Royal Mail, Parcelforce and RM International Christmas Operations 2021 – Temporary Dedicated Parcel Sort Centres (PSCs), Outhouses and Marquees – Health and Safety

This is to inform and update Branches and Area Health and Safety Representatives that for the eleventh year running, Royal Mail Opps, Parcelforce Worldwide and Royal Mail International are setting up and opening a dedicated, nationwide network of temporary ‘outhoused’, parcel sort centre hubs and outhouses, overflow, relief sites as part of the 2021 Christmas operations, to deal with and handle the significantly increased traffic volumes and to sort a significant proportion of the parcels/packets Royal Mail handles before distribution around the UK and final delivery. The sites will be opening on a phased basis from November.

The temporary network will handle a significant proportion of the additional parcels/packets from the normal sorting network of Mail Centres and Regional Distribution Centres, enabling Royal Mail to cope adequately with the increased volumes of parcel/packet traffic as a result of the continued growth of online retail shopping as effectively as possible, providing Royal Mail with increased capacity and flexibility needed as well as reducing the potential for congestion in Mail Centres and Regional Distribution Centres that sort parcels, cards and letters at the busiest time of the year. The set up will also enable the operation to cope better in the event of any severe weather conditions.

Discussions have taken place with Royal Mail Group in relation to Health and Safety at the Temporary Outhouse Christmas Sort Centres and Satellite Offices and the Joint Statement attached has been agreed with the Royal Mail Group Global Director of Compliance and Sustainability. This applies to all temporary offices and operations and ensures the full access and involvement of CWU ASRs in order to be fully consulted and to undertake Health and Safety inspections, pre-start and ongoing safety spot-checks once operational and to be fully involved, working with the RMG Safety Team, Property Team and Operational Management, to deal with any Health, Safety, Welfare and working environment issues both before and during occupation. All the relevant safety documents agreed with CWU by the Royal Mail Group Central Safety Team are attached.

The agreed Royal Mail Group (Including Parcelforce Worldwide and RM International)/CWU Joint Statement provides a strong commitment to maintaining a safe and healthy workplace, safe work methods and safe equipment at the Temporary Outhouse Offices, Hubs, Marquees etc., for all staff, and ensures the provision of information, training, supervision and fit for purpose equipment needed to achieve this.

Operational Management supported by the RMG Safety Team will take responsibility for health and safety procedures, working with CWU Area Safety Representatives.

RMG/CWU Joint Statement:

The Joint Statement covers: staff safety training and information including site induction training, statutory Health and Safety notices in place, manual handling training, new/temp employees and visitors, safe systems of work, environmental controls, adequate heating and lighting safe place of work, risk assessment, housekeeping, safe machines, plant and equipment, fault reporting, noise and dust control, fire safety and evacuation plan, first aid, ensuring all accidents and near misses are reported and investigated, emergency procedures, joint workplace safety inspections and monitoring. Site access and involvement of CWU Safety Representatives, workplace transport and yard risk controls, continued effective vehicle and pedestrian segregation on site, PPE, emergency procedures and workplace monitoring are also included.

Safety Documents:

I also attach several safety documents agreed with us by the Royal Mail Group Central Safety Team which have gone out to all Royal Mail Regions, and Safety Teams which they have been asked to complete when introducing additional Outhouses or Temporary Structures to support their Christmas operation. These are:

(1) Safety Assessment and Concurrence (SAC1) Unit Level Action Plan

(2) Temporary Accommodation Health & Safety Checklist

(3) Temporary Accommodation Health & Safety Checklist Marquees on existing sites

(4) Guidance Note For Persons In Control (PIC) Where Temporary Heating is Provided

SAC1 & Risk Assessments:

Completion of the SAC 1 in particular may lead to the requirement to review a number of risk assessments in light of changes being introduced, for example:

• Yard – Primarily to ensure continued effective vehicle and pedestrian segregation on site.
• Workplace – To identify and record any other significant risk issue inside the building.
• First Aid – Some of these sites can be remote and require first aid provision to be made.
• PPE – Potentially a number of risks at the site in terms of vehicle/pedestrian segregation and with adjacent properties who share the yard.
• Work Equipment – Normal work equipment may not suit some premises/environments.
• Fire Risk Assessment including fire evacuation plans – essential.

Royal Mail will also be ensuring the following points have been considered: 

• Site induction training – Everyone will be new to the premises.
• Statutory Notices in place – See the new Health and Safety notice board standard.
• Accident reporting procedure – Arrangement in place to allow reporting of accidents and near misses.
• Heating – RMPFS directive followed for temporary heating.
• Housekeeping standards – To minimise the risk of slip and trip accidents.
• Manual handling training – For all the temporary staff.

