by Sir Wyn Williams

We continue to work with the General Secretary’s Department and our Research Department on preparing and finalising our submission to the inquiry (the closing date is 23rd February 2021). Mark Baker, Postmasters Branch Secretary will also be participating in “focus groups” to be run by Sir Wyn Williams’ office as part of the inquiry.

At the invitation of Sir Wyn Williams, we met with him and his team on 3rd November. As you will be aware, we do have some reservations about the inquiry in that it was non-statutory and therefore Sir Wyn would not be able to compel witnesses, including ex Post Office Senior Directors to give evidence. However, we felt it was important to participate in the inquiry, including providing written submissions, as we are keen that the CWU’s voice is heard and hopefully we will be able to positively influence the outcome.

Furthermore, following internal discussions we identified an area of serious concern regarding the issue of Non-Disclosure Agreements (NDAs). Over the last few years, many Post Office Directors and senior Managers have left the business via a Settlement Agreement which contain legally binding NDAs. We felt that certain individuals could hide behind these NDAs as a convenient excuse not to give evidence to the inquiry. In addition, other key witnesses may have felt inhibited in coming forward for fear of legal action by the Post Office. We therefore wrote to Sir Wyn (letter attached) on 23rd November to raise our legitimate concerns directly with him and ask whether he could provide reassurances that those who may wish to participate in the inquiry would be fully protected legally if they were critical of the Post Office. Basically we wanted to ensure that the threat of the Post Office invoking the “gagging clause” in a NDA wouldn’t impact upon witnesses coming forward.

The response below was received from Sir Wyn on 8th December:

Dear Mr Furey,

I am writing you let you know that Post Office Limited has indicated it will waive any confidentiality obligations owed to the organisation by current or former postmasters/employees so that such individuals may engage freely with the Inquiry. The waiver is limited in purpose so it applies to any current or former postmaster or Post Office Limited employee who wants to engage with the Post Office Horizon IT Inquiry.

The specific words that Post Office Limited used are, “Post Office is committed to helping the Inquiry meet its objectives. Consistent with that commitment, Post Office will not seek to enforce the terms of any non-disclosure agreement it may have with a past or present Post Office employee or postmaster so as to prevent him or her from assisting the Inquiry.

The scope and operation of any waiver will need to reflect the specific agreement entered into with the individual, given that the terms, rationale for them, and extent to which it might be appropriate to maintain them for matters outside of the Inquiry and its terms of reference, will be case specific. It would however reflect the overarching principle that Post Office will enable the individual to participate in the Inquiry free from any inhibition created by an NDA. Your proposal to publish the waivers is noted, and we welcome the opportunity to discuss with you how and when this could best be done (my emphasis in bold).”

I have said from the outset that transparency and fairness are important parts of how I want the Inquiry to proceed. With this in mind, you will note that I have copied Mr Williams (Head of Legal) and Mr Salter (Director) from the Post Office Limited into this correspondence so that they may see how I am conveying the result of my engagement with them about NDAs and the potentially inhibiting effect of these on individuals’ participation in the Inquiry. I sought a waiver in good faith and having received it I expect that it will be honoured. The waiver offered by Post Office Limited has a specific purpose and on this occasion I have chosen to communicate with you and add representatives of Post Office Limited as copy recipients so they may see that I am conveying what they have communicated to me. I neither sought nor have I received a broad waiver that enables current and former postmasters/Post Office Limited employees to breach the terms of an NDA with Post Office Limited for purposes outside participation in the Post Office Horizon IT Inquiry and it is important that this is understood widely.

I take this all to mean that for any former or current postmaster or employee of Post Office Limited who may have felt unable to speak to me/the Inquiry because of an NDA with Post Office Limited may now do so without risk of any action by Post Office Limited in response to co-operation with the Inquiry.

Yours sincerely,

Sir Wyn Williams FLSW

Clearly the above is a positive development and in particular will provide guarantees that there will be no victimisation of anyone who may have otherwise been reticent about participating in the inquiry.

APPG

Last week I was invited to the All Party Parliamentary Group (APPG) for Post Offices meeting chaired by Marion Fellows MP. The Horizon inquiry was discussed in detail and Marion Fellows and Lord Arbuthnot explained that they had also recently met with Sir Wyn Williams. Alan Bates from the Justice for SubPostmasters Alliance (JFSA) gave an update as to the status of their complaint of “maladministration” against BEIS and the Government which was submitted to the parliamentary ombudsman on 1st December. We will be keeping a close eye on developments in this area.

