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STRICTLY CONFIDENTIAL
FOR USE OF NATIONAL EXECUTIVE COUNCIL OFFICERS ONLY
NATIONAL FEDERATION OF SUB-POSTMASTERS
REPORT OF A MEETING
OF THE
NATIONAL EXECUTIVE COUNCIL I
held on
22nd, 23rd, 24th, 25th MARCH 1998
at
THE ABBEY HOTEL, MALVERN
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oN
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AGENDA
MARCH 1998
A/t_ REPORTS AND RESOLUTIONS of the:
Executive Council Meeting held on 4th, 5th, 6th January 1998
A/2 MATTERS ARISING FROM THE REPORTS
A/3 REPORT OF THE NEGOTIATING COMMITTEE I
I
The following report refer:- NC 26/27.2.1998 I
POST OFFICE GROUP i
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1. Post Office Board o...ccceccccsseseseeneceeseseseeeesenenenennenente POBD
2. Government Affairs «PO PZ
Individual Savings Accounts
The Minimum Wage - Low Pay Commission
The Post Office Inquiry - Trade and Industry Committee
3. Post Office Counters
(b) Organisation Development ..........cccecsseereeeeecteeteeeis PO PC 03
4. Off-Shore Islands
(b) Isle Of Man vo... cesccsseeceesesseesserssesseesneaeseeneeeeeeenteneensins OI IM *
POST OFFICE COUNTERS LIMITED
S. Commer Chal oo... eeccccecesesessesesneseeseeeeceseseseeseneneeseneeees PCCM
1 Revised 20,3.1998
+ indicates alteration or addition to previously circulated Agenda
10.
i.
12.
13.
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Human Resources ...........ccccccecceceessee ses eeeeseecesseteeeeneenennenenne PC HR
Mailwork PC MP
Network
PC NW 01
(a) Network Forums ....
- Counters Club
(b) Counter Automation - BA/POCL ou... cceceereseneeeees PC NW 06 01
(c) Automated Payment Terminals ...........0.:ccccccrceeeeees PC NW 06 02
Security
(b) Devolution of Budget to Regions ..........cccsesse PC NW 1101 *
- Regional Security Forums
Product Range
(a) Commemorative Coins .......cccscccseseeesteseseereseeseseeees PC PRO7
QUATIEY ooocccccessscsssssccssessssnesssssessesunssessesseestiunnceetaene PC QY
PC SC 2101
PC SC 28 *
Subpostmasters Pay
(b) Pay Claim 1998 oo. cececessescseeseessessesseseeseesnerneecens PC SP/1998
(c) Payment Rates 0... cccescesssesseseeseeereeseenertensaneeeneeaens PC SP 01
- Bill Payment
- Interim Payment Rate for Transactions
(e) Telephone Allowances .........sccsscesseseestecneeneenieseenneecens PC SP 02 06
2 Revised 20.3.1998
* indicates alteration or addition to previously circulated Agenda
14.
15.
16.
17.
18,
19.
20.
21.
22.
23.
24,
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POCL CLIENTS
Benefits Agency .......sccccsccccsessesscesecneseessseravseresseressesaess CLBA
British Gag oo... cece cecseceessessessensesssesseeseessessesseesseseeseess CLBG
British Telecom
(a) BT Payment Cards ....cccsecssessessssessearessssesseeneseane CL BT 04
Electricity Boards
(a) Scottish Power .CL EB 09
Foreign Exchange CLFX
Girobank
(a) Girobank/NFSP Quality Forum... CL GB 01 *
(b) Winter Fuel Payments ..........cccscsecsescsseecseeseecsseesesnes CLGB0812 *
UMS ANCE ooo. es cesses tsneseceeseeneaueeessessssesessesneseaeese CLIN
Local Authorities 0.0.0.0... cece OL LA
Lotteries
(a) National Lottery 0.0.0... sesesesseesestesneeseeeeeeevenees CLLO 01
- LSN’s
- Prize Payments
Mercury Communications .............cccccessseesessssesesreseseess CL MC
National Savings
(b) Marketing oo... ceccesessesssessessessessecsnssseeeeeseeceeess CL NS 03
3 Revised 20,3.1998
* indicates alteration or addition to previously circulated Agenda
25.
26.
27.
28.
29.
30.
31.
32.
33.
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Personal Banking
*
(a) Personal Financial Services
Payment Collection Services .........0ceen reece
ParcelForce ...cccccccseccscsecsescsesseseeseeseeneeeesneeessesvensaneneeneasonees CLPF
Royal Mail
(b) Do Not Redirect . vesestseevees CL RM 05 07° *
Utilities
(a) Emergi Gas ...ssssssesecsccssececcesssnssecceeesneeseccsnssssennnnscas CL UT 07
DVLA
(a) Statutory Off Road Notification detainee CL WL 04
Water Authorities .........cccccccecccccessensesnecseecserseeesenennerenees CL WA
Western Union/Moneygram
(a) Moneygram
Organisations .........ccccccsessss secs ieseeeeneeseentneneisnennnsesians FM 00
AZ3 items without correspondence:-
.PO PC 02 NC
.O1 GY NC
OL JY NC
.PC HR 04 NC
.PC NW 0607 NC
(a) Post Office Counters Board
(a) Guernsey... eee
(c) Jersey
(a) Training for Subpostmasters .
