It's a bit long winded but worth a read,i've highlighted some bits.
Royal Mail Letters Severe Weather Policy (V2.1), Severe Weather Policy Supporting Document (V2.1) & Severe Weather Manual (V1.7):
This is to clarify the situation for branches in relation to the above. Copies of the three referred to documents, which are currently on the Royal Mail "Intra-Net" site are attached for your information and reference.
Prior to Christmas and just after, the Health, Safety & Environment Department received a number of enquiries regarding the three 'updated' versions of the RML Severe Weather documents which had appeared on the RM Intranet. These are the Severe Weather Policy for use in RML (V2.1), Severe Weather Policy Supporting Document (V2.1) and the Severe Weather Manual for use within RML (V1.7). Other earlier version numbers are also 'knocking around'. The main document is the 'Severe Weather Manual' which had clearly changed from the CWU/RML Nationally Agreed Policy. These three documents have not been subject to consultation with my department and are not agreed documents at this stage. However the status of these documents has now been determined.
It was pointed out to Royal Mail HQ that currently CWU has a nationally agreed 'severe weather policy' (previously known as the severe winter weather policy) which was negotiated by the health, safety and environment department with the former Royal Mail Head of Safety.
The history is that in the 90's the CWU had been pressing RML to establish a Severe Weather Policy and the then Head of Safety, the late Cynthia Yeates produced the first draft in 1998. The Policy was originally endorsed in August 1998 and was to be regarded as a working draft policy for testing during the 1998/99 winter. The draft was subject to further extensive consultation, including at a national briefing of ASRs at the Elstead Hotel and at a meeting on 29 October 1999 an agreement was finalised with RML and signed off as a national agreement.
Royal Mail then used it as the guiding principles for the 2000/2001 winters safety plan.
Following some further discussions between the Health, Safety & Environment Department and Royal Mail, further amendments, including CWU amendments to improve the policy were made for the 2000/2001 winter safety plan and the Policy was re-launched in May 2001 by Adrian Warren the then RML Head of Safety in preparation for the 2001/2002 winter. Adrian Warren and wrote out to all Area Managers on 11 May 2001, copying the letter to CWU/HQ and finally wrote to the Health, Safety & Environment Dept on 29 May 2001 confirming the Unions comments had been taken into account in developing the updated Severe Weather Policy which would now also form a new section in the Risk Assessment Manual.
There have been no proposals from Royal Mail to alter or update the National Agreement since 2001 until the 2006 changes appeared unexpectedly.
The Severe Weather Policy and its application was looked at closely by the HSE during the HSE Inspection programme in the pilot year 2003/4 and the formal Inspection programme years 1 (2004/5) and 2 (2005/6) where Royal Mail DOMs were criticised by HSE Inspectors for not applying the policy (along with a whole host of other policies). DOMs were not taking account of snow and ice and flooding etc, PPE, policing weight restrictions or the need to reduce weight when conditions are bad, weren't reviewing Safe Systems of Work and weren't considering the possibility that deliveries may need to be delayed, reduced or even cancelled.
During 2006 we also raised the issue of Severe Winter Policy with Network Logistics following the publication of Department for Transport figures indicating that fatalities among vehicle occupants rise dramatically in October and continue to rise to around 200 a month in December. In light of this we pointed out that preparing the fleet and drivers for winter should be taken more seriously by Royal Mail to meet their duty of care obligations. However it then came to our attention that someone in Royal Mail had taken it upon themselves to alter and update the Policy, introducing the new documents in 2006 without consulting us and proposing changes to the national agreement. This was taken up with Royal Mail's Head of CSR and Head of Safety to determine the status and origin of these documents currently on the RMG Intra-Net and in circulation.
Ian Stockdale RML Head of CSR has responded, clarifying the situation and apologising to the Union for the failure to consult. He explained that the exercise in late 2005 was to 'refresh' the Policy by better collating and integrating the materials into a more user-friendly format to improve the application of the assessment process and to improve deployment. He added thee was no intention to make significant changes or change Union involvement. He agreed that the Severe Weather Policy, supporting document and Manual could be reviewed later this year August /September time at which point CWU will have the opportunity to input into the process and restore any important health and safety points lost from our existing agreement.
If Representatives feel there are any contentious issues or shortcomings in these new attached "unilateral" updated versions which requires changing and discussion with Royal Mail please let the Health, Safety & Environment Department have your comments.
I'll keep Branches updated and report back to you in due course later this year.
Yours Sincerely
Dave Joyce
National Health, Safety & Environment Officer
