————
STRICTLY CONFIDENTIAL
FOR USE OF NATIONAL EXECUTIVE COUNCIL OFFICERS ONLY
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NATIONAL FEDERATION OF SUB-POSTMASTERS
REPORT OF A MEETING
OF THE
NATIONAL EXECUTIVE COUNCIL
held on
20th, 21st, 22nd OCTOBER 1997
at
THE ABBEY HOTEL, MALVERN
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AGENDA
OCTOBER 1997
A/1_ REPORTS AND RESOLUTIONS of the
Executive Council Meeting held on 16th, 17th, 18th June 1997
Special Executive Council Meeting held on 14th September 1997
A/2 MATTERS ARISING FROM THE REPORTS
A/3 REPORT OF THE NEGOTIATING COMMITTEE
The following reports refer:- NC/POCL 10.7.1997 [Pay 1997]
NC 28.7.1997 [Pay 1997]
NC/POCL 28.7.1997 [Pay 1997] i
NC 12.8.1997 [Pay 1997] I
NC/POCL 12.8.1997 [Pay 1997]
NC —-22/23.9.1997
POST OFFICE GROUP
1. Post Office Board .
2. Government Affairs ..
The Minimum Wage - y
The Post Office Inquiry - Trade and Industry Committee
we
Post Office Counters
(a) Post Office Counters Board .. ..PO PC 02 NC
(b) Review of Retail Development Centre ..........c.csse0.0...PO PC 03
1 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
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4. Off-Shore Islands
(a) Guernsey ..
(b) Isle of Man
(c) Jersey.
POST OFFICE COUNTERS LIMITED
5. Commercial NC
6. Human Resources
(a) Training for Subpostmasters wo... cesses PC HR 04
To MaaiWork ooo cece eesseeseneseesseeeecseeescssseesssesserssvearessenses PO MP NC
8. Network
(a) Network Forums 00... cccccseeseeesseseeeeeeeseereseenesneneee PCNW 01
(b) Counter Automation - BA/POCL ........ccseceeeneeeenne PC NW 06 01
(c) Counter Automation - ALPS
- Goodwill payment for Sub-Postmasters
(d) Cash and Stock Resourcing and Distribution €
(e) Funding of SPSO8 .cccccsessesesesessesesesesseesesserseneas PC NW 09 03
9. Security
(a) POCL/NFSP MeetingS 00... eeseesesesesseseesteeseeseesees PC NW 1101 NC
(b) Devolution of Budget to Regions ..........:cseccsseeeseees PC NW 1101 NC
- Regional Security Forums
2 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
10.
12.
(©) Equipment
- Trial of Smoke & Dye Packs
- New SPSO anti-bandit screen (SPSO 2000)
- Access Doors
- Anti-intruder Alarm Grants
- Proposed Trial of Remote Alarm Signalling
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(@) Trauma Care Programme ...........c.scsscssssssssssesesseseseeeee PCNW1103 *
Quality
Customer First 0.0... ccscccscsssssessssssssssssecsessssiseesccsssassssieesessee PC QY Ol NC
Subpostmasters Contract
(a) Termination Procedures we PC SC *
(b) Introductory Payment .............c:cccsssssseeesesessecssesscsessse PC SC 04 NC
(©) Loss of Office (Compensation Agreement) 0.0... PC SC 12 NC
GG) Paypoit ...ccsssssssssssscssessesssssusesevereeennssersessesessees PC SC 2101
(©) NIPOC wc cceccscsessssssssscsesssesssessesetrsestnnesvesesssencensess PC SC 28 NC
Subpostmasters Pay
(a) Pay Review PC SP
- Identifying costs of running an office
- One to One Transfers
- Intermittent allowances to Sub-Postmasters
(b) Pay Claim 1997 .. PC SP/1997
(©) Payment Rates... eeessccscsssusereeereeessssarssssssePC SP O01
- Barcoded Bills and Ad Valorem
(4) Intermittent Allowances ..........cccceccsssssesssssessseesesesePC SP 0203 NC
(e) Telephone Allowances .. PC SP0206 NC
3 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
13.
14,
16.
17.