(d) Counter Automation - ALPS
- Goodwill payment for Sub-Postmasters
(e) Cash and Stock Resourcing and Distribution
(f) Funding of SPSOs
.PC NW 09 NC
.PC NW.09 03 NC
4 Revised 20.3.1998
* indicates alteration or addition to previously circulated Agenda
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9. (a) POCL/NFSP Meetings -PCNW 1101 NC
(c) Equipment .PC NW 1102 NC
- Trial of Smoke & Dye Packs
- New SPSO anti-bandit screen (SPSO 2000)
- Access Doors
- Anti-intruder Alarm Grants
- Proposed Trial of Remote Alarm Signalling
(d) Trauma Care Programme .PC NW 1103 NC
11, (a) Customer First .. .PC QY 01 NC
12. (a) Termination Procedure: -PC SC NC
(b) Introductory Payment . -PC SC 04 NC
(c) Loss of Office (Compensation Agreement) »PC SC 12 NC
13. (a) Pay Review .PC SP NC
- Identifying costs of running an office
(d) Intermittent Allowances .PC SP 0203 NC
14. (a) BES - ‘Casual’ Agents .CL BA 03 NC
15. (a) Quantum we .CL BG 03 NC
23. (a) Mercury One to One Pre-Pay Vouchers . .CL MC NC
24. (a) NEFSP/DNS Trade Union meeting .CLNS 01 NC
26. (a) Vodaphone / Orange ...... .CL PC 04 NC
28. (a) Priority Services .CLRM 0502 NC
33. (a) POUNC .FM 0O NC
A/4 CONFERENCE MATTERS
(a) Nominations
(b) Supplementary Report of the Executive Council
(c) Motions
(d) Motions and Nominations received late
(e) Conference Agenda, Annual Accounts, Officers’ Reports, etc.
( Standing Orders Committee (Expenses)
(g) Report on Conference Arrangements - Official Guests, etc.
(h) Conference Reporting
(i) I Conference Grants to Delegates (Union Facilities)
Gj) Official Conference Observers
(k) Tellers
(1) Cartoonist
(m) Vice President - Order of Seniority
(n) President’s Testimonial
(0) Gift to President’s Partner
5 Revised 20.3.1998
* indicates alteration or addition to previously circulated Agenda
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I
*
A/S. SUB-COMMITTEE REPORTS
A) PUBLICITY AND DEVELOPMENT COMMITTEE ; I
1. REPORT OF PUBLICITY & DEVELOPMENT I
COMMITTEE MEETING H
16 & 17 February 1998
2. FEDERATION ANNUAL CONFERENCE FM AC
Annual Conference - 1998 FM AC 1998
Annual Conference - 1999 FM AC 1999
Annual Conference - 2000 FM AC 2000
3. FEDERATION INTERNAL
Membership Issues FI MR 03
Subscriptions FI MR 05
Federation Publications ¢
“The Subpostmaster” FM PB 01
4. FEDERATION PROMOTION & PUBLICITY
Review of Posters / Corporate Image FM PP 02
Future Dates and Venues of EC Meetings
June 1998 Monday 15 - Wednesday 17 June 1998 Malvern
October 1998 I Monday 19 - Wednesday 21 October 1998 Malvern
January 1999 Sunday 10 - Tuesday 12 January 1999 To be decided
March 1999 Sunday 21 - Wednesday 24 March 1999 Malvern.
B) FEDERATION TRUSTEES REPORT
C) BOARD OF BENEVOLENCE REPORT ¢
D) CENTENARY CHARITIES
A/6 SPECIAL MATTERS
A) MEMBERSHIP
@ Proposal for the Deregulation Order 1998 .....csceecereseeees PC HR 03
B) FINANCE
@) __ Treasurer’s Report ............ FI AC 02
Gi) Annual Conference Costs 1993-97 TAC
(ii) Outstanding Branch Accounts ..... FICO 03
6 Revised 20,3.1998
* indicates alteration or addition to previously circulated Agenda
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A/6 C) JOURNAL
@ Editor’s Report ....... .FM PB 01
D) TRADING
0) Eagle Star Scheme w......cccecccsssesesesseseeeeseeseseesseseneaeenenees FIES
A/7 CONFERENCE RESOLUTIONS PRIOR 1998
95/70...
97/12&15
97/53
97/54
Credit Facilities - Small Businesses
POPOS *
Sub Post Office Audits
Accounting Procedures
A/8 CONFERENCE RESOLUTIONS 1998
Schedule of 1998 motions circulated for consideration
under the A/4 section of the agenda, :
A/9_ MOTIONS TO THE EXECUTIVE COUNCIL
A/0 DEPARTMENTAL CORRESPONDENCE
(A) FOR DISCUSSION
POST OFFICE COUNTERS LIMITED
Sub-Postmasters Contract
1. (a) Christmas/New Year Arrangements 1997/98 .........00.0 PC SC 0501
Subpostmasters Pay
2. (a) APT Schemes PC SP 02 08
7 Revised 203.1998
* indicates alteration or addition to previously circulated Agenda
A/10
POCL CLIENTS
3.
(B)
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9
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Benefits Agency I
I
(a) Benefit Payment Card CL BA 03
- Re-Design of Order Book Foils *
(b) Recall Notices - ALP’s OfF1C€S «sss issseesssesessssesttniees CL BA 06
Foreign Exchange
(a) Bureau de Change sveuesessesstensnannsnnussssessstecessesassnssnereees CL FX 01 *
Girobank
(a) Winter Fuel Payments CL GB 08 12
Insurance
(a) Merger of General Accident with Commercial Union ..CL IN 01
Local Authorities
(a) Home Help/Care Stamps 1... reeset CLLAO1
Lotteries
(a) National Lottery ..CLLO 01
-“Instants” Gaming Strategy
FOR INFORMATION
Commercial ¢
(a) Market Research .....sscssssssesseeesseeensennnsgesssieseestenens PC CM 02
Network
.PC NW 08 01
(a) Cash Accounts for 1998/99
(b) 50p Commemorative Coin ceeasatesuttaeessueeseenniesieneene PC NW 09 03
Product Range
(a) Gift Vouchers ....cssssessssssssessseeseseceeerentssseseentaneensnscteetens PC PR 06
8 Revised 20.3.1998
* indicates alteration or addition to previously circulated Agenda
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POCL CLIENTS
Lotteries
4. (a) National Lottery fee CLLO 01
- “Aces High” Instants
(b) Rose (Princess Diana) Littlewood Scratchcard ............ CLLO 02
Mercury Communications
5. (a) One 2 One Up 2 You Cards ..ccccccecsessesseseseseeeeseeees CL MC 02
National Savings
6. (a) -Fraud Awareness Campaign o........c.ccscccsecessenectesteseeees CL NS 04
Passport Agency
7. (a) Fee Increases to Passport Applications ..........cceeee CLPA
Royal Mail I
8. (a) Stamps .... i
- Diana, Princess of Wales, Stamps I
A/11 REPORT ON CENTRAL APPEALS I
A/12) GENERAL SECRETARY'S REPORT
Right to Refuse a Post Office customer
Web Site on the Internet
Discussion on the Future Structure/Strategy of the
National Federation of Sub-Postmasters.