Former CEO Paula Vennells to Step Down from NHS Role

On 3rd December, just 18 months into her four year term, former Post Office CEO Paula Vennells announced she was stepping down from her role as Chairman of Imperial College Healthcare Trust in April. The statement (via the Trust) in which Paula Vennells said this was a “personal decision” is contained within the following link:

https://www.imperial.nhs.uk/about-us/news/trust-chair-to-step-down-next-april

Clearly the pressure is mounting on Paula Vennells who held the Network Director and subsequently CEO role at the Post Office. During this time, a significant number of decisions were made with regards to the prosecution of Postmasters due to discrepancies in their accounts because of the faulty Horizon system. Ms Vennells still holds non-Executive Director roles at retailer Dunelm and the supermarket Morrison.

The following media articles were published in relation to the resignation from the NHS Trust:

https://www.dailymail.co.uk/news/article-9028555/amp/Now-disgraced-ex-Post-Office-boss-Paula-Vennells-forced-55k-NHS-job.html?ito=amp_twitter_share-top&__twitter_impression=true

https://www.computerweekly.com/news/252493199/Post-Office-IT-scandal-CEO-Paula-Vennells-jumps-NHS-ship-as-pressure-mounts

https://www.postofficetrial.com/2020/12/vennells-steps-down-from-nhs-trust.html

Petition to Strip Paula Vennells of her CBE

Branches are advised there is also a petition (signed by 749 people at the time of writing this LTB) conducted by 38 Degrees circulating on social media with regards to stripping Paula Vennells of her CBE. The link is as follows:

Strip Paula Vennells of her CBE | 38 Degrees

Former Director Angela Van Den Bogerd appointed to FAW

Another former Senior Post Office Director, Angela Van Den Bogerd who Justice Fraser said obfuscated and misled the court in 2019 has recently been appointed as the Football Association of Wales’s new Head of People. The BBC published the following story on its website on 3rd December.

https://www.bbc.co.uk/news/uk-wales-55181709

In addition, an article was published in the Western Mail on 10th December and was picked up by Jack Sargeant MS, Welsh Labour politician for Alyn and Deeside in the following Tweet. Branches will note that Jack Sargeant is expecting “an answer to question I have asked the @FAWales”

https://twitter.com/JackSargeantAM/status/1336988423157112832

A further article appeared in Computer Weekly on 14th December:

Appointment of disgraced former Post Office executive at Welsh FA questioned by MP (computerweekly.com)

All of the above demonstrates that the Horizon scandal will continue to remain in the public eye and will run into 2021. Indeed Sir Wyn Williams is planning to publish his recommendations to his inquiry next summer which means that the long road to justice for hundreds of Postmasters will continue to take time. What is clear is that the spotlight is firmly on those people who are clearly accountable and this must continue, together with political pressure on the Government. It mustn’t be forgotten, this scandal has already cost the Post Office over £100m and this will continue to rise once compensation is awarded to those who are eventually exonerated at the Court of Appeal together with the six at Southwark Crown Court.

Further developments will be reported.

Yours sincerely

Andy Furey
Assistant Secretary

Attachment 1: LTB 594/20- Post Office – Horizon Scandal – Six Convictions Overturned

Attachment 2: 2020.11.23 Sir Wyn Williams – Non-Disclosure Agreements and Protection for Whistleblowers

An update on the Royal Mail Group talks from DGSP Terry Pullinger https://fb.watch/2nsEe-wlnf/

https://fb.watch/2nvr4w1mwh/

https://fb.watch/2nvWLqmfoM/

Please share as widely as possible.

UK Chief Medical Officers’ Announcement on the Self-Isolation Period Change From 14 Days to 10 Days From Today Monday 14 December 2020:

Last Friday a change to the self-isolation period from 14 to 10 days was announced by the UK’s 4 Chief Medical Officers.

This change will apply in England, Scotland and Northern Ireland from today, Monday 14 December. It already applies in Wales.

Self-isolation is essential for reducing the spread of COVID-19 as it breaks the chains of transmission. After reviewing the evidence, the Chief Medical Officers are now confident that the UK can reduce the number of days that contacts self-isolate for from 14 days to 10 days.