18.
19,
20.
21.
22.
POCL CLIENTS
Benefits Agency
BES - ‘Casual’ Agents 00... ceseeenseceesesene
British Gas .........cecceccsssseesesseesseeseeesnessesnees
British Telecom .............cceccceccecceeeecssssessesieseeeneseeneeetise
Electricity Boards
Scottish Power ......cccessseeesssesssessessesssssseeesseeeesessunieseeeeesenses
Foreign Exchange ..........c.ccccccscesssessseesecseesceeestesenieassesee
Gir obaMk ooo... eccceessececeeeseseessesteseseeteseeseeseeeensessaeaeeenae
IMSUVANCE oe ssesseeseces cess tessesseseeeseneseeeseesiee
Local Authorities
Home Help/Care Stamps ...........ccsseeseees
Lotteries
National Lottery .........cccceessesesseeseeestesneesee
- LSN’s
- Prize Payments
Mercury Communications
Mercury One to One Pre-Pay Vouchers ..............4
4
CL EB 09 03
CL FX
CL GB
soeeseeseesesennesenees CLLAO1
soeenessecsesesseeesees CLLO O01
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NC
NC
NC
NC
NC
NC
Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
oo
23.
24.
25.
26,
27.
28,
29.
30.
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National Savings o........ccccccsssssssessccesssssssesssssssnssseccnsssvesse CLNS NC
Personal Banking
Personal Financial Services .........ccsccsssssssssssscsssssssssssssssvencees CLPB *
Payment Collection Services
Vodaphone .. seteeseesserees CL PC 04
Royal Mail
Priority Services .. CL RM 05 02
Utilities NC
Water Authorities NC
Western Union/Moneygram
Moneygram CL WU
Organisations
POUNC coceccccescosesesssescsnseeesssnsessssseesssusecssssesssareeseravesstevense FM 00 NC
5 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
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31. Conference Resolutions 1997
Introductory Payment spread over 5 years
Adjust shortfall caused by 53 week year
Align payments upwards for similar transactions
Seek incentives for efficient management record
Leave negotiating door open for impact of I
minimum wage legislation I
POCL to pay same hourly rate when training assistants
53rd week
Payment for DNS products
Investigate payment for POPOS display
Information/negotiate payment for POPOS
Offset improvements/equipment against Intro Fee
Joint Sub-Postmaster appointments
POCL booklet for shortages ¢
Unclaimed holiday substitution carried forward
in exceptional circumstances
Immediate settlement on telephone call allowance, Bristol
Seek relief for counter losses during automation for those
with good accounting record
Provision of Horizon program to check calculation of salary
Update on provision of interest-free loans for security
Update on provision of relief/s following attack trauma
...Free relocation of security equipment when Sub-Postmasters
improve office
D713 6..rersecesserees Installation temporary TV surveillance following serious raid
plus full security survey
QTIBT .crcseessecsees Negotiate competitive closed circuit TV package for
Sub-Postmasters
Consider needs when arranging patterns for cash and stock
Disclosure of information by POCL and Police following f
criminal attacks
A/4- SPARE HEADING
6 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
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A/S SUB-COMMITTEE REPORTS
A) PUBLICITY AND DEVELOPMENT COMMITTEE
1. REPORT OF PREVIOUS P & D MEETINGS
29 June - 2nd July 1997 - Belfast
12 - 13 September 1997 - Keele University
2. FEDERATION ANNUAL CONFERENCE
Annual Conference 12 -14 May 1997 - Llandudno FM AC 1997
Annual Conference 11-13 May 1998 - Bournemouth FM AC 1998
Annual Conference May 1999 - Belfast FM AC 1999.
