Reports of CERP Working Group UPU

CERP PL 2017 Doc.4 Reports of CERP Working Group UPU Since the last CERP Plenary meeting in May 2016 the CERP Working Group UPU has held 3 meetings. The detailed reports of these meetings are annexed as add1-3. 1

CERP PL 2017 Doc.4 Add.1 CERP Working Group UPU Budapest, 29-30 August 2016 Draft report Participants: Belgium, Denmark, France, Hungary, The Netherlands, Norway (Chair), Poland, Romania, Slovakia, Slovenia, Spain (Vice-Chair), Sweden, Switzerland Observers: PostEurop, WIK, IB (by teleconference) 1. Opening of the meeting and adoption of the agenda The meeting was opened and the agenda was adopted. 2. Report from the twelfth meeting in Copenhagen 15 16 June 2016 There were no comments to the draft report. 3. Roundtable discussion Reform of the UPU The Chair presented a draft comparison of the three reform proposals (Congress Prop 25, Congress Prop 11, Congress Doc 38). It was underlined that the comparison is a work in progress document shared informally by the PostEurop ad hoc group on UPU reform, as it might be useful as a basis for the reform discussions of the WG. The WG discussed the comparison of the three reform proposals. Following this, the WG had a Roundtable discussion on Reform of the UPU. The WG agreed it is necessary to be well prepared for the upcoming reform discussions at Congress and discussed the possibility of establishing a fast working Task Force, cf. agenda item 6. 4. Presentation of the WIK study Economics effects of UPU terminal dues on Germany Ms Sonja Thiele, Senior Economist from the Postal Service and Logistics department of WIK, presented the recent WIK study "Economics effects of UPU terminal dues on Germany". Ms. Thiele informed the WG that the study will soon be published in English at the WIK website. It was agreed that the presentation would be circulated by the Chair. 5. Presentation and discussion of relevant Congress proposals The Vice-Chair gave a presentation regarding selected Congress proposals deemed of relevance for Europe, and presented the preliminary views and comments received so far to the questionnaire sent to the WG members regarding these proposals. The presentations of the relevant Congress proposals are available at the Forum section at the subgroup CERP WG UPU MC website. The Vice-Chair reminded the participants that the extended deadline for answering the questionnaires sent to WG members is 19 th September 2016. The final report will be published on the Forum page of the subgroup CERP WG UPU MC website. It will be a 2

CERP PL 2017 Doc.4 Add.1 general report in which no country name will be mentioned. WG members were strongly encouraged to provide their answers to the questionnaires within the new deadline. 6. Cooperation during Congress The WG agreed that for communication and cooperation purposes during the Istanbul UPU Congress, the WG will use the SMS-alert system offered by the ECO-office. It was agreed that the new SMS-alert system would be used mainly for urgent messages, for instance asking WG members to check their emails because an important email has been sent, or urgent calls for coordination meetings during Congress. It was agreed that the Chair should send an email to all WG members, inviting those who would like to be part of the SMS-alert system to provide their mobile numbers. The Chair explained that the list of mobile numbers would be sent to the ECO-office, which will help set up the SMS-alert system. The WG Chair and Vice Chair will then be able to send the ECO-office a message intended for all WG members who are part of the SMS-alert system during Congress. The ECO-office will then be able to generate an automatic message with the content of the message to all mobile numbers on the list. It was also agreed that WG members might use the Groupmail option at the CERP WG UPU website for communication purposes during Congress. Furthermore, to be well prepared for the reform discussions at Congress, the WG agreed to create a fast working Task Force with the aim to analyse the technical and legal aspects of the different proposals of the Reform of the UPU. It was agreed that the Chair should send an email to all WG members to invite those interested to be part of the Task Force to contact the Vice Chair, who volunteered to lead the work. It was agreed that the Task Force will have the following objectives: 1. Identify and list legal and procedural aspects in relation to the Reform proposals 2. Identify and list how the CA decision on UPU reform has been legally translated by the IB into the concrete Congress proposals 3. Comparison of the three proposals on Reform of the UPU (highlighting the major differences, common ground etc.) 4. Prepare relevant arguments on UPU reform The result of the work of the Task Force will be presented at the half-day WG meeting in Istanbul, Turkey 19 th September 2016, cf. agenda item 8. 7. Presentation by IB Important Rules of Procedure for Congress The IB gave a presentation on the Important Rules of Procedure for Congress, which was distributed to WG members by the Chair. The floor was opened for questions to the IB. The IB explained, in response to questions, that Congress proposals regarding Regulations (Letter and Parcel Post Regulations) will be dealt with by the POC after Congress 12-16 th December 2016. Furthermore, WG got the updated numbers on countries currently under sanction with no right to vote at Congress (about 22 member countries), as this is of 3