A/3 NESP TRADING LIMITED
A/14. EXECUTIVE OFFICER’S REPORTS
A/I5 MATTERS RECEIVED TOO LATE FOR INCLUSION ON AGENDA
A/16 ANY OTHER BUSINESS
9 Revised 20.3.1998
* indicates alteration or addition to previously circulated Agenda
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REPORT OF A MEETING OF THE EXECUTIVE COUNCIL
held on 22nd, 23rd, 24th, 25th MARCH 1998
at the ABBEY HOTEL, MALVERN
Present: Mr J Peberdy, National President and Chairman
Mr. N Bradbrook Mr. D A Evans
Mr J Brennan Mr BG Ingham
Mr D T Broadwith Mr J Jannetta
Mr J E M Burford Mrs PJenkins
Mr A M Burrows Mr C Jones
Mr A R Butlin Mrs J G Kendall
Mr M Challinor Mr D F Marshall i
Mr M Danvill Mr B McMahon i
Mr R Edmondson Mr H Morgan Jones I
In Attendance: Mr C Baker General Secretary I
Mr K Davis Assistant General Secretary I
Mr P Heasman Assistant General Secretary !
Apologies: Mr I Abernethy I
Irrelevant
THE CHAIRMAN announced that in accordance with previous Executive Council
wishes, Agenda item A/4 would be discussed prior to A/3.
EXECUTIVE COUNCIL MEETING - MARCH 1998 1
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A/1 REPORTS AND RESOLUTIONS of the . I
Executive Council Meeting held on 4, 5, 6 January 1998
The Report had been circulated and was APPROVED.
A/2 MATTERS ARISING FROM THE REPORTS
There were no matters arising.
A/3. REPORTS OF MEETINGS OF THE NEGOTIATING COMMITTEE
The minutes of the meeting of the Negotiating Committee held on 26/27th February 1998
had been circulated, The Negotiating Committee had also met on numerous occasions with ¢
Post Office Counters and verbal reports would be given during the report.
1 POST OFFICE BOARD - PO BD
MR BURROWS, Chairman of the Negotiating Committee, reported that the appointment of
Dr. Neville Bain as Chairman of The Post Office was announced in the press on 4th March
1998, at which date a letter of congratulations had been sent to him. An invitation had been
sent to Dr. Bain to speak at the opening of the Federation's Annual Conference in
Bournemouth. During the course of the meeting a letter was received in which Dr. Bain
declined the invitation to address the 1998 Annual Conference.
A series of meetings with the Strategy Director for the Corporation, Vanessa Leeson, had
been organised by the General Secretary so that the Federation would have a voice direct to
the Corporate Board as well as the one put forward by the Counters Business,
2 GOVERNMENT AFFAIRS _- PO PZ
2(a) GOVERNMENT REVIEW fd
- INDIVIDUAL SAVINGS ACCOUNTS
Post Offices had received a clear reference to handling ISAs in the Chancellor of the
Exchequer's statement in the House of Commons on 17th March 1998. No doubt that was
due in part to the pressure by the Federation on behalf of the Post Office and the fact that
Stuart Sweetman met with Gerald Robinson the day before the Budget to pursue the
Counters cause.
= THE MINIMUM WAGE - LOW PAY COMMISSION
The Government had not yet announced the minimum wage. The Low Pay Commission had
enquired whether the Federation would be willing to be listed in the report as having given
evidence to the Submission and whether the evidence could be published. An affirmative
response had been sent and once again the Federation had made itself available to the Low
Pay Commission should further information be required.
2 EXECUTIVE COUNCIL MEETING « MARCH 1998
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> THE POST OFFICE INQUIRY - TRADE & INDUSTRY COMMITTEE
It would appear from speculation in the press that the Government was soon to advise in
which direction it intended to take the Post Office. It seemed that the “Heseltine solution of
partial sell off for Roya! Mail and Parcelforce” was being trailed in the press which could be
inspired leaks. Pressure had been maintained on the Government and the Federation had
written once again to lan McCartney seeking a meeting. lan McCartney had responded
stating he would be pleased to meet the Federation again but shortly after the announcement
of the next stage of the Review which was expected to be In the next few weeks. Some
important signals could be taken from the correspondence dated 11th February received
from Margaret Beckett which seemed to come out fairly strongly in support of post offices,
particularly sub post offices and the part they played in the commercial infra-structure of the
country, An item reported under the Horizon debate could also be taken as a positive signal
that John Denham MP, Parliamentary Under Secretary of State for Social Security would be
attending Conference. That correspondence stated the value of the strong links between the
Government and the Department. Regrettably a reply was awaited to the Federation's letter
to Tony Blair MP an acknowledgement of which was received on 12th February. Contact had
been made again with Number 10 Downing Street seeking a considered response.
