Agreed

SOUTH WEST TRAINS LTD

Memorandum of South West Trains Company Council

Meeting held at Friars Bridge Court on
16th September 2010

Present
Representing SWT Representing the Staff’s Side
Christian Neill (Chair) Peter Skelly (Regional Organiser RMT)
Rod Tee (Item 1) Employee Representative, SWT
June Pengelly (Secretary) Rickey Goodman
John Walsh
Ian Heritage
John Donoghue
Dave Henderson
Michael Campbell

1. Ticket Office Systems

Rod Tee, Ticketing Implementation Manager, gave the following update:

Avantix Asset Management

A New system is currently being piloted in which equipment will not have to be signed
out. Users will be able to log in using their pay number and password. An advantage
of the new system will be the ability to track the repair status of equipment. If the
trial, paid for by ATOS is not successful, the system will not be rolled out.
Training on use of computer mouse will need to be given where required.

STAR release 4
The next release on STAR is version 4. This primarily covers automated settlement of
refunds and warrants which will help reduce data entry errors and speed up the process.
The release is currently being piloted by Southeastern. SWT should have this release
for testing at FBC around November with release early 2011 subject to successful
testing.

In response to questions from Employee Representatives, Rod Tee said that there are not
expected to be any issues with STAR performance as a result of release 4 due to the
improvements that have been made in the last twelve months. However this will be
thoroughly tested at FBC and there will be a long and robust pilot at a live site
before rollout.
Journey Planner could still be used with the new release and the ability to refund
tickets from other TOCs will be explored whilst testing is carried out. Training is
straight forward and can be carried out in the work place.

Avantix Screens
Changes were made to the font size for enquiries on Avantix earlier this year.
Unfortunately, due to the screen size and the amount of data that needs to be
displayed, further improvements are extremely unlikely.

Credit Card Security

A member of the management team is specifically charged with dealing with credit card
security and will be asked to attend the next meeting to discuss the matter.

2. General Business Update

CCTV Train Dispatch

Installation of cables and equipment currently being undertaken. Implementation is
driven by installation, safety validation and risk assessments to be completed probably
at the end of November. Every guard will receive a face to face briefing.

It was agreed to forward Staff side a copy of the risk assessment.

1
Pay As You Go (PAYG)
Changes came into affect 26th September. Review date moved to January.

Operation Flush
Working group led at director level set up to look at the serviceability of train
toilets by improving frequency of CET and tanking.

Attendance
For the fifth consecutive period, attendance has reached 97%

Special events
Season concluded. No reported accidents at Royal Ascot this year. Thanks to all staff
involved in all events.

Customer Service Graduate Management Scheme

Three trainees recruited who will take up junior management roles upon completion of
training.

National Passenger Survey

The autumn survey is now underway people carrying out surveys will be visiting
locations meeting customers.

Taxi contract
A new taxi contract will come into force on the Reading Windsor London and Metro areas.
There will be one number to call and taxis will be supplied within a defined period to
time.

Ticket Sales
Ticket sales in London have significantly reduced by 20% as a result of PAYG. There is
an increase in issues overall.

3. Schedule 17 Update

Proposals for eleven stations have been agreed for implementation on 26th September by
Passenger Focus and London Travel Watch. Displacement interviews are being held and
new rosters agreed and posted. SWT proposals for six other stations were not agreed
and will be subject to arbitration.

4. Olympics 2012

Christian Neill advised that a management working party with representatives from all
functions had been set up to look at all matters connected with the 2012 Olympic Games.

Peter Skelly asked if rosters would be altered or suspended over the period. He
explained that his union would be looking for additional payments for additional work
stresses caused by the increased passenger numbers. Employee Representatives said they
would be looking for Trades Union representation on any working group.

Christian Neil explained that the additional service requirements were not yet
understood and it was therefore too early to discuss staffing requirements. Regular
updates will be given.

Employee Representatives said they would be raising the matter at Full Company Council.

5. Agency Staff

Peter Skelly advised that unless the trend in employment of agency staff was reversed
a ballot for strike action would be called. He was required to report to the RMT
Executive Committee on the situation and retail was of particular concern.

2
Christian Neill responded that the number of agency staff employed was currently being
reviewed, train presentation was complete and as a result authority to recruit 6 full
time members of Train presentation staff had been received. However, some stations
were traditionally very hard to recruit staff to.