CERP PL 2017 Doc.4 Add.1 importance for the numbers needed for reaching quorum at Congress. The WG expressed concerns to the IB that three weeks before Congress, several key documents are still not published at the UPU website, for instance key documents under Committee 2 (Congress Doc 28 regarding the Funding of the obligations of the Union Provident Scheme). The question was raised when such documents might be expected to be published at the UPU website. The IB ensured the WG that the concerns would be forwarded to the relevant department in the IB. 8. Next meetings The Chair informed the WG that the Turkish Information and Communication Technologies Authority (ICTA) have kindly offered to arrange a meeting venue for CERP WG UPU, 19 th September in Istanbul, the day before the formal opening of Congress. According to the Congress Timetable 19 th September is a day reserved for registration and meetings of Restricted Unions. The WG agreed that it would be useful to have a half-day meeting of CERP WG UPU in Istanbul on 19 th September 2016 in the afternoon to prepare for Congress. An invitation and practical information will be provided by the Chair. 9. Any other business Secretary General of PostEurop, Mr. Botond Szebeny, informed the WG about the outcome of the extraordinary CA meeting which took place in Bern 29 th August 2016. The results of the extraordinary CA meeting was that Congress will take place in Istanbul, Turkey at the same dates and venue as originally planned. Jenny Lønn Barvik Chair WG UPU 4

CERP PL 2017 Doc.4 Add.2 CERP Working Group UPU Half-day meeting Istanbul, 19 th September 2016 Draft report Participants: Belgium, the Netherlands, Norway (Chair), Sweden, Turkey Observers: European Commission, PostEurop 1. Draft report from the fifteenth meeting in Budapest 29 30 August 2016 There were no comments to the draft report. 2. Presentation of the report of the Task Force Technical and legal aspect of the Reform of the Union Proposals The fast-working Task Force was given the following objectives at the WG UPU meeting in Budapest: Identify and list legal and procedural aspects in relation to the Reform proposals (by Belgium and France) Identify and list how the CA decision on UPU reform has been legally translated by the IB into the concrete Congress proposals (by Spain and Switzerland) Comparison of the three proposals on Reform of the UPU (highlighting the major differences, common ground etc.) (by the Netherlands and Norway) Prepare relevant arguments on UPU reform Members of the Task Force presented the results of their work and their findings. 3. Presentation and discussion of selected Congress proposals and the results of WG members questionnaire The results of the two questionnaires which was sent to all WG UPU members covering twenty issues was presented to the WG. 9 countries had sent their responses to the questionnaires. The main objective of the questionnaires was to gather the preliminary views from the European countries of CERP WG UPU MC, and the presentation of the results of the questionnaires did not reflect the final position of any country. 5

CERP PL 2017 Doc.4 Add.2 4. Cooperation during Congress For communication purposes during Congress, the WG agreed to use the new SMS-alert system offered by the ECO-office for the sake of urgent messages. Those who wanted to be part of this SMS-alert system had sent an email to sign-up for this to the WG UPU Chair. Otherwise, it was agreed to communicate through the Groupemail function of the CERP website 5. Next meeting No date or time for a new WG UPU meeting was decided at this point. Jenny Lønn Barvik Chair WG UPU 6