People who return from countries which are not on the travel corridor list should also self-isolate for 10 days instead of 14 days. The passenger locator form for UK arrivals will be updated from today.

People who test positive should continue to self-isolate for 10 days from onset of symptoms or 10 days from point of taking a positive test if they were asymptomatic. This will also apply to contacts and to all those who are currently self-isolating including those who commenced self-isolation before Monday. Self-isolation periods will begin on the day after exposure, a test or the start of symptoms.

The NHS Test and Trace service will tell people to self-isolate for 10 days instead of 14 days from today.

Due to the time taken to make and test technical IT changes and release updates through the App Store, the NHS COVID-19 App will tell close contacts to isolate for 10 days instead of 14 days from Thursday 17 December.

In England, people receiving a notification from the NHS COVID-19 App before 17 December to isolate because they have been in contact with someone who has tested positive:

• Must follow isolation guidance provided by contact tracers if contacted by NHS Test and Trace.
• Can leave isolation when the isolation countdown timer says 3 days, if they were advised to isolate by the App (and not by NHS Test and Trace).

The Chief Medical Officers, UK Governments and Department of Health and Social Care are urging everyone to self-isolate when appropriate as it will save lives.

The Announcement was made jointly by:

Chief Medical Officer for England, Professor Chris Whitty

Chief Medical Officer for Northern Ireland, Dr. Michael McBride

Chief Medical Officer for Scotland, Dr. Gregor Smith

Chief Medical Officer for Wales, Dr. Frank Atherton

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

20LTB593 UK Chief Medical Officers’ Announcement on the Self-Isolation Period Change From 14 Days to 10 Days From Today Monday 14 December 2020

Update from Martin Walsh from CWU PEC

“It would not be right for me to reveal the details of the talks as they are at a crucial stage.

However I can say that the talks are about agreeing guiding principles some of which will need further detail and agreement.

This potential covers a magnitude of issues ranging from: pay, shorter working week, job security, MTSF, parcel growth now in the future including 24/7 operation, The New Parcel Hubs, legal guarantees, 4 pillars, productivity and efficiency, revisions/ frequency, scan in scan out and what it can and can’t be used for, new trial process, Dispute resolution process, culture, resource scheduler and USO debate.

So you can see it covers a range of Issues and out of each of those principles there a myriad of sub sections for example delivery revisions, you have the model week, The new FMO process, new revision process .

I won’t go into further detail until of any of the above but negotiations are not only about agreeing issues but also agreeing a form of words which both sides are happy with.

1. Any pay deal has to be put to the membership it is within the CWU Rule Book. That has to be an individual member ballot ie postal ballot.
2. Pay cannot be separated from the overall agreement as clearly Royal Mail want certain issues to resolved so they can be confident in funding a pay agreement.
3. Anyone who has been in high level talks know that it is one thing agreeing issues, it is another getting a form of words which both parties are happy with. Nothing is agreed until everything is agreed. Remember each issue is important.
4. On pay some have said they want more on the overtime rate, all I would say is that if there are 200 or 250 million on the table for the pay agreement, there is only so many ways you can cut it . If you want it backdated than clearly the percentage weekly increase would be lower if you did not back date it. If you only wanted it on base pay not overtime etc than it would be higher.

However you want an higher over time rate that clearly you would be moving some away from base pay. Only 20% of members work regular overtime that is worth considering .

If part timers work extra hours up to 38 hours they receive the hourly rate plus each hours share of the delivery supplement so they won’t benefit from increasing overtime. So it is always a judgement on pay.

The union policy is to get the base pensionable rate as high as possible and recognise that this should be backdated.”

POST OFFICE: PAY NEGOTIATIONS – JOINT STATEMENT

Further to LTB 576/20 dated 30th November, the following Joint Statement regarding Post Office pay negotiations has been published:

JOINT STATEMENT POST OFFICE AND CWU
Pay Negotiations

We are pleased to be able to advise you that a constructive meeting was held between the two negotiating teams earlier today.

We are conscious that everyone has been very patient and we are obviously in extraordinary times which has hindered progress. As a consequence, we have now agreed it makes sense to extend the negotiating process to include pay for 2021/22.