3 POST OFFICE COUNTERS
3(a) POST OFFICE COUNTERS BOARD - PO PC 02
Nothing to report.
3(b) ORGANISATION DEVELOPMENT - PO PC 03 i
Correspondence had been circulated, including a resourcing map of the Internal
Communications Department and the proposals to reduce the number of publications. Links
would be maintained with the Board of Post Office Counters as plans for the Counters
Business, both with the Government and within the Corporation were developed.
Irrelevant I
EXECUTIVE COUNCIL MEETING - MARCH 1998 3
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5 COMMERCIAL - PC CM “
Nothing to report.
6 HUMAN RESOURCES
6(a) TRAINING FOR SUBPOSTMASTERS - PC HR 04
As Indicated in the minutes, the Negotiating Committee had received information about a
trial in the South East Region of a training programme for newly appointed Sub-Postmasters
which was a mixture of classroom and on-site training. The Committee would be considering
the trial and Sub-Postmasters’ training in general at its next meeting. It would be helpful If
Executive Officers could provide details of the training package currently offered to new Sub-
Postmasters in each of their Regions. Mr N, Bradbrook and Mr D. Evans were thanked for
providing information to Headquarters,
7 MAILWORK_- PC MP
The matter of an increase for Mailwork Sub-Postmasters which was due on 1st November
1997 had not yet been resolved, A reminder letter had been sent and Post Office Counters
had been advised in meetings that the Federation was keen to negotiate and resolve the
matter.
Concern was expressed at the delay in receipt of replies from Mr. Granville, That
concern was shared by the Negotiating Committee which listed at its last meeting a
number of outstanding items. It was pointed out that Mr. Granville was vastly
overloaded with work and did not have quality resources to assist him.
MR EDMONDSON advised of the action by Royal Mail to concentrate mailwork in
the Doncaster and York areas which would affect approximately 15 sub offices.
Post Office Counters had no idea of mailwork local unit specifications.
MR BURROWS drew attention to the Negotiating Committee minutes which
reported the Mailwork Sub-Committee had met on 26th January 1998 whereat 26
action points had been identified, including the rationalisation programme in the
Durham area and the events in the North East Region. Mr Granville had sent ¢
Carolyn Ratcliffe and Evan Elliott to visit and ascertain the mailwork situation in the
North East Region where it appeared Post Office Counters was very lackadaisical
protecting mailwork offices. That activity did not appear to be taking place in other
Regions. In North Thames and East Anglia Region it was known that £80,000 was
being spent on a Sub-Postmaster’s mailwork office and that other investment was in
the pipeline.
MR BURROWS explained Post Office Counters needed designated Mailwork
members of staff properly trained in aspects of mailwork processes in sub offices.
The Federation was endeavouring to ensure at least one Retail Network Manager
was trained per cluster, but Retail Network Managers were moved around and the
replacement was not trained.
4 EXECUTIVE COUNCIL MEETING - MARCH 1998
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8 NETWORK
8(a) NETWORK FORUMS - PC NW 04
- COUNTERS CLUB
The correspondence of 15th January indicated the current position of Counters Club. Other
initiatives being acted by Post Office Counters Included a trial of business post offices. One
post office in the South West, namely Prince Street Branch Office, Bristol, was participating
in the trial involving activity around 5 themes: training products and service portfolio,
environment, marketing and research. It was intended that the post office would offer
services to smaller and medium enterprises In the vicinity of this particular office. The Post
Office had indicated it was prepared to discuss this matter with the Federation, which would
be encouraged as part of the Network Reviews.
Other initiatives were being discussed with Post Office Counters, mainly:-
Equipment / open plan trials
Network transformation / Conformance
Combination stores and, of course, Horizon.
Clearly that illustrated the many separate initiatives and in the Network meetings Post Office
Counters was being advised of the Federation's concerns at the number of initiatives.
8(b) COUNTER AUTOMATION - BA/POCL - PC NW 06 04
The minutes of the Negotiating Committee reflected the situation which existed at the time. 5
There had been a great deal of press speculation about the future of the Horizon Platform {
and that speculation was growing. Intelligence sources were still saying that the Benefit :
Agency would like to be disengaged from the project and concentrate on ACT and an
updated ALPs style of fraud detection. Everyone In Post Office Counters, the Corporation
and ICL Pathway were involved in keeping the Government interested in Horizon and the
Federation was fully involved with all of those and the DTI, The news that John Denham MP
would be at Conference was an excellent signal of commitment and his interest must be
maintained.
The..GENERAL SECRETARY commented the press reports were predominantly
true, with Government Computing containing leaks from the Benefits Agency. If the
Government pulled out of the Horizon Platform then ICL Pathway would go out of
business. The following questions had been put in the House of Commons on 25th
February 1998 to the Secretary of State for Social Security by Mrs Gwyneth
Dunwoody MP:-
(i) what progress her Department was making with the introduction of the
computerised social security benefits system in post offices?
(ii) what was the target date for all post offices to be connected to the
computerised social security system?
(iii), how many post offices she planned to be connected to the computerised social
security system In the next 12 months, and how many were currently
connected?
(iv) what assessment she had made of the service provided by ICL to introduce the
computerised social security system into post offices?
The answer given by John Denham MP was that 205 post offices in the South West
and North East of England were paying child benefit by payment card as part of the
Horizon Platform. All post offices would be automated by the end of the year 2000.
Current plans would extend the trial to 305 offices early in 1999. The Benefits
Agency and Post Office Counters routinely monitored and assess performance of
the new system before a national introduction. The GENERAL SECRETARY
cautioned that use of the phrase “current plans” was Parliamentary speak for “could
be changed".