Annual Conference 2000 FM AC 2000
3. FEDERATION INTERNAL
{
a) Re-mandating Exercise PC HR 03 I
b) Federation Publications I
“The SubPostmaster” FM PB 01 i
c) Sub Postmasters Handbook FM PB 02
d) Branch Secretaries’ Seminar FM MS 04
Keele - 13th & 14th September, 1997
e) Executive Officer Training FM MS 04
0
4, FEDERATION/PROMOTIONAL AND PUBLICITY i
I
a) Federation Centenary FM PP CENT ;
b) Sub Post Office Exhibition FM PP 01 i
NEC Birmingham - 11th & 12th October, 1997
5. CONFERENCE RESOLUTIONS 1996
Subscription Review 96/86
Support for Branch Secretaries 96/90
Purpose and Format of Annual Conference 96/94/95
6 ANY OTHER BUSINESS
Public Awareness of the Importance of Using Post Offices FM PP 02
Future Dates and Venues of EC Meetings
Jan 1998 Sunday 4 - Tuesday 6 January 1998 London
March 1998 Sunday 15 - Wednesday 18 March 1998 Malvern
June 1998 Monday 15 - Wednesday 17 June 1998 Malvern
October 1998 Monday 19 - Wednesday 21 October 1998 Malvern
7 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
Al6
Ag
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B) FEDERATION TRUSTEES REPORT
C) BOARD OF BENEVOLENCE REPORT
SPECIAL MATTERS
A) MEMBERSHIP ;
(i) Propaganda Reports ..........cccscssesescseenesessssessesesseeseeseeesies FM OG 05
(ii) Martin the Newsagent FI MR 03 02
(iii) Stars News Shops Ltd
B) FINANCE f
(i) Treasurer’s Report
(ii) Annual Conference Costs 1993-97
(iii) Outstanding Branch Accounts .
(iv) North Wales & North West Region Rules
C) JOURNAL
(0) Editor’s Report .. FM PB 01
D) TRADING
(i) —_ Eagle Star Scheme ........ 0 csesesesseesresresesssssessneeesseesssecenre FIES
€
CONFERENCE RESOLUTIONS PRIOR 1997
96/83 oo. eesecsesessserseeseesseeseedtisurance Certificates & Temporary Cover Notes
CONFERENCE RESOLUTIONS 1997
97/53. -Sub Post Office Audits
97/54. .Accounting Procedures
97/55. :Marketing *
97/56. .Promotions *
97/57. Selection of Offices for new and trial products *
97/58.
97/64,
.Pre-Order Foreign Exchange *
.UK Passport Agency *
8 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
A/9
A/LO
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MOTIONS TO THE EXECUTIVE COUNCIL
@
Mr. A. Burrows, Executive Officer
“Amendment to Standing Order No. 17:-
Insert after Jay member:
The lay member shall not be a member of the aforementioned
Committees and shall be elected annually,”
DEPARTMENTAL CORRESPONDENCE
(A) FOR DISCUSSION
POST OFFICE COUNTERS LIMITED
Network
(a) Multiple Transactions 2..........ccccccccccsssssssssessseesrsssesssesPC NW 06 02
(b) Cash Account Forms 1998/9 .PC NW 08 01 *
(©) Helplines osc cccssscsssscsessessesssesseeeessessesesneeessen PC NW 10
Quality
(a) Customer First .o0.....ccccccccsccssecssssesesssessssecessseesssseee
- Customer Satisfaction Index Surveys
PC QY01
Product Range
(a) £5 Commemorative Coin
Subpostmasters Contract
(a) Christmas and New Year Arrangements 1997/98 .
Subpostmasters Pay
(a) Reimbursement of Holiday/Substitution - MICA ......... PC SP 02 04
(b) APT Schemes PC SP 02 08
9 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
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POCL CLIENTS
Benefits Agency
6. (a) Donot Re-direct Social Security Administration
CPraud) Act 1997 oo.cccsseseseeseseeteseseesestsesnessseeesees CL BA 06
BBC
Ta) TY Licensing oo... ececcecseeeseeseeeeeessesneebesseanenecsseeenes CL BC 03
Insurance
8. (a)_ Travel Insurance
a
(b) Insurance Products .........ccccesessseeeeseereeseescsererssnesesees CL IN 02
Local Authorities
9. (a) Home Help/Care Stamps .........cccccsessesseceeeseesessseseene CLLAOI *
Parcelforce
10. (a) RPP Parcels - Homelink ............::.scecseessessessesseseseees CL PF 05 02
A/t0 (B) FOR INFORMATION
os
Commercial
1. (a) Market Research .......cccussesseesesstssesssiesnesseeseeecsseeeees PC CM 02
Network
2. (a) New SOp Coins seatutneistneteieeintictenneieePCNW 09 03
Subpostmasters Contract
3. (a) Long Service Award Scheme .........cssseesseseseeseees PC SC 25
10 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
A/I1
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Subpostmasters Pay
4. (@)_ IDEAS Scheme 00... eccsccsssssssseseesssssscussseessssverecensene PC SP
POCL CLIENTS
Benefits Agency
5. (a) Payment of Post Office pension by BACS ..
