TNPA’s HQ Relocation Update INTERNAL NEWSLETTER | ISSUE 1 | DECEMBER 2020 IN THIS EDITION TRANSNET’S RATIONALE to the first edition of , TRANSNET’S 1 WELCOME TNPA’s HQ Relocation Update Transnet’s strategy is to: designed to keep you in the know regarding the rationale, RATIONALE • Create a national spread of Head Office locations; timelines, principles and processes involved in the project to INTENTION 2 • Strengthen geographic ties to and with coastal relocate TNPA’s head office to the Port of Ngqura, some 20 regions; and PROJECT TIMELINES 2 kilometres from Port Elizabeth. • Encourage Local Economic Development. PRINCIPLES 3 The Port of Ngqura is South Africa’s newest port and It also provides answers to frequently asked questions including common the deepest container port in the country. RELOCATION 3 themes from questions raised during the three management information PROCESSES sessions (two at head office and one at Kingsmead) which took place in December 2020. The purpose of these sessions was to provide more RELOCATION POLICY 3 information about the project following the announcement made during a Live FREQUENTLY ASKED 4 Employee Broadcast on 4 November 2020 and labour consultation that took QUESTIONS place on 23 November 2020. We have included a map of the Nelson Mandela Bay area from which you will be ADDRESSING YOUR 6 able to see the location of the two ports, the airport and the various suburbs in CONCERNS and around Port Elizabeth to help you familiarise yourself and your family with WHAT IS THE WAY 6 the area and the facilities it offers. FORWARD? You will also find useful contact information for those looking for schools for their children. MAP(S) OF PORT 7 ELIZABETH Our intention is to use this publication to share information with employees as the various workstreams make progress, to facilitate a smooth transition from SCHOOLS IN PORT 8 the Parktown and Kingsmead offices to our new home in the Eastern Cape. ELIZABETH 1 Transnet’s Business Activities in the Nelson Mandela Bay Metro include: INTENTION • Manganese exports; • Container imports and exports; • Automotive exports; • Hosting of South Africa’s Gas Hub, and Improved Transnet • The potential operation of tank farms. Cost containing Availablity to customers presence in the EC High end building Collaboration between facilities stakeholders Port of Ngqura eMendi admin building PROJECT TIMELINES Transnet plans to consolidate both the Parktown and Kingsmead Head Offices at the Port of Ngqura in Nelson Mandela Bay in the newly built R255m eMendi The deadline for the move to the Port of Ngqura is 31 March 2021 for both the building – a modern building that is fully compliant with sustainability principles. Parktown and Kingsmead offices. Occupying our own buildings is part of our cost containment strategy and the building is being recapacitated to accommodate us. A staggered approach will be implemented to 31 March 2021. The new location of TNPA would reflect Transnet’s character as a National SOE; “Early Mover” requests can be accommodated via the Project Team Lead. adherence to the Batho Pele (People First) ethos and diversification of its geographic footprint. TNPA’S HQ RELOCATION UPDATE INTERNAL NEWSLETTER | ISSUE 1 | DECEMBER 2020 2 PRINCIPLES RELOCATION POLICY Who is impacted • All Head Office resources based in Parktown and Kingsmead POLICY ENTITLEMENT • Head Office colleagues who work from port cities as a result of special Relocation Allowance of 2 x months package arrangements, not necessarily serving a specific port Who is not impacted Removal of Furniture and Household Effects • Head Office colleagues servicing regions or ports will remain in the port cities. 3 months Storage and Insurance 2 Flights for Employee and Spouse to seek accommodation and RELOCATION PROCESSES Headcount Analysis and Process 2 Nights’ Accommodation with Car Rental This process will identify the affected employees per department, namely: 3 months Accommodation per employee – type of accommodation needed • Those employees who represent a National resource support based in Parktown and Kingsmead and who are not impacted by any other scenario, who will be relocating to Ngqura; Travel to PE from JHB/ DBN or other area • Those who are a National resource currently based in the ports or Overnight Accommodation en- route servicing a region, who will remain in those ports; and • Those who are a national resource, but who have a special arrangement to be based in a different port city (Cape Town, Richards Bay, East London, Saldanha, Mossel Bay). These employees are impacted and will be expected to relocate to Ngqura or where the business requires them to be. On completion of this exercise, each employee will be informed by letter that they are affected and will be relocating to Ngqura. Through this process, the HR