EXECUTIVE COUNCIL MEETING - MARCH 1998 5
MR. BRADBROOK pointed out that if the ALPS system was updated, that would
release into the Provinces London APT machines which only needed software to
enable them to be up and running.
THE GENERAL SECRETARY explained that when automation was functioning in
10% of the network Post Office Counters would have to sign up with Pathway.
Pathway had put forward the same view as London Sub-Postmasters, that with an
adjustment, the existing equipment could be used. Post Office Counters’ staff were
fooking at the question outside of Pathway. ICL Pathway had asked the Treasury
for £100,000 and requested the Benefits Agency to extend the length of contract
from 5 years to 8 years which would mean extending the Horizon PFI from 5 to 10
years, ICL had also gone back to Fujitsu for more money.
MR BURROWS stated that since the January Executive Council meeting a lot of
work had taken place below the surface. Various questions had been asked in
Select Committees and the Government. The General Secretary and he operated
in the War Cabinet with Post Office Counters.
The GENERAL SECRETARY stressed the difficulty experienced by Pathway with
regard to modifications to the system. Pathway wanted Sub-Postmasters to
contribute towards the cost. At the moment it was important to tell Post Office
Counters and Pathway that Sub-Postmasters were not offering anything towards
the cost; The Rt. Hon. Peter Lilley MP had stated the automation system would be
provided free.
8(c) AUTOMATED PAYMENT TERMINALS - PC NW 06 02
Written confirmation of the decision to provide a further 2000 APTs into the network was
received in the letter dated 26th February 1998, Although it would be easy to state that it
was too little too late, it, nevertheless, represented an important step in fighting the
competition providing 85% of automated bill payment being delivered electronically. The
Negotiating Committee raised this with the CEC in October 1997 and had never given up
arguing for them. Some credit must, therefore, go to the Federation, although its contribution
would never be publicly acknowledged.
8(d) COUNTER AUTOMATION - ALPS - PC NW 06 07
- GOODWILL PAYMENT FOR SUB-POSTMASTERS
MR DARVILL commented that the ALPs equipment had saved the Benefits Agency
£30,000,000. Sub-Postmasters received a contribution towards electricity costs for
lottery terminals. London Sub-Postmasters no longer received £10.00 for each
book impounded.
The GENERAL SECRETARY stated Post Office Counters did not pay electricity for
Camelot lottery terminals. The Benefits Agency wanted the ALPs system as it was
capable of providing the service required. It had been agreed to pursue a goodwill
payment for London Sub-Postmasters, but the timing was wrong. The GENERAL
SECRETARY repeated the comments contained in the debate under 8(b) apropos
Pathway. It had been accepted that the likelihood of payment for electricity was
Negligible upon implementation of the new system.
6 EXECUTIVE COUNCIL MEETING - MARCH 1998
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MR DARVILL pointed out that if London Sub-Postmasters did not use the machines
correctly, Post Office Counters sought repayment. Sub-Postmasters received
notification to pay one and impound the book; irate customers demanded the return
of the book which could then be used for fraudulent purposes.
MR BRADBROOK stated all books had to be bar-coded, every transaction had to be
bar-coded and read on the monitor. Forgers changed the whole face of pension
books. The monitors were hot as were the computers underneath the desk. All that
was being asked was a payment.
THE GENERAL SECRETARY pointed out the decision as to the timing was the
responsibility of the Executive Council and suggested it be deferred. He asked from
whom the money was sought - it cost Post Office Counters £14 million - or the
Benefits Agency who saved the money? He asked the Executive Council members
if they advocated the Federation approaching the Benefits Agency for a goodwill
payment to London Sub-Postmasters at the current time.
MR BRADBROOK stated Sub-Postmasters spend a lot of money to keep the
machinery running and were only seeking a small payment.
MR JANNETTA commented Sub-Postmasters would have to pay their own
electricity bills.
Irrelevant —
EXECUTIVE COUNCIL MEETING - MARCH 1998 7
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&(f) UNDING OF $PSOs_- PC NW09 03
Nothing to report.
9. SECURITY
(
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9(a) POCL/NFSP MEETINGS - PC NW 11014
9(b) DEVOLUTION OF BUDGET TO REGIONS - PC NW 14 04
REGIONAL SECURITY FORUMS
__Nothing to report.
(
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9(d) TRAUMA CARE PROGRAMME - PC NW 11 02
Nothing to report. «
10 PRODUCT RANGE
10(a) COMMEMORATIVE COINS - PC PR 07
Following discussion at the January 1998 Executive Council Meeting, a further letter was
sent to Post Office Counters which had been circulated,
« The Executive Council AGREED to discharge this item from the A/3
Agenda,
Ww QUALITY
11(a) CUSTOMER FIRST - PC QY 01
Nothing to report.
12 SUBPOSTMASTERS CONTRACT
12(a) TERMINATION PROCEDURES - PC SC
Although there was no correspondence on this subject, it was felt that the time may well have
come to agree the proposals put to the Federation tast year and argue about the remaining
paragraph when the difficulties affecting It were over. The delay was due to a possible Court
case. It was hoped to receive a letter from Post Office Counters regarding Paragraph 11
which would enable Conference at Bournemouth to be advised of the new termination
procedures.
MR DARVILL advised the case in question was that of Mr. Coney who had
deposited £100,000 in order to take Post Office Counters to Court. Post Office
Counters had deposited £27,000 with the Court. There were several other
outstanding cases, one being Mr. Sedani of Princesfield PO. He was not happy
with the termination procedure as very often an appeal had been decided
beforehand and suggested an independent outside appeal.
The GENERAL SECRETARY pointed out the new procedures, particularly ¢
Paragraph 11 referred to repayment of money to Sub-Postmasters upon
reinstatement. Mr. Coney was seeking the return of money not paid during his
suspension. The difficulties explained by Mr. Darvill would be addressed.