CERP Working Group UPU Copenhagen, 20-21 March 2017 Draft report Participants: Austria, Belgium, Denmark, Estonia, France, Netherlands, Norway (Chair), Poland, Portugal, Slovak Republic, Slovenia, Spain (Vice-Chair), Sweden, Switzerland, United Kingdom Observers: EC, PostEurop, IB (teleconference) 6. Opening of the meeting and adoption of the agenda The meeting was opened and the agenda was adopted. 7. Draft Report from the fifteenth meeting in Budapest 29 30 th August 2016 There were no comments to the draft report. 8. Minutes from the half-day meeting in Istanbul 19 th September 2016 There were no comments to the draft report. 9. Presentation by IB on results of the 26 th UPU Congress in Istanbul The IB presented the main results of the Istanbul Congress including: The Istanbul World Postal Strategy The Istanbul Business Plan Reform of the UPU, Resolution C27/2016 Amendments to the Acts most substantial modifications: - Constitution Article 1 bis, scope and objectives, added postal item - General Regulations Article 106 and 112, deletion of the requirement "competent in postal matters" - General Regulations Article 119, composition of CC expanded to high level figures and civil society organizations - Convention Article 1, new definitions of documents and goods - Convention Article 2, notification of changes to the entities responsible for fulfilling the obligations arising from adherence to the Convention must also be announced as they occur between Congresses - Convention Article 6, member countries may now use the ISO code instead of full country name on stamps - New Article 12bis in the Convention on use of UPU forms, definition and codification of UPU's current ETOE policy - Convention Article 16, new classification for letters as either documents or 7

goods (small packets) Terminal dues Quality of Service fund UPU Member Contribution System, Resolution C29/2016 UPU Provident Scheme (Pension Fund), Resolution C 31/2016 Extraordinary (Mid-term) Congress, Resolution C28/2016 The IB informed the WG that the main topics for the 5 day extraordinary Congress in 2018 will be: UPU contribution system Reform of the Union IPP - TD QSF UPU Provident Scheme Urgent postal and policy matters Strategy day It was mentioned that the extraordinary Congress is expected to take place in early September 2018 to avoid conflict with council sessions. 10. Information from IB about the upcoming CA meetings in April The IB provided information about the new working methods of CA and POC, as well as information about the upcoming CA meetings in April. The presentation included an overview of the main topics on the agenda for CA C1, C2, C3, C4 and C5, as well as an update on the work of the Ad Hoc Group on Reform of the Union and POC matters deemed of interest for the WG (status of the work related to the IPP). 11. Presentation by ECO office on use of the CERP website, new design and relevant features, registration for meetings and groups Information was provided by the ECO-office about the new design of the CERP website, which features it offers, as well as information about registration systems for meetings and groups. 12. Questionnaire How could CERP move forward? Information was provided about the general questionnaire on "How could CERP move forward" which has been distributed by email and on the CERP website. The WG members were encourage to provide their input within the deadline. Based on the results of the first questionnaire, a second questionnaire will be developed with more specific action points. The results of the questionnaires will be analysed with the aim to present a summary to CERP Plenary, including possible action points based upon CERP members input. 13. Discussion - experiences and lessons learned: The WG discussed experiences and lessons learned in preparation for the Istanbul Congress, with the aim to identify what worked well and what could be improved. 8

Working methods of WG UPU in preparation for Istanbul Congress It was agreed that the overall experience from the preparation for Istanbul Congress was positive, an improvement from past Congresses and better coordination. As for lessons learned, it was mentioned it might be useful in the future to have a decision making Plenary session just before the opening of Congress. Evaluation and discussion of relevant proposals In preparation for Congress, two lists containing Congress proposals were developed within WG UPU; Extensive list with about 320 proposals Relevant list with about 75 proposals About 1/3 of the WG members answered the questionnaires with preliminary views and comments regarding the selected Congress proposals. It was agreed that it was very useful and valuable to discuss the different proposals in the WG, to share preliminary views and positons, as well as to identify questions and possible common positions. The creation of the fast-working Task Force on UPU Reform was also useful and well prepared. As for lessons learned, it was mentioned that the WG should consider to only focus on the Relevant list in the future. It would also be beneficial if even more members would share preliminary views and positions in the future. Experiences with the SMS-alert System The experience with the SMS-alert system was positive; it worked well and was useful during Congress. Cooperation with PostEurop In general, it was agreed that the cooperation with PostEurop was very useful, particularly on the UPU Reform issue. It was noted that PostEurop had the dominant role in the joint-sessions. It was mentioned that this might be a result of PostEurop being more uniformed on issues because of common interests, whereas CERP members might have more divergent views. This is something which might be improved in the future, focusing on a better balance between CERP and PostEurop, with a more equal voice and number of participants during joint-sessions. Regardless, it was expressed that cooperation with PostEurop was positive and allowed us to act as a block. Use of Forum and Chat Even though Forum and Chat are good tools, it was not used much during Congress. It was expressed that meeting in person, and in the Congress halls, is more efficient. 14. Preparation for CA meetings 3rd 7th April selected issues for discussion Switzerland is Co-Chair of CA Committee 1 (Finance, Human Resources and Governance), and gave a presentation of the C1 activities, including the UPU Provident Scheme. After a discussion in the WG about the UPU Provident Scheme, it was agreed to create a fastworking Task Force with the aim to analyse the technical and legal aspects in relation to the UPU Provident Scheme. The Task Force will identify and list alternatives on how the urgent 9