CL BA 03
Electricity Boards
6 (a) Northern Ireland Electricity .......csccccssssseesssesseseessseee CL EB 14
Lotteries
7. (a) Camelot, Best Lottery Practice .....cccccsssscsecsssesssseesssee CLLO 01
National Savings
8. (a) Audit of National Savings Forms/Leaflets .........:scessse+. CL NW 06 *
Payment Collection Services
9. (a) Vodafone / Uniqueair PrePay Promotion .......
Royal Mail
10. (a) Stamps
- Advertising Plan
- Self Adhesives & Stamp Promotions
CL RM 05 05
REPORT ON CENTRAL APPEALS —
11 Revised 17.10.1997
* indicates alteration or addition to previously circulated Agenda
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A/I2 GENERAL SECRETARY'S REPORT .
Standing Orders of the Executive Council I
Web Site on the Internet I
Discussion on the Future Structure/Strategy of the
National Federation of Sub-Postmasters.
A/I3) NFSP TRADING LIMITED
A/i4. EXECUTIVE OFFICER'S REPORTS ¢
A/IS. MATTERS RECEIVED TOO LATE FOR INCLUSION ON AGENDA
A/i6 ANY OTHER BUSINESS
12 Revised 17.10.1997
* indicates alteration or addition to previously circulated. Agenda
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REPORT OF A MEETING OF THE EXECUTIVE COUNCIL
held on 20th, 21st, 22nd OCTOBER 1997
at the ABBEY HOTEL, MALVERN
Present: Mr J Peberdy, National President and Chairman
Mr I Abernethy Mr. D A Evans
Mr. N Bradbrook Mr BG Ingham
Mr J Brennan Mr J Jannetta
Mr D T Broadwith Mrs PJenkins
Mr J E M Burford Mr C Jones
Mr A M Burrows Mrs J G Kendall
Mr A R Butlin Mr D F Marshall
Mr M Challinor Mr B McMahon
Mr M Davvill Mr H Morgan Jones
Mr R Edmondson i
In Attendance: Mr C Baker General Secretary
Mr K Davis Assistant General Secretary
Mr P Heasman Assistant General Secretary
Irrelevan
A/1 REPORTS AND RESOLUTIONS of the
Executive Council Meeting held on 16, 17, 18 June 1997
Special Executive Council Meeting held on 14 September 1997
The reports had been circulated and were APPROVED.
EXECUTIVE COUNCIL MEETING - OCTOBER 1997 1
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Irrelevant
1 POST OFFICE BOARD - PO BD
MR BURROWS, Chairman of the Negotiating Committee, advised that the letter from the
General Secretary dated 22nd July 1997 indicated that Sir Michael Heron had announced his
retirement and Mr. Richard Adams had been appointed as Secretary of The Post Office. No
announcement had been made as to the new Chairman of The Post Office.
MR. MARSHALL expressed concern regarding mis-management of The Post Office
resulting in Retail Network Managers causing frustration to Sub-Postmasters.
MR. EDMONDSON commented that many employees within Post Office Counters
would agree with Mr. Marshall.
THE GENERAL SECRETARY advised that John Roberts, Chief Executive of The
Post Office had agreed to reinstate the meetings between the General Secretaries
of the CWU, CMA and NFSP with the Post Office.