Our new focus means we will be seeking to conclude a two year agreement up to 31st March 2022. We hope you will acknowledge this new emphasis is designed to provide certainty for 2021/22 pay.

Neither party is underestimating the scale and complexity of the task we have set ourselves. To facilitate these negotiations, both parties have agreed to the principle of an intensive timetable of talks and we have also agreed a cut-off date of the end of February 2021 to conclude an agreement, although we would prefer to finalise this earlier if possible.

We remain hopeful we can jointly deliver a good solution and would wish to thank everyone for their efforts during these unprecedented times. Once again your patience is appreciated.

Lee Kelly                                                                                  Andy Furey
Employee Relations and Policy Director                         Assistant Secretary, CWU

It should be noted that the principle of seeking to conclude a two year agreement was instigated by the Union given that we would normally lodge our pay claim in February each year prior to the 1st April pay date. As the next pay review date is only a few months away, it made sense to incorporate next year’s pay into these negotiations, giving our members a degree of certainty and stability in terms of their pay, terms and conditions.

Earlier today a meeting was held with our Post Office Representatives and following an extremely positive conversation, all of them confirmed they are fully supportive of seeking a two year pay agreement.

Clearly the outcome of yesterday’s meeting was positive. Both parties will now be making pay a priority and a series of meetings will be scheduled over the course of the next few weeks.

Branches and Representatives are urged to bring this LTB and associated Joint Statement to the attention of our Post Office members.

Further developments will be reported.

Yours sincerely

Andy Furey
Assistant Secretary

LTB 592/20 -Post Office – Pay Negotiations – Joint Statement

JOINT STATEMENT BETWEEN PARCELFORCE WORLDWIDE AND THE CWU ON THE DEPARTMENT OF HEALTH AND SOCIAL CARE COVID TEST CONTRACT AWARD

Branches and representatives are advised that Parcelforce has secured a 1 year sole carrier contract with the Department of Health and Social Care (DHSC) to supply and distribute Covid-19 testing kits as part of the UK Government’s “Moonshot” project, as well as vital PPE.

Discussions have therefore taken place with the business to conclude a Joint Statement in relation to the activity. A copy of the Joint Statement which has been endorsed by the Postal Executive is attached for information.

In summary the Joint Statement confirms that the test kit contract is to handle outbound “15 minute” test kits which are destroyed by the recipient after use. Therefore used test kits will not be handled within the PFW network.

All traffic will be Business to Business with deliveries to universities, schools, supermarkets and care homes with an average consignment size of 2.5 parcels.

The business is currently working to integrate their systems with Wincanton, who the kits will be collected from. It is currently anticipated that the earliest commencement of collections from Wincanton will be Monday 14th December. 

Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org quoting reference: 014.14.

Yours sincerely

Davie Robertson

Assistant Secretary

LTB 591/20

Attachment 1 – PFW DHSC Contract Outbound CV19 Test Kits 10.12.20

LTB 590/20 – Royal Mail Materials Handling & Containerisation & Trailer Load Plans – Supplementary Update – Christmas Arrangements 2020 – Health & Safety Aspects

No. 590/2020

10 December 2020

Our Ref:  E1/20

To:  All Branches

Dear Colleagues,

Royal Mail Materials Handling & Containerisation & Trailer Load Plans – Supplementary Update – Christmas Arrangements 2020 – Health & Safety Aspects:

(Due to the unprecedented volume of traffic resulting in the shortage of Yorks – alternative containers and methods of moving mail, including loose loading are now being used).  

This is a supplementary update to be read in conjunction with LTB No. 557/2020 issued on 19 November 2020 entitled ‘Royal Mail Materials Handling & Containerisation Update – Christmas Arrangements 2020 – Health & Safety Aspects’ which was a summary update on Materials Handling Containerisation arrangements for the 2020 Christmas period.

Branches and Reps are also advised to read this in conjunction with LTB No. 577/2020 issued on 1 December 2020 entitled ‘Royal Mail Group (SHE) Safety Flash – Poor Standard of Pallets and Euro Pallet Boxes (EPBs) Loading and Presentation’ and LTB No. 360/2020 issued on 7 July 2020 entitled ‘Royal Mail, Safety, Health and Environment (SHE) Safety Flash – Moving Blocks of 5 Nested York Roll Containers in Breach of the SSoW – Member Injured’.