This set of clear arrangements will help overcome problems experienced in the past with Christmas ‘Outhouses’, ensuring better Health and Safety standards, joint working and problem solving.

Attached are the Royal Mail Opps, Parcelforce Worldwide and Royal Mail International locations of the Christmas Outhouses and additional buildings and Marquee Accommodation being used for the Christmas period 2021.

Attachments:

• RMG/CWU Christmas Joint Statement 2021
• Guidance Document for Temporary Heating (Guidance to Person In Control)
• Temporary Outhouses Health and Safety Checklists
• SHEI 5.3 Change Management
• SAC1 Unit Level Action Plan (SHEI 5.3) Appendix
• Marquees on Existing Sites – Health and Safety Checklist
• Change Management SAC1 (SHEI 5.3) (Appendix 1)
• Checklist for Use of Temporary Heating Appliances
• Royal Mail Opps, Parcelforce Worldwide and Royal Mail International list of Additional Accommodation Christmas 2021

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

21LTB473 Christmas Operations 2021 – Temporary Dedicated Parcel Sort Centres (PSCs), Outhouses and Marquees

Change Management Guidance SAC1(SHEI 5.3)(Appendix 1)

Christmas 2021 – Additional Accommodation

Christmas Joint Statement 2021

PFS2_350_Temporary Outhouses

PFS2_355_Marquees on Existing Sites

PFS2_360a_Temporary Heating Person in Control Guide

PFS2_360b_Checklist for Use of Temporary Heating Appliances

SAC1 Unit Level Action Plan (SHEI 5.3) (Appendix 3)

SHEI 5.3 Change Management (v1.0)

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Election of CWU Delegates to the TUC Equality Conferences 2022

Please find attached the Regulations, Nomination Forms, and Candidate Consent and Biographical Details Form for the above conferences.  The details of which are as follows:

TUC Women’s Conference

Date:  9^th – 11^th March 2022

Venue: TUC Congress House, London

TUC Disabled Workers Conference

Date:  22^nd – 23^rd March 2022  

Venue: BIC, Bournemouth

TUC Black Workers Conference

Date:  6^th – 8^th May 2022

Venue: TUC Congress House, London

TUC LGBT+ Workers Conference

Date:  30^th June – 1^st July 2022

Venue: TUC Congress House, London

The Timetable for the elections is as follows:

Nominations open:  8 November 2021         

Nominations close:  23 November 2021 (14:00)

Dispatch ballot papers from: 25 November 2021

Ballot closes:  9 December 2021 (14:00)

Reminders:

• All candidates for election to the TUC Women’s Conference must be women.
• All candidates require the nomination of their own Branch.

Any enquiries regarding this Letter to Branches should be addressed to the Senior Deputy General Secretary’s Department on telephone number 020 8971 7237, or email address sdgs@cwu.org.

Yours sincerely,

Tony Kearns

Senior Deputy General Secretary  

LTB 470/21

Regulations TUC Equality Conferences 2022

Nomination Forms 2022

Candidates Consent & Biographical Details Form

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CWU Virtual Special General Conference 2021 – OBSERVERS

Delegates that have been registered for the conference by the Branch Secretary will have received their zoom registration link along with the “magic link” to access the voting platform for the conference.

Delegates will need to register themselves on zoom using the link that was sent to them prior to the conference. An information leaflet was also attached which explains how the voting platform operates. If anyone has any difficulties or not received their links then please contact aoneill@cwu.org before Friday 5^thNovember 2021.

Branches are reminded that delegates should log out after of each session.

All Field Officials have been registered by CWU HQ and should have also received the links they require to access the conference.

Anyone not registered can view the conference when the conference goes live via the following link:

https://www.youtube.com/c/CWULive

Any enquiries on this LTB should be directed to Angela Niven on 020 8971 7256 or email conferences@cwu.org

Yours sincerely,

Tony Kearns

Senior Deputy General Secretary

LTB 469/21 – CWU Virtual Special General Conference – Observers

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Membership Subscription – Retired & Retired Associate Members – from 1^st January 2022

CWU Rule 11.5.2 contains the following instruction:

“The rate for retired and retired associate members shall increase on 1 January each 

year by the same percentage increase as the known CPI at the time.”

The known rate for CPI is currently 3.2% therefore in accordance with the rules of the union from 1^st January 2022 the membership subscription rates for Retired and Retired Associate Members will be as follows:CWU Contribution RatesWeekly ContributionsMonthly Contributions– from 1 January 2022“I” Rate £“O” Rate £“I” Rate £“O” Rate £Retired Members1.471.276.365.49Retired Associate Membersn/an/a4.944.07

Any enquiries regarding this Letter to Branches should be addressed to the Senior Deputy General Secretary’s Department on telephone number 020 8971 7237, or email address sdgs@cwu.org.