2 GOVERNMENT AFFAIRS
GOVERNMENT REVIEW - PO PZ
2 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
GOVERNMENT REVIEW
The Federation's response to the questions put by the Minister of State, fan McCartney MP,
on the Govemment Review was sent to the Government on 4th August and circulated to the
Executive Council on 1st August. The next move by the Government in connection with their
review was awaited, The correspondence of 22nd August containing press articles about the
Sell off The Post Office had been put down to speculation and denied by Government,
although John Roberts and the Corporate Board were quoted in the articles and had not
publicly denied the position as set out in the press articles.
3 POST OFFICE COUNTERS
3(a) POST OFFICE COUNTERS BOARD - PO PC 02
Deep concern had been expressed about where the Business was going on a number of
major issues and consequently a Strategy meeting took place between the Negotiating
Committee and the Post Office Executive Committee on 9th October. Those attending from
The Post Office were:-
Stuart Sweetman, Managing Director
Dick Wheelhouse, Commercial Director
Paul Rich, Development Director
David Morphey, Business Strategy Director
Rob Durrant, Communications Director
David Walker, Branded Markets Director
Mark Douglas, Financial Market Director
The meeting was held under the Normal Chatham Rules for such meetings and the agreed
outputs will be circulated. However, the following subjects were discussed in great detail:
Scottish Power
PayPoint / Bill Payment
Horizon
Royal Mail
The Corporate Financial Regime
MR. JANNETTA suggested that if a client did not renew its contract, then Post
Office Counters should not allow it to continue past the expiry date as that allowed
clients time to organise alternative outlets, as in the case of Scottish Power.
MR. ABERNETHY expressed deep concern over the delay in the installation of the
Horizon platform, whilst other competitors were gaining a foothold in the market.
MR. BRENNAN believed there was a deliberate delay in the installation of Horizon
by the Benefits Agency so as to avoid business being given to the Post Office.
MR. C. JONES was extremely worried at the tactics of Post Office Counters and
proposed the Council censured the Post Office for its lack of foresight and planning
to counteract the activities of major competitors and thus causing a major threat to
Sub-Postmasters’ incomes and business. Seconded by Mr. Brennan.
MR. BROADWITH reported he had interviewed Paul Rich for The SubPostmaster
journal. One specific question had asked whether it was considered that the delays
were such that ICL, Pathway, Fujitsu would withdraw. Paul Rich had categorically
Stated that was not the case. Reviews had been conducted by all those concerned
who had stated they would continue and were very enthusiastic about the project.
EXECUTIVE COUNCIL MEETING - OCTOBER 1997 3
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MR. BURROWS commented they had been unaware of the rapid escalation .
between February and August of the number of terminals in other outlets for
PayPoint. Horizon was a disaster scenario which demonstrated the lack of
technology and importance of installing automation to handle EPOS and bill
payment activities. The difficulty was not having the capability to plug the gap in the
marketplace. ACT would always remain. Difficulty had also been experienced in
getting the Benefits Agency computer system compatible with Horizon. if necessary
the Federation would go direct to the Corporate Board. There was a need to
question what price contracts were undertaken in the future.
THE GENERAL SECRETARY urged that considerable caution be exercised with
tegard to Pathway and the Benefits Agency and that. the difficulties were not
advertised. If the Benefits Agency was forced into making a public statement, they
could opt for direct debit. The Benefits Agency was also struggling with its own
computerisation project, CAPS.
« The Executive Council censures the Post Office for its lack of DECISION
foresight and planning to counteract the activities of major
competitors, and thus causing a major threat to Sub-Postmasters’
incomes and businesses.
MR. C. JONES clarified the use of the word censure as showing one’s active
displeasure at what was going on.
Irrelevant I
4 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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EXECUTIVE COUNCIL MEETING - OCTOBER 1997 5
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5 COMMERCIAL - PC CM ~
Nothing to report.
6 HUMAN RESOURCES I
TRAINING FOR SUBPOSTMASTERS - PC HR 04
The correspondence of 25th September was confirmation of an action point conceming
training in the North East Region which, it was hoped, had now been resolved. The further
correspondence dated 4th September contained a letter dated 26th August 1997 from the
Head of Resourcing of the Retail Development Centre. The promised publications and
training support were awaited. The Negotiating Committee would keep closely attuned to this
very important subject and it was hoped to see positive initiatives.