The contents of this LTB have been discussed and agreed with Royal Mail HQ, Central Containers Team, Safety, Health & Environment Team, Royal Mail Fleet Engineers, Royal Mail Head of Ergonomics and Royal Mail Head of Assets following the work of a RMG/CWU Joint Working Party.

As previously reported, prior to the Christmas peak period, Royal Mail purchased an additional 70,000 MK3 York Containers, increasing its originally planned purchase of 34,000 Yorks from manufacturer K.Hartwall. The additions, added to the existing 552,000 (MK1, MK2 and MK3) Yorks and resulted in a total fleet of 622,000 Yorks available for operations. Under normal circumstances this would have been more than sufficient for the Christmas pressure peak period operation, even with an increase in traffic over and above previous years. However, we are not in normal times.

The impact of the Coronavirus/COVID-19 Pandemic, with two national lockdowns and many regional restrictions impacting on retail outlets with non-essential shop closures and reduced public mobility, resulted in the UK public turning to the on-line, internet market place. This in turn brought with it a massive increase in e-commerce, and a rapidly accelerated increase in on-line shopping parcels into the RM network. By the end of 2020 estimates predict that Royal Mail will have carried over 300 million more parcels than last year. This is obviously very good news for the business, but with it has come many challenges during the current ongoing pandemic.

Despite Royal Mail’s large, increased order of York Containers, traffic levels have still resulted in over a 30% shortfall of York Containers for the 2020 Christmas peak period.

Alternative Containers from other manufacturers were investigated but nothing of a suitable, safe, fit for purpose, compatible design for the Royal Mail network operation was available. Therefore, alternative arrangements for some customers as well as contingencies within the network were required to maintain the service.

20,000 Magnum (Heavy Duty Plastic RSC type) Containers were secured on hire and the only remaining option was to use standard logistics industry pallets and various palletised cardboard containers with loose loading as a last resort in RM.

The other challenge was to ensure that sufficient capacity was available on the Royal Mail Group Fleet, capable to move these re-configured loads. This has meant that a huge amount of work needed to be undertaken to re-risk assess trailers that are designed for roll containers, in order that they could be utilised to transport the various temporary pallets and static non-wheeled containers. This involved considerations of MHE, loading/unloading methods, load plans, trailer deck weight checks, stability assessments, load plans, load securing and strapping arrangements.

This huge amount of work has been undertaken in the shortest amount of time with Royal Mail and the CWU Health, Safety & Environment Department, supported by the CWU Network/Logistics team of ASRs working closely, jointly with the Royal Mail SHE, Fleet and subject matter experts team, completing this work, centering on the 95 York, Dual-Use, Double Deck Trailer. I would like to thank my Network/Logistics ASR Safety Team, in particular Karl Maginn D/ASR(WA) NW Central Amal and Paul Arandall ASR(LS) Leeds No1 Amal.

The following updated list of the key current documents which have been developed are attached:

1. Coronavirus Temporary SWI: Loading & Unloading Loose Loaded Trailers (RM)
2. Using a Manual/Hand Pallet Truck (MPT/HPT) SSoW
3. Pallets SSoW (Pallets and Cardboard RSCs)
4. Double-Deck Trailers Operation SSoW (Inc. Lifting Roof DDTs)
5. Shrink-Wrapping Pallets SWI
6. Non-Wheeled Containers SSoW (RSCs / BGC)
7. Stackable Containers (Cardboard RSC (CRSC), Plastic Folding Stackable Container (PFSC Magnum), Euro Pallet Box (EPB) – SSOW
8. Temporary (Xmas Peak) Use Stackable Containers – One Page Quick Reference Sheet With Uses Summery & Tech Details
9. Operating Methods For Transport of Loaded & Empty RSC/York Containers In Royal Mail Vehicles & Trailers (Loading & Strapping Mandatory Instructions)
10. RM Loose Load Parcels – Load Plan For Single Deck Trailer
11. RM Load Plan Single-Deck Trailer
12. RM Load Plan for 75-York Double Deck Trailer
13. RM Load Plan for 92-York Double Deck Trailer
14. RM Load Plan for 95-York Double Deck Trailer (Inc. Non-Wheeled Containers & Pallets plus understanding/competency questions)
15. RM Load Plan for 98-York Double Deck Trailer
16. RM Load Plan for 110-York Double Deck Trailer
17. Additional Strapping for 95 York DD Trailers.

