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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
NEGOTIATING COMMITTEE
held on
2nd/3rd JUNE 1997
at
THE GRAFTON HOTEL, LONDON
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REPORT OF A MEETING OF THE NEGOTIATING COMMITTEE
held on 2nd/3rd JUNE 1997
at the GRAFTON HOTEL, LONDON
Present Mr AM Burrows — Chairman
Mr J E M Burford
Mr A R Butlin
Mrs J Kendall
Mr J Peberdy
In Attendance Mr C Baker General Secretary
Mr K Davis Asst General Secretary
THE CHAIRMAN welcomed members of the Negotiating Committee to the
meeting. He congratulated every member on being re-elected.
In view of the fact that Mr. J. Evans of Post Office Counters would be
attending during the course of the meeting to discuss networking, it was
decided to debate the following matters first. Government Affairs (PO PZ);
Network Issues - Counter Automation (PC NW 06 01); Distribution (PO PC
03), Isle of Man (OI IM); National Lottery (CL LO 01).
A) REPORTS OF MEETINGS
The minutes of the meetings held on 3/4th March 1997 and 29th April 1997
had been circulated and were approved.
GOVERNMENT REVIEW - PO PZ
The GENERAL SECRETARY reported receipt of a fax from lan McCartney
MP, Minister of State at the Department of Trade & Industry, who was
scoping the problems, reviewing and taking stock of The Post Office. It was
understood the Minister wished to understand the problem by the summer
recess of Parliament, then put a paper to his colleagues and, if, Cabinet
approval given, the detail would be considered. By using Utility Régulations,
it may be possible to appoint a Regulator for The Post Office which might be
a way of gaining commercial freedom. The GENERAL SECRETARY had
been given to understand the Government wished The Post Office to remain
wholly in the public sector as one entity. The Government was very keen on
employee conditions and minimum wages.
With regard to the meeting with lan McCartney, the GENERAL SECRETARY
advised a small group had been requested.
NEGOTIATING COMMITTEE - 2/3 JUNE 1997 1
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MR. BURROWS reported an opportunity had arisen to meet with lan [DECISION] °
McCartney, MP, at 5pm on Thursday, 5th June. He suggested the team
should consist of the General Secretary, himself as Chairman and, in
accordance with custom, the National President. The Committee AGREED to
the representative body attending the first meeting.
The Negotiating Committee then considered the content of the submission to
lan McCartney with particular emphasis on protecting members’ interests.
The following points were highlighted:-
« Retain Post Office title
« Merge/Amalgamate Royal Mail & Parcelforce (too small to survive
separately in the competitive market, eg duplication for delivery vehicles)
* POCL to incorporate Cashco & SSL ¢
¢ Romec to remain unchanged
¢ The Business to work closely together
¢ Both POCL and Royal Mail/Parcelforce to have greater commercial
freedom
« Public ownership to be retained by Government but the 2 Businesses tied
contractually together
« If monopoly removed, PO will suffer loss of work
THE POST OFFICE
Public Ownership
Counters
+ Royal Mail
Cashco Contractually +
+ Tied Parcelforce
SSL
Freedom Freedom
Competition
2 NEGOTIATING COMMITTEE - 2/3 JUNE 1997
ROYAL MAIL
¢ Retain Royal connections (Queens head)
¢ Uniform tariff / universal service
¢ (International) Freedom to deal and make deals for growth but competition
leads to danger. Nation-wide network assurances sought.
If reducing market share leads to undermining network the need for
underpinning.
° Full range of services at all Post Offices
PARCELFORCE
¢ Integrate with Royal Mail
¢ Harmonising Services
* Full range of services at all Post Offices
If alternative networks used, POCL should be allowed to deal with
competitors
POCL - COUNTERS BUSINESS
¢ Retain identity under Corporate Board
¢ Automated stable network (size and shape)
« Freedom to grow into new market places eg PO own bank, Share Shops
Ability to grow as above (funds)
¢ Include Cash Centres/Carrying and SSL
EFL
« Set too high
* Counters low profit/high turnover
¢ automation
* restricts investment (into the business for future growth)
no monopoly
¢ rural network costs
* security
* pay scales to show examples of how many Sub-Postmasters do not
receive minimum wage
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I
I
COUNTERS ‘
Category One Category Two
Greenfield sites Decline of rurats (200 per annum)
Government commitment to use network Flagship offices
Minimum wage - who pays? Mailwork
Loss of core work Creating new types of post offices
Maintain network of Crown Offices
Category Three Category Four
Sub-Postmasters investment £1 billion Need for training/refresher support staff
Criminal activity Seat on the Board
All items all offices Equipment - automation
image Quality of Service - TQM
Sub-Postmasters pay Who speaks for Sub-Postmasters on
Sub-Postmasters feel undervalued Corporate Board?
