Dear Mr Clifton-Brown

Closure of Wotton-Under-Edge Royal Mail Delivery Office

At our meeting on 25th February 09 I agreed to produce a letter to outlining the reasons behind the relocation of the operation at Wotton-under-Edge to the Dursley Delivery Office. There are a number of issues that were taken into account when making this decision which are summarised below:

1. Commercial Issues

Royal Mail Modernisation Programme – Business Policy to Combat:

• The decline in mail markets around the world, with mail volumes expected to
decrease by around 7% in the UK over the next 12 months.
• The increasing competition facing Royal Mail - other mail carriers, new technology, increase in "downstream access" mails equals decrease in revenues.
• The effects of the current economic recession.
• The one-price-goes-anywhere universal service remains loss-making and under threat.
• The growing legacy pension fund deficit.

We have reviewed our operational infrastructure with a view to making it more efficient and to match the demands of a rapidly changing marketplace. It is essential that we have the most suitable postal network to enable us to compete effectively in the years ahead, particularly because we are fighting to retain market share in a declining overall marketplace. We have seen mail volumes fall by 7% since 2005 and stamped mail is predicted to decline a further 30% in the next three years.

2. Localised and Health and Safety Issues

As well as the strategic business policy behind this proposed relocation there are also Health & Safety issues, as the building is considered not fit for purpose. There are a number of concerns:

• Insufficient operational space for our staff to work in as well as concerns about hazards.
• The indoor environment is too cramped to safely manoeuvre wheeled containers, mail trays and mail bags are stored on the floor rather than on the appropriate equipment.
• The flooring in the unit is uneven and there are also low beams.
• The facilities in the rest room area are totally inadequate and the stairway is obstructed by a low beam.
• There is a major need to increase space, however, it is just is not possible to physically develop the building to our present and future needs.
• Ongoing problems with 7.5t Royal Mail vehicles trying to manoeuvre from the main road in to the office yard. On a number of occasions, Royal Mail vehicles have caused damage to neighbouring premises.

We are also determined to provide a more modern working environment for our people.

Taking into consideration all of the above a final decision has been made and the relocation of Wotton Under Edge delivery office will go ahead on the scheduled date of 28 March 2009.

This is a commercial decision for Royal Mail and is not a matter we are required to consult over.

However, in all such cases we do notify both our business and residential customers prior to the move as well as listening and responding to concerns raised by elected representatives, stakeholders or customers; as we have been doing in this instance.

Paul Lawrence, Area Delivery Manager for Gloucester South, met with representatives of Wotton Under Edge Town Council (Glenys Sykes, Town Clerk, Paul Smith, Chairman and John Cordwell, Vice Chairman) on Monday 15th December 2008 at Wotton Under Edge Delivery Office. He took them on a tour of the office and went through the health & safety issues. During this meeting, the attendees were also invited to visit Dursley Delivery Office so they could review the facilities at this unit and compare them with those at Wotton Under Edge. This meeting subsequently went ahead on 15 January.

I will now feedback on issues/concerns that have already been raised as a result of this proposed relocation.

1. Customer Issues

The impact on present delivery times will broadly be the same with a slight variance in some instances.

I can appreciate customer concerns about travelling to Dursley to collect undeliverable items of mail; however, there are a number of alternative options available to our customers:

• a customer can arrange for the item to be redelivered to the same address at a mutually convenient time and date.
• alternatively customers can arrange for an item to be delivered to a different address within the same postcode.
• there is also the option, for a fee of 50p, to have the item delivered to a participating Post Office® branch in the same postcode area so that they can collect the item from there.

These options can be arranged by ringing the delivery office number on the form left card or by visiting our website www.royalmail.com.

Also, the availability of customer parking is much better at Dursley than at the Wotton-under-Edge site.

The Callers Office opening hours in Dursley is to be extended from the present time of 12 midday to 1pm on week days.

2. Employee Issues

All of the present 27 staff are remaining and therefore we will retain both their local knowledge and expertise.

For many months prior to this we had been carrying out a feasibility study into the proposed move and both the staff and CWU were involved in this.

A number of options in relation to transportation were considered with the involvement of both the staff and their CWU representatives relating to staff having to travel into Dursley. For part time staff, we are considering employing them on “village” postman style duties as this is something that is successfully used up and down the country. Mail pouches are dropped off at a postman’s preferred secure location and the mail is then delivered – this would avoid the need for the part time staff to travel to or from Dursley. Full time staff will utilise their own vehicles to make their own way to Dursley and there is an excess fares allowance scheme that is available to them to contribute towards the extra cost of travelling. The current Wotton-under-Edge operation can easily be accommodated in to Dursley and there will not be a problem with the parking of additional vehicles.

There will not be a need to increase the present number of staff. We shall be looking to improve indoor productivity within the office and this will off set any additional travelling time. Productivity will be improved through improved levels of automated sorting and better use of current equipment.

The staff will benefit from a more modern working environment and safer place to work in.

3. Present Site

There appears to be some confusion over the issue of the building being listed and thus preventing Royal Mail carrying out alterations to overcome the present problems - this is in fact not the case. There is a major need to increase space, however, it is just is not possible to physically develop the building to our present and future needs.

We do experience ongoing problems with 7.5t Royal Mail vehicles trying to manoeuvre from the main road in to the office yard. On a number of occasions, Royal Mail vehicles have caused damage to neighbouring premises. Incidentally, one of our vehicles caused approximately £500 worth of damage to a local shop (Mongo’s) just before Christmas and this is presently being dealt with by our Accident Management Unit.

4. New Site at Dursley

It has recently come to light that the business failed to submit data in 1998 in regards to Clause 7 and Clause 8 of the original planning condition. We are currently taking action to rectify this and submit the data to the council.

5. Environmental Concerns

The environmental impact is not an issue. By relocating to Dursley, we will be reducing the number of 7.5t vehicle services to Wotton Under Edge. Presently this can be up to five a day. This in itself contributes towards our commitment in minimising the impact we have on the environment.

6. Local Economic Concerns

There would be minimal impact on the local economy as it is the Royal Mail delivery office that is relocating and not the local Post Office.

In conclusion, I can assure you that the proposed changes will be done with minimal disruption to our customers and staff.