¢ THE EXECUTIVE COUNCIL AGREED to accept the draft Termination
Procedures, excluding Paragraph 11.
12(b) INTRODUCTORY PAYMENT - PC SC 04
Nothing to report.
12(c) LOSS OF OFFICE (Compensation Agreement) - PC SC 12
Nothing to report.
10 EXECUTIVE COUNCIL MEETING - MARCH 1998
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12(d) PAYPOINT - PC SC 21 014
PayPoint was still increasing its outlets in spite of reports about the dissatisfaction of their
agents. PayPoint seemed to be ‘gilding the lily" considerably by promising clients a full
network of around 8,000 outlets by 1998. There was no doubt that they were having an
effect on Post Office volumes in the areas where they had a presence. Sub-Postmasters
generally would wish to see Post Office Counters fight back a little more aggressively.
However, some regions seemed better prepared than others, On a related issue the Office
of Fair Trading was examining into Post Office Counters following a complaint made by
PayPoint.
The GENERAL SECRETARY indicated the situation was potentially very serious. It
was believed that PayPoint and Scottish Power were arguing that the Post Office
was in restraint of trade by not allowing Sub-Postmasters to handle the Scottish
Power work. The Office of Fair Trading had put 33 questions to the Post Office
which had been passed to which Mr. Granville for reply. It was expected the
Federation might be called. If the Office of Fair Trading determined the Post Office
was in restraint of contract it would mean Sub-Postmasters could work for PayPoint
as well as Post Office Counters, likewise the Gas Board as well as Post Office
Counters, etc. Therefore the clients would cut out Post Office Counters and
approach Sub-Postmasters direct and if that movement continued Post Office I
Counters would cease. That would effectively affect the strength of what singled
Sub-Postmasters out from other High Street outlets, that of being tied together
under a strong brand image. He urged the Council to retain the line always held,
that the restrictions in the contract held the sub post office network together. If the
Office of Fair Trading lifted restrictions, then the Federation would maximise the
opportunity and operate its own brand. Attention was drawn to the previous advice
from Legal Counsel not to challenge the restrictions as Sub-Postmasters would lose
their strength.
12(e) NIPOC - PC SC 28
The letter dated 19th March 1998 from Mr J. Legg of Post Office Counters had been
circulated together with Mr P. Bloor’s notes of 20th March 1998.
MR EDMONDSON asked whether an explanation had been received as to why it
had taken so long to effect the re-payments for 1992/93.
MR MORGAN JONES confirmed the NIPOC payments were being made. He
wondered who would compensate Sub-Postmasters for the interest lost on
investments?
The GENERAL SECRETARY stated Mr Bloor had done excellent work with regard
to NIPOC. With regard to compensation, he pointed out John Roberts had
promised that Sub-Postmasters would not lose out and, if necessary, the matter
would be referred to John Roberts.
13 SUBPOSTMASTERS PAY
13(a) PAY REVIEW - PC SP
~ IDENTIFYING COSTS OF RUNNING AN OFFICE
Contact had been made with Emma Watson of Hartley McMaster who accepted that a
greater trawl of Sub-Postmasters was required. It was essential that the element of the pay
review was completed and as seen by the draft pay letter to be discussed next on the
agenda, the Federation was raising the matter again.
EXECUTIVE COUNCIL MEETING - MARCH 1998 14
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13(b) PAY CLAIM 1998 - PC SP/1998
* The draft pay claim was considered and APPROVED by the Executive
Council.
13(c) PAYMENT RATES- PC SP 014
~ BILL PAYMENT
Irrelevant
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13(d) INTERMITTENT ALLOWANCES - PC SP 02 03
Nothing to report.
13(e) TELEPHONE ALLOWANCES - PC SP 02 06
The letter of 14 January 1998 from the General Secretary echoed the points raised and the
assurances sought at the January 1998 Executive Council meeting. Post Office Counters
had been reminded that a response was awaited. I
14 BENEFITS AGENCY i
14(a) BES ‘CASUAL’ AGENTS - CL BA 03
The position as outlined at the January 1998 Executive Council meeting still applied.
Pressure was being maintained with the Managing Director and the CEC to pursue and
resolve the potential serious position.
MR BROADWITH reported Sub-Postmasters in the South West who participated in /
the Horizon trials were being blackmailed by holiday reliefs who charged £50.00 per
day to run the office. There was a need to shop around and find reliefs who would
do the job at a reasonable price.
15 BRITISH GAS
15(a) QUANTUM - CL BG 03
It was understood discussions were taking place to include Quantum in automation as British
Gas Smart cards would be available through PayPoint. It was a logical progression.
16 BRITISH TELECOM
16(a) BT PAYMENT CARDS - CL BT 04
The Negotiating Committee was still pursuing with Post Office Counters the scope for
processing a non-embossed BT payment card as a manual transaction on a trial basis. The
latest correspondence circulated was a letter to Post Office Counters requesting further
information. It pointed out the seriousness of the current situation and the damage which had
already been caused to Sub-Postmasters' business and urged POCL to treat the matter with
urgency as there was a need to make prompt progress.
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19 GIROBANK
19(a) GIROBANK/NFSP QUALITY FORUM - CL GB 01
Notes of the Federation/Girobank Forum meeting which took place at Girobank, Bootle, on
27th January 1998 had been circulated. Two working groups had been formed:-
ran
(i) Mr Burford and Mrs Kendal! - project dealing with error category types
(i) Mr Butlin and Mr Davis - project dealing with poor print quality
The aim was for the groups to meet and complete their work prior to the next meeting of the
Forum scheduled for 28th April. However dates for the working groups had not yet been
arranged.