POCL interfering in private business
Licence fee ¢
Partnership - trust - decision making
NETWORK FORUMS - PC NW 01
The Negotiating Committee highlighted the following points to be raised with
Mr. Evans:-
1. Finance
« Training
¢ Quality
¢ Security
2. Automation
e Roll out delays
e Who pays for: Training; Alterations 4
3. Network Plans
¢ Private Business
« Image
« Conversions
e Rural
e Size and Shape
4. Future of Counters Business
4 NEGOTIATING COMMITTEE - 2/3 JUNE 1997
COUNTER AUTOMATION - PC NW 06 01
The GENERAL SECRETARY reported he had visited Newcastle on 27th and
28th May in the company of Paul Rich and John Bennett in which area OBCS
was being installed in 100 Sub Post Offices. The reaction from Sub-
Postmasters was of delight.
The action points from the meeting were circulated (copy attached). Two
Sub-Postmasters had had to have new procedures which indicated a problem
on the hardware and the Post Office was checking to see whether they had
been properly tested. Although the engineer responded within 4 hours to the
call out, it took half a day to re-programme the equipment. To assist with
creating space on the counter one idea was to install a parcel hopper which
closed on the back of the front of the counter for security reasons.
With regard to signing off of work, it would probably be the responsibility of
the Sub-Postmaster and the Retail Network Manager. Sub-Postmasters had
felt they were not receiving sufficient communication. A central file would be
held as to the location of the equipment in each office.
Each time equipment failed Sub-Postmasters would be asked to report the
problem. The Committee suggested that an error log would save the Sub-
Postmaster having to stop and report a system failure when busy. THE
GENERAL SECRETARY to refer the suggestion to Post Office Counters.
The Post Office was consulting with Peritas with regard to use of Post Office
premises for training as some buildings were not suitable for disabled access.
Pathway staff had been praised for their assistance.
The security policy was to be reviewed by Paul Rich and Jonathan Evans. It
was understood there was a difficulty with the removal of the speech units in
the screen.
The Post Office had come to the conclusion that “business as usual” during
installation was impracticable and impossible.
MR. BURROWS thanked the General Secretary for visiting Newcastle,
particularly as it was his first day after the holiday.
MRS. KENDALL circulated a letter being sent to Sub-Postmasters in the
Leeds area inviting them to apply for the post of Horizon Field Support
Officer. THE GENERAL SECRETARY advised he had requested the Post
Office to desist from advertising for the time being, although the principle of
Sub-Postmasters assisting was good and an opportunity for the Federation.
MR. PEBERDY had been approached by his Region with regard to the idea
of Sub-Postmasters as Field Support Officers. The vacancy had been
advertised internally in the Post Office, 100 applicants, 40 interviewed. In his
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Region the idea was to offer Branch Secretaries a short term contract for six
months, paid at the PA rate of approximately £10,000 per annum. He had
drawn attention to the problem of selective advertising, breach of contract,
conflict of self-employed, double employed.
MRS. KENDALL pointed out that £10,000 per annum was insufficient for a
Branch Secretary to employ a relief.
MR. BURROWS expressed grave concern at the Regional activity for support
staff. In his view the recruitment of support staff should be centrally
controlled.
THE GENERAL SECRETARY advised he had discussed the matter with
Mr Coleman.
MRS. KENDALL suggested recently retired Sub-Postmasters would be ideal
candidates for support staff.
MR. BURROWS was perturbed that information was not being communicated
and co-ordinated centrally.
THE GENERAL SECRETARY explained the PDA was a separate body from
Post Office Counters, the Retail Development Centre was deating with money
and Sub-Postmasters’ affairs, Paul Rich was Director of Automation and
Jonathan Evans was Network Director. In his view there was a need for co-
ordination both within the Federation and Post Office Counters.
MR. BURROWS endquired as to the position with regard to the non-cash
account and small rural offices being asked what they intended to do when
automation was installed and whether they were prepared to have the
equipment.
MR. BUTLIN reported the Executive Officers had managed to stop the Post
Office from approaching the non-cash account offices telling them they would
become cash account offices.
