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Postal Customer Council, Program Policies and Rules, March 2007
Article I. Organization Name and Area Served
Article III. Membership in the Council
Article IV. Fee, Dues, Assessments
Article V. Composition of Policy Committee
Article VI. Operation of Policy Committee
Article VII. Responsibilities of the Executive Board Members and Board Members
Article VIII. Membership in the Policy Committee
Article IX. Attendance Requirements
Article XI. Procedures for Nominating and Election Officers
Article XV. Distribution of Assets in the Event of Dissolution
Article I. Organization Name and Area Served
This organization shall be known as The Greater New York Postal Customer Council and comprises the postal areas served by the United States Postal Service, New York District (Manhattan and the Bronx) and the Triboro District (Brooklyn, Queens and Staten Island).
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Article II. Objectives
Section 1. To work for the best Postal Service possible; seek cooperation between customer and Post Office; develop ideas and suggestions regarding improvement of postal service, and promote various programs to accomplish these objectives.
Section 2. The objectives will be met through a Policy Committee and various sub-committees that will report directly to the Chairpersons.
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Article III. Membership in the Council
Section 1. Any business, individual, or organization doing business within the geographical boundaries of the council, that uses the services of the United States Postal Service, shall be eligible for membership in the council.
The following types of firms should be considered and encouraged, but not limited, to join in the membership:
- Financial/Banking
- Insurance
- Government Agencies and Legal Firms
- Colleges/Universities
- Mailing Services
- Department Stores/Wholesalers/Retailers
- Utilities
- Mail Order
- Publishing/Printing
- Direct Mail/Advertising or Marketing
- Non-Profit
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Article IV. Fees, Dues and Assessments
Section 1. The executive board is authorized to solicit annual dues from the members in support of an annual budget. This budget shall be used to underwrite PCC programs such as educational presentations, newsletters and meetings. These dues are not intended to make the PCC a profit-making organization but to support the programs that benefit the members.
Section 2. The annual dues will cover two members per company.
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Article V. Composition of Policy Committee
Section 1. The name of the planning group for the council is the Policy Committee.
Section 2. The Policy Committee is comprised of industry representatives and Postal Service personnel.
Section 3. Industry Representatives are:
Officers of the Executive Board:
Co-Chairperson
Vice Chairperson
Treasurer
Secretary
Other Officers of the Board:
VP, Communication
VP, Education
VP, Membership
VP, Sponsorship
Section 4. Postal representatives are:
District Manager/Postmaster
Manager, Marketing(New York District & Triboro District)
Business Service Network Representative
Manager, Business Customer Relations
Manager, Business Service Network
Manager, Business Mail Entry
Senior Plant Manager
Other postal personnel designated by District Manager
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Article VI. Operations of the Policy Committee
Section 1. The officers shall be known as the Executive Board and shall be responsible for conducting the business of the council between meetings.
Section 2. Action taken at an Executive Board meeting shall be reported to the Policy Committee Members by the Secretary.
Section 3. The Policy Committee shall function as bound by these By-Laws.
Article VII. Responsibilities of the Executive Board Members and Board Members
All PCC Officers should be enthusiastic and dedicated to the council’s objectives, should contribute to the overall professionalism of the PCC, and should promote the benefits of council membership.
In the event that these duties cannot be met, the Executive Board has the right to request the officer’s resignation.
Section 1. Co-Chairperson
Chairs and schedules planning meetings.
Coordinates general meetings.
Coordinates representation at National Postal Forums.
Works with postal co-chair to help disseminate information regarding postal products, services and problems to all members.
Appoints all sub-committee chairpersons.
Section 2. Vice Chairperson
Presides over meeting if chairperson cannot attend.
Coordinates agenda for monthly meetings with postal representatives.
Acts as liaison to webmaster.
Coordinates exhibition room program.
Help promote and organize PCC events.
Section 3. Treasurer
Maintains the council’s checking account – makes deposits, issues payments as required by PCC operations, and as authorized by the Executive Board.
Issues reports of deposits, expenditures, and balance at each monthly meeting.
Prepares a budget indicating anticipated income and expenses for board review and approval.
Section 4. Secretary
Record the minutes of all executive board meetings and monthly meetings and distribute the minutes to the board.
Prepare the newsletter for the general membership. All newsletters must be approved by the board.
Section 5. Immediate Past Chairperson
Assist new chairperson in taking over responsibilities.
Assist in the coordination of specific educational and postal forum seminars and activities as well as providing advice and support to the Executive Board and other sub-committees as required.
Section 6. Other Board Members
a. Communication – this committee is responsible for the production of the monthly newsletter as well as the creation and maintenance of the website.
b. Education – this committee is dedicated to developing educational programs for the entire year, both for regular monthly meetings as well as National PCC Day.
c. Membership – this committee is responsible for the retention of current members and acquisition of new members. It will seek out potential new members in industries not currently represented by the present membership.
d. Sponsorship – this committee will solicit sponsors for the monthly breakfast meetings as well as any special events.
Section 7. Postal Marketing Manager
Communicate with committee and council members.