Yours sincerely,

Tony Kearns

Senior Deputy General Secretary

LTB 468/21

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Pathway to Change Agreement – Culture and the Latest Interim Trust Survey Results

Further to LTB 424/21 circulated on 7^th October, Branches and Representatives will recall that the next phase of the Interim Trust Survey commenced on 11^thOctober 2021 for the West Midlands, East Midlands and Peterborough, South Coast and Croydon and South East SDL areas, as well as the Parcels Operations, Royal Mail International (RMI) and the Property & Facilities Solutions (P&FS) Business units. Also included was the Transformation Office, however in the main this relates to management grades.

After this latest Interim Trust Survey closed, the headline results were supplied to the DGS(P) Department on 25^thOctober 2021 and considered at a meeting of the Postal Executive in Birmingham on 2^nd November 2021. These are attached for the information of Branches and Representatives (Attachment 1). The overall return rate for this Interim Trust Survey was 65%, compared to 72% for the previous one, although the number of people surveyed this time was higher at 21,582. The return rate improved significantly across each SDL area compared to that of the Big Trust Survey, apart from the East Midlands and Peterborough. Returns also increased in Parcelforce Operations, RMI and P&FS.

In terms of the actual trust score, that continues to be based on five particular questions. The score for this latest Interim Trust Survey was 68%, which is identical to that of the last survey. The lower quartile of the frontline units surveyed had a trust score of 57% and below, with the lowest unit delivering a trust score of just 19%. At the other end of the scale, the best score was 100%.

In relation to the awareness of action plans that have been agreed by SDL area (or equivalent) and the knowledge of making progress against the action plan, Branches and Representatives will note that these latest results illustrate that this stands at 61% and 87% respectively across the returns, compared to the September survey figures of 63% and 85%.

The unit by unit figures have been provided by SDL area and Operational Manager units by Royal Mail Group. They will be circulated to the relevant Divisional Representatives in the near future to help inform their discussions with their relevant managers. The PFW depot results are also expected soon, as are the breakdowns for RMI and P&FS.

The Business have also agreed to hold a further deep dive briefing for SDLs and Divisional Representatives on 4^th November 2021 at 9:30am and an additional session for Parcelforce Regional Organisers and their respective managers on 8^th November 2021 at 12:00pm. At the time of writing, the dates for RMI and P&FS are still being arranged.

Branches will also be aware that it was agreed to also include tailored, function-specific questions in the October and November surveys by Operational manager area, following input from the Outdoor Department. The headline results of these five questions are also attached for the information of Branches and Representatives (Attachment 2) and the unit results will also be circulated to Divisional Representatives.

A further Interim Trust Survey started on 1^st November 2021, to those in the South Midlands, South Yorks and Lincs, Central & East London and Thames Valley SDL areas, as well as National Distribution and Processing, RDCs, and Walk Bundling Centres. This will be the final survey for CWU grades in 2021.

The Interim Trust Survey results continue to provide an insight into a number of key questions and, over time, will help to identify those workplaces where positive change is occurring and where the terms of our national agreements are being applied.

In closing, I would like to thank all Branches and Representatives for their ongoing work in promoting the Interim Trust Survey and ensuring a high level of participation. This work is helping to highlight the areas that need to be addressed in a pro-active way to improve culture and the working environment. Additional updates will be provided as and when further developments occur.

Any enquiries in relation to the content of this LTB should be addressed to the DGS(P) Department.

Yours sincerely,

Terry Pullinger

Deputy General Secretary (Postal)

LTB 467/21 Pathway to Change Agreement – Culture and the Latest Interim Trust Survey Results

LTB 467/21 Attachment 1

LTB 467/21 Attachment 2

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Update from DGSP Terry Pullinger on the progress of the National Agreement

LABOUR PARTY CONFERENCE 2021: CWU DELEGATION REPORTS

The 2021 Labour Party Conference was held in Brighton from Saturday 25^th to Wednesday 29^th September 2021.

For your information the below attachments are reports on the decisions taken by the CWU delegation at their meetings.

Any enquiries on the above LTB should be addressed to the General Secretary’s office dlynch@cwu.org.