THE GENERAL SECRETARY commented the ACC stated on retirement non-
cash account offices would be converted but the Post Office was trying to
pressure the change now.
MR. BURFORD drew attention to an office which had no mains electricity
supply. THE GENERAL SECRETARY confirmed the Post Office was aware of
the office in question.
MR. BURROWS understood small offices would have lap top computers but
the Post Office did not appear to be offering that facility.
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MR. BUTLIN drew attention to the Regional Security budgets not being able
to fund screen changes required as a result of the installation of counter
automation.
With regard to training for counter automation, MR. PEBERDY suggested
seeking a training payment for assistants.
MR. BUTLIN pointed out people attended quality training meetings and put
forward the idea that Customer Charter be stopped for a while and the budget
utilised for automation training.
THE GENERAL SECRETARY said that he believed a policy was required
from the Executive Council and noted MR. PEBERDY’s suggestion of
conceding payment for Sub-Postmasters but seek a payment for assistants.
In response to MR. BURFORD'’s question as to training for one-man offices,
MR. BURROWS stated the matter had been resolved but ideas were being
put forward with regard to training at weekends or evenings so as to fit with
the requirements of Sub-Postmasters.
MR. BURROWS stated a response was awaited from Post Office Counters.
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6 TRAINING FOR SUB-POSTMASTERS - PC HR 04
This subject had been encapsulated in the discussion under the heading of
Counter Automation (PC NW 06 01).
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8(b) COUNTER AUTOMATION - BA/POCL - PC NW 06 01
In response to MRS. KENDALL’s question regarding payment, the GENERAL
SECRETARY explained a meeting was being sought with Post Office
Counters.
MR. PEBERDY suggested there was an opportunity for the NFSP Trading
Co. for the production and sale of a box to hold the foils.
MR. BUTLIN drew attention to the need for information in respect of the
number of pensions.
Van
It was suggested a Branch Secretaries’ Circular be used to request the
information sought.
MRS. KENDALL put forward the idea of waiting until a year after automation
had commenced before agreeing a new payment. The figures produced by a
member indicated on average 25% income would be lost to Sub-Postmasters.
THE GENERAL SECRETARY pointed out that Sub-Postmasters were
anxious as to their rate of pay and did not want to see any delay.
MR. BURROWS suggested trialling 120 offices.
THE GENERAL SECRETARY suggested awaiting the next meeting with the
Post Office.
8(d) COUNTER AUTOMATION - APT/BAR-CODING - PC NW 06 02
Nothing further to report.
8(e) COUNTER AUTOMATION - ALPS - PC NW 06 07
Nothing further to report.
8(f) COUNTER AUTOMATION - MONDEX TRIAL - PC NW 06 08
Nothing to report.
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Elaine Austin
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PC NW 06 01
POST OFFICE COUNTERS LTD/PATHWAY/
NATIONAL FEDERATION OF SUBPOSTMASTERS
MEETING RE AUTOMATION HELD ON 28 MAY 1997
IN CAMERON HOUSE
ACTION POINTS
ACTION Action By
¢ Processor problems - quick attendance but down time excessive PDA
(half day)
¢ Need to integrate security into process
¢ Surveys - a need to provide kit specifications etc., in advance to
enable Subpostmasters to get heads around change
¢ Cable length appears to be too constraining (affects where kit can I
be sited) . I
+ Idea! - Subpostmaster developed own housing unit (monitor
encased, with printer on top)
+ Key board location may be an issue when swipe card kicks in
(design?)
¢ Keyboard design and usability needs considering when looking at
housing unit solutions
¢ Model of kit needs to be more robust and realistic and to
represent space taken up (ie., includes cabling allowance)
¢ Consistency of approach to preparation activity - standards?
¢ Review of ‘sign-off processes (liability issues)
¢ Identify primary customers for each of key processes (‘exploded’
process map)
¢ Communication - co-ordinating all data gathered against each
outlet during install process (survey - go live)
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ACTION
Action By
« Expert support - outlet focused ‘case notes’
Collating information generated by all parties involved
Keeping outlets informed and up to date
Who owns this Communication process?