deficit may be solved, looking both to short term and long term solutions. It was agreed that the Task Force will have the following objectives: Identify and list legal and procedural aspects in relation to the Provident Scheme Identify and list how the urgent deficit may be solved Look at alternatives both for short term solution and long term solution Prepare relevant arguments for a proposed solution to be presented to CERP Plenary either as a draft Decision, draft Recommendation or a draft Common Position France and Spain volunteered to be part of the Task Force, and the Netherlands and Belgium offered to read and provide input to drafts. It was agreed that the Task Force would be open to all members of WG who would like to participate. Belgium is Co-Chair of CA Committee 2 (Universal Service Obligation, Regulatory Affairs and Postal Regulation), and gave a presentation of the C2 activities. The WG briefly went through the issues on the agenda of CA Committee 3 (Strategy and Postal Economics) for the CA session in April. Spain is Co-Chair of CA Committee 4 (Trade Facilitation, Postal Financial Inclusion and E- trade), and gave a presentation of the C4 activities. It was noted that as a result of the prioritization activity in Istanbul, there is no regular budget to finance the activities of C4. The Committee is still created, but with no money to prioritize the activities. The WG briefly went through the issues on the agenda of CA Committee 5 (Cooperation and Development). In relation to the CA Ad Hoc Group on UPU Reform, the WG had a roundtable discussion on the pending issues relating to the reform of the UPU, as well as preliminary views on the discussion paper, methodology and work plan of the Ad Hoc Group on UPU Reform. 15. POC issues of interest It was suggested that the WG should be aware of certain POC issues from a regulatory perspective, included the work related to POC Committee 2, Physical Services Development, E- Commerce and Integration Group regarding the: Integrated Product Plan: Step 1 - Implementation Step 2 - Product portfolio verification Work of the Remuneration Integration Group However, the work of POC on these issues is just about to get started. It was mentioned the WG should keep the issues in mind for the next meetings. In preparation for the upcoming CA meeting, it was mentioned that the WG members should be 10

aware of the legal study of the IB legal advisor resulting from decision CA 2/2016.2 ("Safeguarding the quality of the international postal service"). 16. Roundtable discussion - which areas should WG UPU focus on in the new cycle A roundtable discussion was held to identify which areas should be the main focus of WG this cycle. In general, it was agreed that the WG should focus on Integrated Product Plan, Integrated Remuneration Plan, Reform of the Union, the UPU contribution system and Provident Scheme, Election principles, Access to UPU Products and Services, as well as other regulatory issues of interest. The agenda of the Mid-Term Congress should be a focus area. It was also mentioned, it is useful to cover the main aspects of the different CA Committees, but with more focus on the key issues. It was suggested to keep a main focus on C1 and C2 issues, with a case by case focus on issues of interest in C3, C4 and C5. Similarly, it was suggested to focus on POC issues on a case by case basis, and to be aware and make our views know when deemed necessary. 17. Future working methods of WG UPU preparations for CA meetings, extraordinary Congress in 2018 and UPU Congress in 2020 Views were shared on how the WG best could arrange its work in preparation for the CA meetings this cycle, as well as for the extraordinary mid-term Congress in 2018 and UPU Congress in 2020. In general, it was expressed satisfaction with the current working methods; WG meetings 2 or 3 weeks before the CA sessions, as well as informal meetings during the CA sessions. It was also expressed that it is beneficial to have the IB present at the WG meetings, either through teleconference or with representatives at the meetings. 18. Preparation for the extraordinary UPU Congress in 2018 creation of task forces? The WG discussed possible steps to prepare for the extraordinary UPU Congress in 2018. The question was raised, whether the WG members would be interested in establishing fast-working Task Forces to follow up on specific issues to prepare for the UPU reform, Integrated Product Plan and Integrated Remuneration Plan, as well as Financing of the Union and Provident Scheme issues. It was suggested that such Task Forces could be established similarly to the Task Force established just before the Istanbul Congress, which compared and evaluated the different UPU Reform proposals. It might be sufficient with 2 to 3 members in each Task Force to prepare similar types of working documents for the WG. The WG already agreed to create a Task Force in relation to the Provident Scheme. As for a possible Task Force on IPP / remuneration issues, it was agreed that this should rather be proposed at the upcoming CA meeting for consideration within the framework of CA. If the CA does not agree to create such a Task Force, the question might be considered again by the WG. Regarding the creation of a possible Task Force on UPU reform issues, it was expressed that this should wait until we see the direction of the work of the Ad hoc Group on UPU reform within the framework of CA. 19. CERP Plenary meeting in Madrid - information from the host country Spain is the host country of the upcoming CERP Plenary, and provided some information about the event. The CERP Plenary will take place in Madrid 1 and 2 of June this year, and will be particularly important since we will elect the new Chairmanship of CERP. The WG Chair informed about practical arrangements put in place due to the fact that the CERP Chair, Mr. Ljubisa Mitevski, unfortunately had to cancel all his CERP Activities for 2017 due to 11