Yours sincerely

Dave Ward

General Secretary

LTB 466/21 – Labour Party Conference 20121- CWU Delegation Reports
MINUTES LP CONF 2021 (25.09.19)
MINUTES LP CONF 2021 (26.09.19) 
MINUTES LP CONF 2021 (27.09.19)

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CWU VIRTUAL SPECIAL GENERAL CONFERENCE – 7^TH, 8^TH AND 9^TH NOVEMBER

The purpose of this LTB is to remind branches who have not already done so, to register for the Special conference and to also draw to your attention our latest podcast which can be found on the link below:

https://soundcloud.com/the-cwu/conference-2021?si=d1e6d471f9244a17b3979e35bbc69db6

The podcast sets the scene for the conference and my opening address, which will focus on the real choices that we face over the future of the CWU and our movement.

Finally, when registering for the event, we would ask branches to ensure that their delegations are balanced to cover the makeup of our industrial, political and equality work.

Any enquiries on the content of this LTB should be addressed to the General Secretary’s office – jdunn@cwu.org

Regards

Dave Ward

General Secretary

LTB 465/21 – CWU Virtual Special General Conference – 7th, 8th and 9th November

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Election of National Representative Positions – 2021

• Postal Standing Orders Committee – Vacancies

Further to LTB 321/21 dated 4^thAugust 2021, at the close of the nomination period the following Postal Standing Orders Committee (Vacancies) positions remain vacant:

• 2 Positions – 1 of whom must be a Woman and 1 of whom must be Bame.

The NEC has agreed the election arrangements for the National positions listed above.  Accordingly please find attached the relevant election regulations, appendices and nomination forms.

In accordance with the CWU policy of improving proportionality at all levels of the union branches will wish to note that Women and BAME quotas have now been included in the composition of the Standing Orders Committee positions.

Additionally branches are advised that the elections for the SOC in 2021 will be conducted using revised arrangements, a summary of which is set out below:

Nomination Process

In respect of seeking nominations branches will need to put in place a robust system and use all reasonable methods at their disposal to publish suitable notification throughout the branch area giving members the opportunity to submit their name for nomination to the position should they choose to do so.  Following this the branch would need to put in place arrangements to hold a branch to decide which candidate(s) will receive the branch nomination.

Where necessary this can be conducted via a suitable video conference platform such as Zoom or Skype, etc.

Dispatch and Return of Nomination Forms to CWU HQ

Nomination forms will be sent to branches electronically (attached to this LTB) and it will be our intention to set up a specific dedicated election email address where branches should return completed nomination forms to.  The details of this will be included on the nomination form.

Nomination Forms will need to be returned by the advertised closing date to be included in the list of candidates. 

The revised system will avoid the necessity to return forms in the post system which of course may be subject to delay during the current Covid-19 crisis.

Dispatch and Return of Voting Papers

The respective constituency based voting papers will be sent by email direct to branches at the email address which we hold on file.  Branches should return the completed voting papers by email to the advertised CWU election email address.  Notification will be sent to branches confirming receipt of the voting paper, however it will the responsibility of the branch to ensure that voting papers are returned to the correct email address.

To be included in the ballot voting papers will need to have been returned by the advertised closing date and time.  

Election Timetable 

The election timetable for the above will be as follows:

Nominations open:  3 November 2021

Nominations close:  17 November 2021 (14:00)

Despatch ballot papers from: 19 November 2021

Ballots closes:  3 December 2021 (14:00)

Any enquiries regarding this Letter to Branches should be addressed to the Senior Deputy General Secretary’s Department on telephone number 020 8971 7237, or email address sdgs@cwu.org

Yours sincerely,

Tony Kearns

Senior Deputy General Secretary   

LTB 464/21

Regulations – SOC Vacancies 2021

Nomination Form SOC Vacancies 2021

Candidates Biograhical & Consent Form

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Virtual Special General Conference 2021 – Anti-Racism Framework

Following the CWU anti-racism statement published in LTB 213/21 and ahead of the CWU Virtual Special General Conference, please find attached a CWU anti-racism framework booklet for branches attention.

The purpose of the framework is to reaffirm our objectives and goals and to provide a fresh and structured approach on how we aim to build on our existing anti-racism work as set out in the NEC Motion.

The framework focuses on 4 key areas for development:

1. Leadership and Representation
2. Working within our structures and empowering communities
3. Building awareness and changing attitudes through education
4. International Solidarity

We hope branches and members find this information useful and look forward to the session at the Virtual Special General Conference.

Any queries on this LTB should be directed to equality&education@cwu.org

Yours sincerely,

Kate Hudson 
Head of Equality, Education & Development

Dave Ward
General Secretary

21LTB 463 – Virtual Special General Conference 2021 – Anti-Racism Framework

06617 CWU Anti-Racism Booklet -21LTB 463

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