¢ Robustness of communication network for systems
+ Subpostmasters not reporting all systems errors - distorting error
rate figures
+ Surveys - need to communicate running order of surveys and
number of ‘gangs’ working each day to enable effective use of
resource ie., RNM - timeliness of information needs improving
¢ Training & User Awareness Events - timely and accurate
information re attendance/non attendance
¢ User Awareness Events - consider timing as attendance rates may
be adversely affected eg., double payment days, City Centre
venues (expensive parking), access by public transport essential
¢ User Awareness Events & Training - standards set by Peritas seen
to be too high to exclude use of PO facilities
¢ Pathway staff have been well received in outlets and during
training. Also attitude of Subpostmasters
¢ Health & Safety issues at automated outlets, particularly in one
man outlets eg., ergonomics - left/right hand working , RSI
liability?
Ops first
Liability issues next - POCL-NFSP
¢ How can NFSP Branch network help?
Showing kit?
Briefings
(LM/S] - PDA/JE - CB)
PDA”
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ACTION Action By I
+ Review some security policy eg., siting of parcel hatches, speech PRE
units (space taken up) (PR/JE/CB)
¢ View security options in context of automation - widen our PR/JE/
options (PR/JE CB)
¢ RNM workloads (general) impacted upon by Horizon PRE
(CEC,JE/PR - RGMs )
¢ Talking Shop idea! - article focusing on Subpostmasters who have I» PR/RD
been automated - audio tape
(Link with CB) (PR/RD)
+ Who ‘owns’ a problem and satisfies it for Subpostmaster? JE?
Important to Subpostmaster there is one contact point I
¢ Urgent need for guidance of kit specifications, counter layouts to PRE
enable new Subpostmasters/those who want to modernise outlet
prior to automation (PR/JE/DG)
¢ Business as usual activity - concerned re managing transfers, JE
relocations etc
¢ Improved information flow PR
¢ Mechanism for reviewing (interim PDA measure). Live trial JE
needs establishing (RGMs) (CEC/JE)
¢ Attendance payments for training and User Awareness Events JE?
(CB/AD)
¢ How can NFSP Branch network help?
Showing kit? JE
Briefings
(LM/S] - PDA/JE - CB)
¢ Attendance payments for training and User Awareness Events AD
(CB/JE?)
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ACTION
Action By 4
¢ Preparation - out of hours? (solution?) work carried out in
opening hours, noisy and lots of people involved eg., 6.
Office closure as an option?
¢# RNM workloads (general) impacted upon by Horizon
(CEC, JE, RGMs, PR)
¢ Idea! - Account Manager approach to managing number of outlets
(RNM Group? roll-out group?)
¢ Seek information necessary to manage issues - back to issue of
who manages outlets
¢@ Mechanism for reviewing (interim PDA measure). Live trial
needs establishing (RGMs) (CEC/JE)
CEC
input
CEC
CEC
CEC
CEC C
+ Review some security policy eg., siting of parcel hatches, speech
units (space taken up) (PR/JE CB)
¢ View security options in context of automation - widen our
options (PR/JE CB)
+ Attendance payments for training and User Awareness Events
(JE?/ AD - CB)
¢# How can NFSP Branch network help?
Showing kit?
Briefings
{LM/SJ - PDA/JE - CB)
CB
CB
CB
CB
¢# RNM workloads (general) impacted upon by Horizon
¢ Mechanism for reviewing (interim PDA measure). Live trial
needs establishing (RGMs)
RGMs
RGMs
¢ Systems communications links with Farnborough
eg., stops being enforced or dropped, not being notified to
database quickly enough. Further compounded BA insist on 2nd
class post for books
JB/PC
¢ How can NFSP Branch network help?
Showing kit?
Briefings
(LM/SJ - PDA/JE - CB)
LM
¢ How can NFSP Branch network help?
Showing kit?
Briefings
(LM/SJ - PDA/JE - CB)
SJ
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ACTION Action By
¢ Urgent need for guidance of kit specifications, counter layouts to DG
enable new Subpostmasters/those who want to modernise outlet
prior to automation (PR/JE/DG)
GENERAL :
¢ PR to brief PDA & POCL operational people PR
¢ JBMcN/DC to meet with ICL (Barry Davies) JBMcN/
DC
ID KEY
PR Paul Rich
JE Jonathan Evans
CEC Counters Executive Committee
DG Don Grey
cB Colin Baker
LM Liz Moran
SJ Sarah Juggins
PDA Programme Delivery Authorily
RGMs Regional General Managers
RD Rob Durrant {
AD Alex Docherty
JB John Bennett
Pc Peter Crahn
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PC NW 06 01
Dear Subpostmaster,
As we tackle our top business objective for the year we are looking to expand the
Horizon Automation Project team and would like to utilise the skills and knowledge
of existing Subpostmasters, As some of you have already expressed an interest in :
being involved, we are now looking to formally obtain names of either yourselves or
your assistants who inay be interested in joining the project. It is at your discretion
whether or not you decide to circulate this letter to your assistants,
The post of Horizon Field Support Officer involves supporting the actual installation
at offices both in North East and North Wales / North West regions. We will be
looking for people ta take up posts from Autumn 1997 throughout the duration of
roll-out, We are ideally looking for people who can give a longer term commitment
ie, for the duration of roll-out, but short spells of minimum 3 months would be
considered. The skills and requirements of the job are outlined below.