his health. The best wishes for his recovery was conveyed. In this situation, it is agreed with him and the CERP Secretariat, that Mr. Ulrich Dammann (former CERP Chair and Chair of CERP Tasks Force Communications), will step in and function as the Acting CERP Secretariat temporarily until the CERP Plenary meeting in June. Temporarily the contact information to the Acting CERP Secretariat is provided at the CERP website, in case members need to make contact regarding CERP Plenary. 20. Preparation for and information about the CERP elections Information was provided about the upcoming CERP elections in Madrid. As for the election procedure, reference was made to Articles 8.1 to 8.7 of the CERP Rules of Procedure (2011), and Articles 12 and 13 (in particular Article 13.4). The CERP Rules of Procedure can be found online at the CERP website: http://www.cept.org/cerp/rules-of-procedure The current CERP Chair and Vice-Chair has informed that they are not candidates for a second term. As for candidates for these posts, Mr. Germán Vázquez Asenjo from Spain has confirmed his candidacy for the CERP Chair position. Furthermore, Mr. Nikola Trubint from Serbia has confirmed his intention to put forth his candidacy for one of the Vice Chair positions of CERP. At the time of the WG meeting, nobody had confirmed other candidacies. In light of this, the WG Chair encouraged everybody in particular to evaluate the possibility of becoming the second CERP Vice-Chair from 2017 onwards. Information was also provided about the appointment of chairpersons for the CERP Working Groups Policy and UPU, as well as the CERP Tasks Force Communication. Mr. Andreas Hach from Austria, who has chaired the WG Policy, has confirmed he intends to run for a second term. Mr. Ulrich Dammann from Germany will however step back from the post of provisionary chairing the CERP Tasks Force Communication. Candidates for this post is of course very welcome. As for WG UPU, Norway has chaired the group since 2011. Primarily by Mr. Egil Thorstensen who retired last year, followed by Ms. Jenny Lønn Barvik. Norway will not be candidate for another term. At the time of the WG meeting, there was no candidates for this post and the Chair encouraged everbody to evaluate the possibility of becoming WG UPU Chair from June 2017 onwards. Those who consider applying for one of the vacant posts in CERP, were encouraged to present their candidacy by filling in the forms distributed by email by the Acting CERP Secretariat. The deadline for application is 15 th April 2017 at the latest so that the Acting CERP Secretariat is able to send the applications to all CERP members one month before the start of the Plenary. On behalf of CERP Chairmanship, thanks was given to Bulgaria, Cyprus and Portugal, who have 12

volunteered to be part of the Election Committee to guaranteeing transparency and neutrality for the CERP elections in June. 21. Next meeting The next meeting of CERP WG UPU will be after the CERP elections in preparation for the CA meetings in the fall. No tentative dates were set yet, and the new Chair of the WG will be free to make the necessary practical arrangements for the next meeting. It was agreed to have an informal meeting of CERP WG UPU during this CA session in April. 22. AOB The meeting was concluded. Jenny Lønn Barvik Chair WG UPU 13