In response to a question from Peter Skelly Christian Neill confirmed that agency
staff employed on the gate line would also be subject to a review. As the review was
still underway he was unable to comment at the meeting but would arrange to meet with
RMT representatives in due course.

6. Tell Us Survey

It was confirmed that Tell Us Surveys were carried out annually and the next one would
be going out at the end of November.

7. Overpayment Update

Current situation regarding overpayments to staff is that of the 45 staff seen to date,
re-payment plans have been agreed with 36 staff. A decision on the way forward with
those remaining to be made.

8. Gate line staff

Employee representatives said they believed gate line staff at Salisbury were receiving
insufficient break times.
Christian Neill confirmed that gate line staff should receive the standard break as
applicable to Revenue staff.

the matter of staffing levels was also raised and referred back to local level for
discussion.

9. Report on Company Council Visits

Employee representatives said that on the whole they had found an improvement in staff
feelings towards the company especially where Revenue Protection are being utilised on
train rather than gate line. Particular note was made of the Mainline area.

10. Packs for representatives

Employee Representatives complained that copies of information to be used at stage 1

grievances were not being passed to representatives. In addition despite raising the
matter previously they were still not receiving stage 2 papers.

It was explained that local managers handled stage one grievances and Christian
Neill to speak to them to ensure they understand the position.

11. Staff Covering Special Events

Employee Representatives complained that agency staff were being used to carry out
customer care duties at special events rather than permanent employees. They wished to
see more staff being given overtime instead of the employment of agency staff

Christian Neill responded that a specialist company had always been used for crowd
control and this would have to continue. Local staff were always offered overtime but
this would not be done if it would compromise the operation as a whole.

Employee Representatives said that they understood that agency staff were used for
crowd control however there were other jobs and that overtime should be offered to SWT
staff before other agency staff were employed.

3
12. Seating for Gate line staff

Employee Representatives said that when gate line positions were created stress mats
were promised for staff to stand on to counter the effects of having to stand for long
periods on hard floors.

Christian Neill to establish which stations have not been supplied with mats

13. Outstanding Compensatory Leave

In response to a query from Employee Representatives Christian Neill confirmed that the
deadline had been extended to December 2010 for those staff who had less than
20 compensatory days outstanding but more than maximum allocation, as defined in June
2009. In December, those that fall into the category above will have their comp leave
reduced to maximum allocation (dependent upon grade). All reasonable attempts should
have been made to take the leave by this date which it should be remembered had already
been extended by six months. Any claims by staff that they were unable to take the
leave would be examined on a case by case basis.

14. General Purpose Relief Establishment

It was noted that a claim had been received from the Richmond area that the number of
relief staff required for part time positions should be calculated on the 1 to 7
criteria used for full time staff. Management had calculated the number of relief
staff based on a part time post equalling a half a post. Employee Representatives
argued that a full time GPR could not cover two part time positions at the same time.

Christian Neill responded that the method of calculating relief staff had been in place
for a number of years. The method worked and there was no reason to change it.

15. Revenue Protection Signing on and Off times

Employee Representatives said that following their meetings with Revenue Protection
representatives as agreed at the meeting of 21st July, their position was that
Waterloo, because of its unique situation, should be dealt with in isolation to other
depots and the 30 minute booking on and off time agreed locally should remain. Whilst
Management’s proposal for booking on was acceptable booking off was not. Staff needed
20 minutes to book off when carrying out commercial duties and as for other staff they
could not cut off a transaction with a customer mid sentence to book off as these could
be difficult situations.

Christian Neill responded that ticket office staff were in exactly the same position
when dealing with customers at the end of their shift. He could see no reason why
Revenue Protection staff would require more booking off time than guards. He had noted
Employee Representative’s counter proposal that
a) Waterloo remain unchanged
b) that 20 minutes signing on time as proposed be given to staff carrying out
commercial duties and
c) 20 minutes booking off time .

Continuing Christian Neill said that he needed to understand exactly what revenue
protection staff were doing during their booking on/off time and how much time was
actually required. He would therefore arrange for analysis involving staff being
monitored and hopefully would be in a position to respond at the next meeting.
Item deferred.

Any Other Business

Employee Representatives said that they wished to raise a question on the bargaining
machinery concerning the negotiation of rosters. They confirmed that this question
referred to the revised staffing arrangements for Putney ticket office.
Management said that this was not a matter appropriate for discussion at this meeting.
4
5