19(b) WINTER FUEL PAYMENTS
~~
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20 INSURANCE - CLIN
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33 ORGANISATIONS
33(a) POUNC - FM 00
Nothing to report other than the next meeting to meet the new Secretary, James Dodds, was
scheduled for 7th April 1998,
MR BURROWS wished to place on record his appreciation for the efforts of the
Negotiating Committee and members of the Secretariat who served the Negotiating
Committee. The last few months had been very difficult and he deeply appreciated
their efforts.
e THE EXECUTIVE COUNCIL APPROVED the report of the Negotiating
Committee.
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Al4 CONFERENCE MATTERS
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: {b) Supplementary Report of the Executive Council
¢ The Supplementary Report for 1997, as circulated, was amended and
approved.
(c) Motions
The list of Motions, including notes had been Circulated, There was one Motion proposing
Honorary Membership: Miss Edwina Parcel for whom the seconder, nominated from the
Executive Council, was Mrs Jean Kendall.
Executive Officers fepresenting the Regions from which the Motion emanated were
Fequested to provide as much information aS possible as to the background, The Motions
were then discussed and annotated as either Accept, Accept “A” or Oppose.
Recommendations were made as to amalgamation of Motions and those to be taken in
Closed Session, first business on Tuesday morning of Conference.
MR MCMAHON advised that Motion 85, as circulated, had been withdrawn by the
Branch/NWNWRC.
+ During the course of debate on the Motion, the Executive Council
AGREED to rescind Resolution 13 passed at the January Council
meeting.
(a) Motions and Nominations Received Late
There was one Motion received late on 2nd March, 1998, from Exeter Branch unsupported
by the Regional Council, Following the closing date, John Morris, Midland Regional Council
Secretary, advised that he had omitted to send in References Back for his Region.
(e) Conference Agenda, Annual Accounts, Officers’ Reports, etc
The Conference Agenda, Annual Accounts and Officers’ Reports had been circulated. The
election of the National President, National Vice-President and result of the election of Editor
¢ The Council discussed the timing of the Editor’s Report to be given to
Conference as it was recommended this should be before the result
of the election was known and THE GENERAL SECRETARY was
authorised to allocate the most appropriate place on the Agenda.
24 EXECUTIVE COUNCIL MEETING - MARCH 1998
a
DECISION
oN
(f) Standing Orders Committee
Each Region had notified the name of its Standing Order Committee representative, the
Committee were to meet in London on 29 March 1998. The cost of Standing Orders
representatives attending Annual Conference to be met from central funds at the same levels
as reviewed in 1997, namely 2nd class rail fare and £90 per day subsistence.
« Mr Tony Burrows, Chairman of the Negotiating Committee, was
elected as the Standing Orders Committee representative from the
Executive Council.
(9) Official Guests
John Denham, Parliamentary Under Secretary of State for Social Services, was to address
Conference at 2 pm on Tuesday, 12th May. fan McCartney, Minister of State DTI, had also
been invited, a reply was awaited. Invitations had also been Issued to David Sibbick and
Isobel Anderson of the DTI, both of whom had accepted. Dr Neville Bain, the new Chairman
of the Post Office, had been invited to speak, a response was awaited. If he was not
available, then an invitation would go to Jonathan Evans. (nb: it was confirmed later in the
meeting that Dr Bain had advised he would not be present, therefore Mr Jonathan Evans was
to be the speaker) John Main, RGM Midland Region had accepted and invitation to attend,
and a reply was awaited from Tim Thorpe, RGM SW&SW Region. The P&D had suggested
a retailer to speak and it was possible that Professor Gary Davies of the Manchester
Business School might attend and/or speak.
« It was recommended that Prof Gary Davies be invited to address
Conference on Tuesday afternoon.
(h) I Conference Reporting
As accepted by the Council, the Report of Conference proceedings would be undertaken at
Federation Headquarters, cost purchase of the necessary transcription equipment was £350
+ overtime payment if necessary. Current distribution of the Report was: Regional Council
Secretaries; 2 copies; Branch: 1 copy for each delegate, 1 copy to each Branch not
attending; Honorary Members: 4 copy.
(i) Conference Grant to Delegates (Union Facilities)
Agreed at January 1998 EC Meeting: £125 per delegate,
(i) Conference 1998 - Observers
POCL to provide official observers: Jonathan Evans, Mike Granville, Tom Coieman,
Evan Elliott, Kay Hartigan and Delwah Kang would be in attendance.
(k) Tellers
Names of tellers had been advised.
(I) Cartoonist
As agreed at the October 1997 EC Meeting, there would be no caricaturist for Conference
1998.
EXECUTIVE COUNCIL MEETING - MARCH 1998 25
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(m) Vice President - Order of Seniority
In accordance with the Executive Council's Order of Seniority Minutes, Mrs Jean Kendall .
would be the National Vice-President for 1998-99.
Irrelevant I
A/S SUB-COMMITTEE REPORTS
A) PUBLICITY & DEVELOPMENT COMMITTEE (
1. Report of P&D Committee Meeting
P&D Committee had met on 16-17 February 1998 at Leamington Spa.
2. FEDERATION ANNUAL CONFERENCE
1998 - Bournemouth
Irrelevant
26 EXECUTIVE COUNCIL MEETING - MARCH 1998
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of
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.
I
e It was also AGREED that the March 1999 Executive Council Meeting
would commence on Sunday 21st March.
FACTSHEETS
The P&D Committee had discussed the production of factsheets on the subject of selling post
Offices. Although it had been felt useful, it was seen as not quite the right time with other
uncertainties that existed to be seen as advising Sub-Postmasters on how to sell their post
Offices - there being available a factsheet on resignation counselling (No 4).
oN
Irrelevant _
on
32 EXECUTIVE COUNCIL MEETING - MARCH 1998
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P&D REPORTING AND CIRCULATION OF RELEVANT AND/OR BACKGROUND INFORMATION
Attention was drawn to the circulation of information to assist discussion of topics under
consideration by the P&D, MR BRENNAN suggesting that the use of orange paper to
promote a speedy response when decisions were time-crucial.