MR. EVANS reported on the difficulty in funding for training in the South East and
the trial of 2 weeks in a classroom and 1 week on site after issuance of the letter of
appointment. Sub-Postmasters had reported of trainers being moved about the
Region with one office having 3 different trainers in one week. New Sub-
Postmasters were bitterly complaining about inadequate training resulting in losses
occurring. MR. BURROWS suggested if the problems could not be resolved within
the Region, they would be taken up nationally. Pre-appointment training had been
an ambition of the Federation.
aN
MR. MARSHALL indicated that his Region was having a problem in getting the right
people as trainers.
Irrelevant I
6 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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8(b) COUNTER AUTOMATION - BA/POCL - PC NW 06 01
The action points from the General Secretary's visit to the North East had been circulated as
had information in the form of an update of 6th August which was produced by Post Office
Counters and circulated to the offices involved in the live trial. There was considerable
Concem around the network about the delay in rolling out the Horizon platform and was one
of the subjects which had been discussed by the Negotiating Committee with the Counters
Executive Committee on Thursday, 9th October. There had been a number of reviews in
EXECUTIVE COUNCIL MEETING - OCTOBER 1997 7
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respect of the future of Horizon. The reviews had all come out positively in favour of
continuing with the intention of automating every post office as reported in the Negotiating -
Committee minutes of 22/23 September. Nevertheless, there was much rumour and
speculation in the network and people were becoming sceptical as to whether they would see
the roll out at all, or whether it would be delayed once more. The Federation had ensured
Post Office Counters continued to communicate to Sub-Postmasters. In that regard Paul
Rich, the Director responsible for the automation platform, was interviewed for The
SubPostmaster journat. {t was understood the article would appear in the November edition.
The General Secretary's visit to the South West to view the Horizon platform had been
postponed due to the meeting with the Counters Executive Committee on the day originally
organised. That visit was being re-scheduled.
MR. BROADWITH drew attention to the need to advise members of the payment for
attending Horizon training sessions, THE GENERAL SECRETARY stated the
Executive Council policy was to try and obtain a payment for training and obtain the
tight rate for the job. He pointed out that to date no Sub-Postmaster had had to pay
for any alterations to the office, including electrical work up to the meter. Because
of Mr. Docherty's absence on sick leave no meeting had taken place. The change of
Government had also resulted in a reduction in the Post Office budget. A meeting
was being organised with Post Office Counters. iq
8(c) COUNTER AUTOMATION - ALPS - PC NW 06 07
= Goodwill payment for Sub-Postmasters
Although there was no correspondence on the subject the issue had been raised with Post
Office Counters both in the context of the 1997 pay negotiations and as an outstanding Box
13 issue from the pay review. The increasingly difficult financial circumstances of Post
Office Counters was making the availablility of funds more difficult each month.
MR. DARVILL pointed out the ALPS equipment could not be altered to take the mag
stripe cards and there was no equipment to combat PayPoint in the London area.
He suggested the barcode be looked at.
8 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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Irrelevant I
10 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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11 SUBPOSTMASTERS CONTRACT
11(a) TERMINATION PROCEDURES - PC SC
The correspondence circulated on 14th October indicated the latest position regarding a
revised set of termination procedures. Whilst it had been an ambition to conclude the
Procedures by now it could be seen that by careful chipping away improvements had been
made to the current position. From the draft guidelines it could be seen that there were a
fumber of different types of action that could be taken depending upon the various
circumstances of the so-called offence. First, oral wamings which were intended to help and
assist in ending malpractice, thus avoiding the need for further action. Secondly, written
warnings, of which there may be more than one were designed to improve operational
performance. Thirdly, termination of contract by 3 months notice which, as seen from the
guidelines, must not be used as a means of simply avoiding adopting the summary
termination route and the appeals procedures, The next stage was precautionary suspension
which could lead to summary termination of contract. Paragraph 10 addressed the issue of
on-going investigations and stated that if the case could not be resolved within 3 months, the
case must be reviewed as to whether suspension was still warranted and the Sub-Postmaster
informed in writing that the review had taken place. If that course of action was decided
upon, the Sub-Postmaster must be informed of the specific charge against him or her and
could request and must receive all relevant information to the charge. The appeals
procedure was set out and took the form of a complete re-hearing of the specific charge
made against the Sub-Postmaster. In future Post Office Counters could not hide behind the
“loss of confidence” instead of proving the case. The intended timescales were set out in
Paragraph 4 on page 9 for hearing appeals. The six weeks quoted in that paragraph had i
been reduced to 5 weeks as a result of continued pressure. Additionally, work was continuing
on Paragraph 12, page 6, to seek an improvement for those Sub-Postmasters who were re-
instated. The Post Office Counters solicitors are considering re-wording the paragraph. The
ambition was to get as much money as possible pre-paid to a re-instated Sub-Postmaster.