JOB PURPOSE
To give technical support io Branch and Sub offices during installation of Horizon !
in N.E. and N.W/N.W. Regions. i
SKILLS REQUIRED
Knowledge of Post Office accounting procedures and counter transactions.
Knowledge of current automation and computer skills,
Ability to communicate at different levels, deal with queties and explain procedures.
Able to plan and arganise and have a flexible approach to work.
Good interpersonal skiils and a practical approach to problem solving.
Team members must be fully mobile ( with full driving licence ).
Training will be provided,
HOURS OF ATTENDANCE
The post requires support officers to travel between a number of different offices in
any given week. They are required to stay for the duration of installation and remain
until the office closes, It is vital to the success of the project that support officers are
flexible and able to react positively to changes occurring at short notice.
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vy 4B) 9y FAA ULdo colssur FULL JSLYLING NE 499 TASMINGLUN OO ae "wee
TRAVEL EXPENSES
Standard POCL mileage will apply for excess miles travelled. Access to own cai is
essential, however, pool cars may be provided for travelling and it would be
expected that they be used if available. Some overnight stays may be required and
expenses will be paid.
PAY
The rate of pay will be £4.83 per hour. This Post is open to all, regardless of sex,
religion, race, disability, ethnic origin or age.
SELECTION
¢
The process will be by means af aptitude test and interview.
REPLIES
Could you please complete the attached proforma and return it to +
The Automation team
North East Regional Office
Post Office House
3 Infirmary Street
Leeds
LS11AJ
Any enquiries should be made to the Automation teamonI GRO The closing
date for replies is Friday 6thJune 1997, ret
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FIELD SUPPORT APPLICATION
Name:,
Current Position:_Subpostmaster/Mistress or Assistant,
Office Name: Tel No:.
Office
Address
Describe your current duties / responsibilities
What experience / qualifications do you have for this position
How flexible are you with respect to unusual hours and travelling. What
experience do you have.
How long are you willing to commit yourself to the project.
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Are you available to travel within the North Wales / North West Region and stay in i
overnight accommodation.
TO: Stores Branch
FROM : Robert Stabler - Automation Team - Leeds NERO
Can you please copy the enclosed and send out to all Sub offices including MSPOs
in the North East region on Wednesday 21st May 1997 for receipt the following
day. Thanks very much. ,
NB This must not be sent out to franchised offices.
Robert -Automation
Convenience Store,
Our company is an agent for
Norweb and British Gas. In the
case of Norweb we receive com-
mission of one per cent.
We consider this to be less than
ideal for the work involved, the
fairly large sums of cash to
account for and on which banking
charges are levied.
Imagine our horror when we
were informed by Norweb that
they are going to contract out their
scheme to PayPoint, which
informs us that the derisory sum
of 0.5 per cent will in future be the
commission rate - 50p for every
£100 collected! A large percent-
age of 50p will be taken up by our
cash transmission banking fee.
PayPoint is taking a non nego-
tiable stance in the belief that we
should be satisfied with any
Meagre pay I
in PayPoint I
PC SC 21
May 30, 1997
increase in footfall and associat: ?
edsales.
it is outrageous that we are
being effectively driven into a cor-
ner (0 offer a ‘none profit” ser- =
vice using the fear of the unknown :
potential loss of business if we
refuse (0 take on the agency.
For PayPoint to ask agents to
act on their behalf for such a
margin and in addition then to:
cap any transaction fee at 13p
really the financial sector at its
worst. Convenience stores are :
expected to have a fairly wide ?
profit mix related to volume as :
in cigarettes and range in con-
fectionery but half of one per:
cent less expenses? :
Come on PayPoint fair play?
please,
name and address withheld
01
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