However, Executive Officers felt that there needed to be debate so that all sides of
topics could be appreciated, but that the circulation of more background information
was often required, for example, as had been requested regarding statistics on
corporate/multiple membership. j
PUBLIC RELATIONS AND SU8-EDITORSHIP OF "SUBPOSTMASTER"
MR HEASMAN aavised there was still some way to go before the P&D could put
proposals forward regarding the format of the "Subpostmaster” journal and the
involvement of Reed Retail. In regard to queries from MRS KENDALL regarding
Tim Cobb’s post as Sub-Editor and the recommendations regarding the relationship
with Management Advisory and a case where a Sub-Postmaster seemed to have
been given the wrong advice, MR HEASMAN said he would be grateful to have the
relevant information. Mr Abraham himself dealt with employer/employee advice,
whereas IRPS dealt with aspects of Health and Safety and most of the letters
received at Federation Headquarters indicated praise of the service received.
« There was to be a review of the operation of the Helpline and papers
would be circulated to Executive Officers in good time for the October
meeting.
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DECISION I
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ot
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DECISION
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DECISION I
C
Al6 SPECIAL MATTERS
A) MEMBERSHIP
i. Proposal for the Deregulation Order 1998 (PC HR 03)
The breakthrough in regulations regarding remandating, as promised by Government, was
good news.
36 EXECUTIVE COUNCIL MEETING - MARCH 1998
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AIT CONFERENCE RESOLUTIONS
95/70 CREDIT FACILITIES ~ SMALL BUSINESSES
97/53 SUB POST OFFICE AUDITS
97/54 ACCOUNTS PROCEDURES
All the Conference Resolution in 1997 had been captured In the Annual Report.
Al8 CONFERENCE RESOLUTIONS 1998
Dealt with under A/4.
A/S MOTIONS TO THE EXECUTIVE COUNCIL
There were none.
I Irrelevant I
AMO DEPARTMENTAL CORRESPONDENCE
Nothing to add, apart from as noted:
(A) FOR DISCUSSION
POST OFFICE COUNTERS LIMITED
Sub-Postmasters Contract I
1. (a) Christmas/New Year Arrangements 1997/98 PC SC 05 01
Subpostmasters Pay
2. (a) APT Schemes PC SP 02 08
Items under this heading transferred to A/3 - the whole payment for electronic (Agenda)
transactions was subject of negotiations and all of the items with this reference
circulated recently had the qualification that they would be the subject of further
talks when Bill Payments discussions completed.
POCL CLIENTS
Benefits Agency
3. (a) Benefit Payment Card CL BA 03
- Re-Design of Order Book Foils
(b) Recall Notices - ALP’s Offices CL BA 06
MR DARVILL advised there had been a lot of aggravation in London over
impounded books which took 5 days to get back to the Benefits Agency Office
which problem, MR DAVIS thought, should be taken up with the local Benefit
Agency.
Foreign Exchange
4. (a) Bureau de Change CL FX 01
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Girobank
5, (a) Winter Fuel Payments CL GB 08 12
a
This matter had been dealt with under A/3 of the current Agenda. (agenda) I
6. (a) Merger of General Accident with Commercial Union CLIN 04
Local Authorities
7. (a) Home Help/Care Stamps CLLAO1
¢
Irrelevant
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Irrelevant
Discussion on the Future Structure/Strateay of the NESP
MR MARSHALL reported on the deliberations of Sub Group 1 Communications.
There had been a discussion on communicating agreements and vital information to
members with suggestions for various methods, including a Speakers’ Brief to
Executive Officers and Branch Secretaries, convening of Regional meetings and/or
mailing list to rest of membership as some Branch Secretaries could misuse
information or give incorrect information. Also considered had been equipment for
use at Road Shows where POCL usually assisted by providing a stand; but, it
appeared, NFSP Trading Ltd were going to obtain a stand for use at Road Shows.
Training of new Branch Secretaries had not been thought a job for Federation
Headquarters at Shoreham but for Executive Officers, but they themselves could
need training first. It was intended to convene another meeting of the Group at the
June EC meeting.
42 EXECUTIVE COUNCIL MEETING - MARCH 1998.
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DECISION
I [ACTION
AlM3 > NFSP TRADING LIMITED
e The Report of NFSP Trading Ltd as given at the Annual General
Meeting held on Tuesday, 24th March, 1998, was ACCEPTED.
Al14 EXECUTIVE OFFICER’S REPORTS
Nothing reported.
Al15 MATTERS RECEIVED TOO LATE FOR INCLUSION ON AGENDA
None received.
AlM16 ANY OTHER BUSINESS
There was no other business.
MR BRENNAN had the honour, he said, to thank the Chairman on behalf of the
Executive Council for the controlled manner in which he had run the meeting -
making sure all had an opportunity to put their point of view - whilst adding a touch
of humour. He wished him well for the remainder of his Presidential year and at
Conference.
THE CHAIRMAN thanked him and all Executive Officers for making his year as easy
as it had. He stressed the importance of maintaining anonymity over which Officer
was to speak on each of the various Conference Motions and he mentioned that
Officers should not just wait for Federation Headquarters to provide them with notes
on what should be said. He wished farewell to Mr McMahon, Mr Evans and
Mr Brennan. He thanked all for their presence, looking forward to seeing them at
Annual Conference.
ELAINE AUSTIN
GILL PAYNE
EXECUTIVE COUNCIL MEETING - MARCH 1998 43
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