The Council would be kept fully appraised of the reply from Post Office Counters. The
Negotiating Committee sought agreement to the document, excluding Paragraph 12, in order
to be in.a position to introduce the improvements at the earliest opportunity.
The Negotiating Committee was congratulated on the work achieved.
't was noted the Sub-Postmaster’s contract was that of an individual and could not
involve the Federation by right; loss of confidence should be defined (if possible
remove from the flow chart); the appeals managers should be adequately trained.
¢ THE EXECUTIVE COUNCIL AGREED to the draft of the Termination DECISION
Procedures circulated on 14th October 1997; the title be changed; the [ACTION
flow chart be amended by removal of the loss of confidence, reword
of Paragraph 12.
EXECUTIVE COUNCIL MEETING - OCTOBER 1997 1
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12 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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EXECUTIVE COUNCIL MEETING - OCTOBER 1997 13
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_ [rrelevant
14 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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16 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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EXECUTIVE COUNCIL MEETING - OCTOBER 1997 17
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Irrelevant —
18 EXECUTIVE COUNCIL MEETING - OCTOBER 1997
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Irrelevant I
31 CONFERENCE RESOLUTIONS 199)
97/RB1(E) Introductory Payment spread over 5 years
97/RB1(H) Adjust shortfall caused by 53 week year
97/3 Align payments upwards for similar transactions
97/4 Seek incentives for efficient management record
97/5 Leave negotiating door open for impact of minimum wage legislation . : i
97/6 POCL to pay same hourly rate when training assistants }
97/7 53rd week
97/10 Payment for DNS products
97/12 Investigate payment for POPOS display
97/15 Information/negotiate payment for POPOS
97/18 Offset improvements/equipment against Intro Fee
97/19 Joint Sub-Postmaster appointments
97/21 POCL booklet for shortages
97/23 Unclaimed holiday substitution carried forward in
exceptional circumstances
97/24 Immediate settlement on telephone call allowance, Bristol
97/28 Seek relief for counter losses during automation for those
with good accounting record
97/29 Provision of Horizon program to check calculation of salary
97/RB4(P) Update on provision of interest-free loans for security
97/RB4(R) Update on provision of relief/s following attack trauma
97/35 Free relocation of security equipment when
Sub-Postmasters improve office
97/36 Installation temporary TV surveillance following serious
raid plus full security survey
97/37 Negotiate competitive closed circuit TV package for Sub-Postmasters
97/38 Consider needs when arranging pattems for cash and stock
97/40 Disclosure of information by POCL and Police following criminal attacks
Correspondence had been circulated on a number of Conference resolutions. Other
tesolutions due to be acted upon by the Negotiating Committee had been addressed in
meetings. There were, however, a number which were dependant upon the roll out of
Horizon or had fallen victim to the aggressive competitive situation in the bill payment field.
Motion 3, for example, sought to align payments upwards for similar transactions which, in
the bill payment market, could lead to disastrous consequences, Motions 28 and 29 were
awaiting the next meeting on automation, the regular Forums having been postponed due to
the transfer of Mr. Docherty from the Retail Development Centre. Mr. Granville had agreed
that the meetings would be reinstated and the date of the next meeting was awaited.
+ THE EXECUTIVE COUNCIL APPROVED the report of the Negotiating
Committee.