Stream will determine: • employees’ ability to relocate; • reasons given for employees who are not able to move; and • a plan on how to proceed with those unable to relocate. TNPA’S HQ RELOCATION UPDATE INTERNAL NEWSLETTER | ISSUE 1 | DECEMBER 2020 3 FAQ: PRINCIPLES Q. Is every Head Office resource expected to relocate? A. Yes, all Head Office resources who service the business nationally will be directly impacted by the relocation. However, Head Office colleagues who are currently servicing a specific port or region will be accommodated at the specific ports or regions. Q. What are the principles determining which resources must relocate to Port Elizabeth vs to regional structures? A. Where a Head Office employee provides a service to the whole of TNPA, the employee will be required to relocate to the Port of Ngqura, unless the location of equipment is elsewhere, and/ or such equipment is shared by other OD’s (e.g. IT equipment in Durban shared with TPT and TPL). Q. Are Head Office employees who have been given permission to live in port cities required to relocate to PE? A. Yes, if such employees provide a national service. Q. If I am able to work remotely (from home) will I be exempted from the relocation? If so, what is the process and what facts will be considered? A. Employees who are able to work remotely will still be required to relocate to the Port of Ngqura. Q. If I have a child with special needs who is under specialist care in Johannesburg or Durban, will Transnet pay for transportation and accommodation to and from the doctor’s visits or hospitalisation if I relocate? A. It is recommended that referrals to Port Elizabeth-based specialists be arranged to avoid travel costs for the employee. Q. If I relocate to Port Elizabeth and I am 60 years old, will Transnet pay for my relocation back to Johannesburg or Durban when I retire? A. The retiring employee will be responsible for relocating back to Johannesburg or Durban at retirement. TNPA’S HQ RELOCATION UPDATE INTERNAL NEWSLETTER | ISSUE 1 | DECEMBER 2020 4 FAQ: PRINCIPLES cont./ Port Elizabeth for the purposes of looking for Q. If I am willing to relocate, will TNPA pay for Q. If I am willing to relocate, will Transnet be accommodation, schools etc. my family’s accommodation for the prepared to offer employment to my spouse, • Up to three months accommodation first few months until I can secure permanent who is currently working in Johannesburg or whilst the employee tries to secure permanent accommodation? Durban? accommodation in Port Elizabeth. This is a A. No, the relocation policy allows for taxable benefit. A. Spouses are welcome to apply for vacancies accommodation of the EMPLOYEE • Two months’ relocation allowance when advertised externally. ONLY in instances where the employee has • Furniture removal, in-transit insurance and not been able to find accommodation limited storage of furniture and household timeously for a period of up to three months. Q. How and when will I know if I am expected effects. to relocate to Port Elizabeth or one of the The value of such accommodation is a taxable regions? benefit and the employee will pay tax on the FAQ: PROCESSES value of the accommodation. A. Your line manager will engage you and Q I have never been to Port Elizabeth or thereafter you will receive a letter, to which regional cities. To help me make an informed you will be expected to respond. Q. What type of accommodation will be decision, can TNPA pay for my family’s travel considered in this case? and accommodation costs to scout the city? If A. Hotel, Guest House, B&B or furnished Q. If I am expected to relocate to Port Elizabeth so, what process must I follow? apartments. or one of the regions, how do I register my A. The Transnet Relocation Policy allows for decision about the relocation? two flights and two nights’ accommodation Q. How many meals will TNPA pay for during this A. You will be requested to respond in writing for an employee plus one companion to see period? to the letter you will receive from your line accommodation at the new location. Once you A Breakfast and Dinner. manager. have accepted your relocation letter, you can make your travel arrangements through Q. What options are available for employees who the contracted travel agency. Q. What is the process? cannot relocate from Johannesburg and A. The impacted employee must make arrangements via his line manager and the Durban due to personal reasons? Q. If I am willing to relocate, will TNPA pay for my travel management company. A. TNPA will make every effort to try and place vehicle removal? such employees in alternative positions at A. No, vehicles are not considered furniture and their current place of residence. household effects. Q. What emotional support will be offered to direct family members who are impacted Q.