There are, of course, other documents and risk assessments but this list is the most specific and relevant.

Important – Please note: These Risk Assessments and Safe Systems of Work will be kept under review and closely monitored with all feedback welcomed. Following the peak period a full joint review will take place. The documents will therefore potentially change based on feedback. Operational managers will always have the latest version and updates will be issued following any significant changes.

The Double-Deck Trailer Loading Plan was subject to close testing and weight checks at the RM NW Hub jointly by Royal Mail and the CWU. Additional straps have been procured in order to achieve full utilisation of the DDTs for the various container loads.

Key points:

• Temporary changes have been risk assessed with input from fleet engineers/subject matter experts, operational managers and CWU.
• The safety documents (SSoWs/SWIs/Guides etc.,) will be closely monitored and reviewed with changes made if required.
• SSOWs, guidance and training MUST be adhered to without exception.
• The 95 York Double Deck Trailer is the only Double Deck that can carry non-wheeled containers. All others are for Yorks only.  The Load Plan for the 95 York Double Deck Trailer must be understood in order to understand the variables of container type in order to ensure that the vehicle is not overloaded.
• The mail types, weight limits and fill must be adhered to for containers – the container matrix is a simple guide to support managers and the workforce with this.
• Damaged equipment and pallets must be taken out of service.
• As with all other work activity, tasks and use of equipment must be completed in a ‘COVID-Secure’ way.

Safety Instructions Must Be Followed At All Times

The purpose of these safe working instructions (SWI) is to highlight safe work practices to minimise exposure to hazards and prevent harm to people. These safety instructions must be followed at all times.

SMATs & Joint Safety Inspections

It’s been agreed that Managers (in conjunction with Area and Workplace Safety Representatives) will regularly review the implementation of the safety instructions to ensure

they remain effective in all work areas. If any Rep or member has any queries, – raise it immediately with line management. Compliance to SWIs and Coronavirus controls

will be monitored as part of regular managerial SMAT activity and joint Unit Workplace Health and Safety Inspections with the CWU Safety Rep.

Some Important Mandatory Safety Actions

• Face masks are mandatory and must be worn at all times indoors.
• Wash hands/use sanitiser before, during and after completing the task.
• Adhere to manual handling principles at all times.
• Maintain social distancing standards at all times, in all places.
• Avoid face to face contact.
• Follow safe loading/unloading work methods without deviation.
• Move one York at a time.
• Use MHE carefully as instructed and as per training.
• Where containers are fed in and out of the vehicle ensure social distancing standards, for example by using a single ‘chain’ and don’t encroach into another employee’s space.
• Ensure compliance to the relevant vehicle/trailer loading plan.
• Adopt the job rotations and work activity controls ensuring there are no additional ergonomic risks.

All enquiries should be directed to the CWU/HQ Health, Safety & Environment Department.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 590/20 – Materials Handling & Containerisation & Trailer Load Plans – Supplementary Update – Christmas Arrangements 2020

Additional Straps-95 York Double-Deck Trailer-Positioning Guide v1.0

Coronavirus Temporary SWI_Loading & Unloading_Loose Load v1.1

Manual Pallet Truck (MPT) SSoW_v1.2

Pallets SSOW v1.2

RMG Operating Double Deck Trailers (DDT) SSoW_v1.2

Shrink-Wrapping Pallets_v1.0

SL_Non_Wheeled_Containers_General_SSoW (1)

Stackable Containers (Cardboard RSC; Euro Pallet Box; Magnum) SSOW v1.3

Temporary Usage Stackable Containers Matrix v1.1

Transport of Yorks and RSCs SSOW v.1.3

Vehicle Load Plan-Loose Loads-v1.0

Vehicle Load Plan-Single-Lower Deck Trailers v1.4

Vehicle_Load_Plan-75_York_Double_Deck_Trailer_v1.0

Vehicle_Load_Plan-92_York_Double_Deck_Trailer_v1.0

Vehicle_Load_Plan-95_York_Double_Deck_Trailer_v1.5

Vehicle_Load_Plan-98_York_Double_Deck_Trailer_v1.0

Vehicle_Load_Plan-110_York_Double_Deck_Trailer_v1.0

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