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B) FINANCE
(i) Treasurers Report FIAC 02
Referring to his circulated report, MR EDMONDSON, the National Treasurer,
advised the Accounts for the half year to 30 June 1997 had been circulated and
indicated the position of the Federation. Although certain large items could be €
explained, nevertheless, during the last 18 months, £500,000 of the Federation's
savings had been introduced and expended.
He and Philip Bloor, Finance Manager, had spent time stripping the accounts and
looking for items where savings could be made. Small amounts had been identified
but if there was to be a major impact then changes would have to be made to the
way both Shoreham and the Executive Council were run. However, he did not feel
there should be any over-reaction at this stage and it had been decided to delay
taking any action until the end of the Financial Year 1997 to see if there was an
upturn in recruiting following the remandating campaign.
The Federation had to get membership back up to the 15,000 mark and beyond
that. If it managed to reach that figure, there would be few worries, if not major
surgery would be required and the Federation would never be the same again.
He was pleased to see that some of the decisions taken at the current meeting
would help in saving/not increasing costs and care must be taken not to make
mistakes in the future, (
On the 27th October Philip Bloor would be carrying out a budget exercise on the
Federation's finances based on membership at that date. With a better overall
picture, subscriptions would be considered and recommendations made to the P&D
Committee, particularly on multi-tiers, multiple rates, percentages to Branches. The
Chairman had agreed that the General Secretary and himself should attend the
November P&D Meeting. He hoped Executive Officers fully realised the problems.
MR BURFORD expressed concern over 2 items: Centenary books and the
Members’ Legal Helpline which, he had been advised, members found useful - but
was it a luxury provided for the few people who did use it, he wondered.
MR HEASMAN advised that the total number of people using the Helpline was just
over 600 and most calls were specific to employment issues. He would be meeting
with Peter Abraham on Monday 27th October to see how best to adjust the cost of
the service. There appeared to be 2 options (i) negotiate the price down, (ii) provide
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difference type of system bearing in mind that most of the calls were on
employment law.
THE GENERAL SECRETARY drew attention to the fact that the Helpline was
introduced as the result of a Conference Motion and it had been apparent that it
would be an expense. He supported what the National Treasurer had said, there
were 2 options (i) reduce the spend, or (ii) maximise income. Reducing costs were
difficult, Headquarters should do what it can to reduce running costs, tuming lights
off, looking at the general spend, etc. In return for Shoreham doing that, he asked
that every member of the Executive Council should do his/her bit regarding his/her
expenditure. But, more important, the Federation needed members.
Referring to Mr Bloor’s 6-monthly report on the state of the Federation's financial
situation, MR CHALLINOR stated that modern business practice was to check
accounts on a monthly basis: actual against budget. He wondered upon what
Mr Bloor’s budget was based, ie, on-going performance or one-off sum. He pointed
out that the Federation was 10 months into its financial year, leaving only 2 months
to make things look better.
¢ The Report of the National Treasurer was ACCEPTED.
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DISCUSSION ON THE FUTURE STRUCTURE/STRATEGY OF THE NATIONAL
FEDERATION OF SUBPOSTMASTERS
GROUP 2 - MEMBERSHIP
The Group had last met on 7th October 1997 and MR EVANS drew attention to the
circulated notes (KD/gp October 1997) reporting the Group's deliberations, upon
which he briefly elaborated describing the recommendations regarding the
recommended process for: (1) (2) and (3) contacting new Sub-Postmasters, where (
Group felt the RDC procedure in following up recruitment of new Sub-Postmaster
inadequate, and the recommended steps to be taken at Branch/Regional level to
foster good relations; and the procedures that Federation Headquarters should
adopt. There were also comments and recommendations under the heading of
Union Facilities.
« THE CHAIRMAN confirmed that all the recommendations were
APPROVED by the Executive Council, with the EXCEPTION of that
relating to the Executive Council, and officers being appointed to
working parties to advise on ad hoc issues (on page 4 of the notes).
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AlM4 EXECUTIVE OFFICERS’ REPORTS
AM15 MATTER RECEIVED TOO LATE FOR INCLUSION ON AGENDA
AM6 ANY OTHER BUSINESS
(NB)
GRO
GILL PAYNE
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