Delegate USPS support for functions related to the PCC.
Address postal-related problems and issues raised by committee members.
Provide information and/or direction regarding new trends or objectives pertaining to PCCs.
Represent the New York District in the absence of postal co-chair.
Assist the Executive Board.
Section 8. Other Postal Personnel
Interface with Executive Board and other industry personnel in planning functions.
Participate at general meetings.
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Article VIII. Membership in the Policy Committee
Section 1. Any person representing a business organization or self in accordance with Article III, shall be eligible for members in the Policy Committee. The Executive Board reserves the right to withhold membership from applicants in certain circumstances.
Section 2. New members of the Policy Committee must be interviewed by the Membership Committee and approved by the Executive Board.
Section 3. New members are encouraged to take part in Sub-Committee assignments as enumerated in Article X.
Section 4. Membership in the Policy Committee shall be vested in a business or organization, and entitled to only one vote on matters, even though more than one representative is a Policy Committee member.
Section 5. The chairperson shall be informed as to the primary voting representative and the alternative if the primary cannot attend.
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Article IX. Attendance Requirement
Section 1. A Policy Committee member who attends a minimum of six (6) meetings per year shall be considered in good standing. There are a total of nine (9) meetings per year.
Section 2. A Policy Committee member may send another member of his or her firm as a substitute representative if unable to attend. The Secretary shall be notified.
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Article X. Sub-Committees
Section 1. The purpose of the sub-committees will be to review concerns/issues of the general membership of the Postal Customer Council and to make recommendations to the Policy Committee for communication to the appropriate postal executives. Sub-committees
will provide attention to existing United States Postal Service regulations as well as to recommendations that could enhance the value of the postal system for the general membership.
Section 2. In the event that a Policy Committee member, for good cause, is unable to actively serve on a sub-committee, the chairperson may excuse the member from this obligation.
Section 3. All members of the Policy Committee are encouraged to participate in at least one of the sub-committees listed below, or others established by the Policy Committee in the future to fill a particular need. Sub-committees may include:
Audit: Audits financial records when necessary. At least once a year, reviews financial accounts.
Membership: Will seek out potential new members in business categories that are not represented by the present membership.
Communication: Will notify members of changes in postal regulations and laws. In addition, assist in coordinating any public relations notices and program committees.
Mailing Services: Will notify members of new innovations in postal operations such as the use and effectiveness of new technology equipment.
Postal Forum: Will encourage participation at the forum, advise members of dates, reservation requirements, hospitality suite locations, contributions and when necessary, of any special meetings with postal officials on matters of importance to the council.
Program: Will be responsible for the General Membership Meeting designed to respond to the needs and ideas of the Council. This includes the selection of agenda topics, speakers, meeting place and functions.
Section 4. All sub-committee chairpersons are expected to report at each meeting of the Policy Committee.
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Article XI. Procedures for Nominating and Electing Officers
Section 1. Election of Executive Board shall be held every two years in June of the odd years.
Election of VP officers shall be held every two years in June of the even years.
Section 2. A Nominating Committee shall consist of no more than two Policy Committee members who are in good standing for at least one year, and shall be appointed by the Industry Co-Chairperson and one postal representative shall be appointed by Postal Co-Chairperson (District Manager/Postmaster).
The Nominating Committee shall be appointed in February.
Any nominee must be a Policy Committee member in good standing (as stated in Article IX) for at least two years with the exception of Industry Co-Chairperson, which requires three years.
The Nominating Committee shall communicate with each candidate the By-Laws and responsibilities for each position.
The Nominating Committee shall solicit and accept nominations from the Policy Committee members for each board position. The nominees shall be presented to the committee at the May meeting.
Tie votes shall be decided by the membership by a re-ballot.
Section 3. The officers shall be elected by secret ballot to serve two years and their term of office shall begin at the close of the June meeting. A majority vote of the Policy Committee is needed for election. No Chairperson shall be elected for more than two consecutive terms.
Section 4. Officers who resign during their term of office will be replaced by an election following their resignation. Nomination will be made from the floor. Prescribed election procedures will apply. The elected officers will complete the unexpired term of the resigned officer.
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Article XII. Amendments
Section 1. Amendments to these By-Laws can be made at any regular meeting of the Policy Committee by a two-thirds vote, provided that the amendment has been submitted in writing to all Policy Committee members at the previous regular Policy Committee meeting.
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Article XIII. Meetings
Section 1. The Policy Committee shall meet once a month except for the months of July, August and December.
Section 2. The Executive Board may meet whenever necessary. The Full Board will meet the 1st Tuesday of each month.
Section 3. Voting. All votes shall be by majority except changes in the By-Laws as enumerated in Article XII. A quorum will constitute of ten industry members (including officers) and five postal representatives.
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Article XIV. Proceedings
The proceedings of the organization where not governed by these By-Laws shall be governed by Robert’s Rules of Order.
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Article XV. Distribution of Assets in the Event of Dissolution
In the event the Council is dissolved, the assets shall be converted to cash and distributed on a pro rata basis to those making contributions to the PCC during the last general solicitation for funds.