HPCC Mission Statement & By-Laws

History of the PCC Network

The Postal Customer Council (PCC) Program began in 1961 with the formation of local mailer users' councils, also known as citizens' advisory councils (CACs). The old Post Office Department organized the councils to improve communications between Postal Service customers and local Postal Service managers. The councils first came into prominence supporting the "mail early" campaign in the mid-1960s. In 1971, the name was changed to Postal Customer Councils.
The early mail users' councils were designed to focus on both residential and business mailing issues. However, it did not take long for the local Postal Service managers to realize that business mailers had the biggest impact on their local operations. Gradually, as citizens' advisory councils were created to address residential mailing issues, PCCs became more business mailer Postal Service manager-focused.
Once business customers and local Postal Service managers began working together, they found that many problems could be resolved easily. Processing and delivery improved; customer satisfaction and business and Postal Service revenue rose; and business and Postal Service resources and equipment were used more productively.
Just to name two, the Greater Dallas PCC and the Baltimore PCC were established in 1961. Among the founders of the Greater Dallas PCC were Ruthie Ewers, Jerry Gray and Jack Carroll. They are retired and Board Members Emeritus. Former Postal Service Postmaster General Runyon requested Ruthie to serve as the first National PCC Industry Co-Chair and traveled the country to help establish other PCCs. 
Joe Fetcho, owner and founder of Circular Advertising Corporation, was one of the first members of the Baltimore PCC serving on the Executive Board in many capacities. After 49 years with the PCC, he retired during 2010. To learn more about the rich history of the Baltimore PCC, visit their Website.
Today, there are more than 200 PCCs representing over 100,000 active mailers. Through regular meetings, vendor events, educational sessions, and networking opportunities, PCC members keep abreast of the latest Postal Service developments and work closely with local Post Offices to make mail service more efficient, timely, relevant, and profitable.
As it has since 1961, the Postal Service supports the PCC Network with management and resources, and it views the PCC Network as an important partnership for improving customer service, customer satisfaction and sustaining a viable Postal Service well into the future.

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

MISSION STATEMENT  

Our mission is to create a network between business mailers, the U.S. Postal Service and vendors to enhance and improve mail operations and services in the Houston metropolitan area.   

 Becoming a memberof the HPCC has its privileges and benefits.

 Our organization strives to: 

  • Foster and maintain a close working relationship between mailers and the United States Postal Service. 

  • Share information about new and existing Postal Sevice products, programs, regulations, and procedures.

  • Facilitate the interchange of ideas among mailers and Postal Service Officials.

  • Help members and their organizations grow and develop professionally through focused educational programs.

  • Promote cooperation and support between members and others who are dedicated to quality and efficiency in the mailing industry. 

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

 HOUSTON POSTAL CUSTOMER COUNCIL (HPCC) BY-LAWS

Revised August 9, 2018


I.            AUTHORITY

The Houston Postal Customer Council was organized in 1953 as Nationwide Improved Mail Services (NIMS) but was reorganized in 1971 and assumed its present title of Houston Postal Customer Council (HPCC).

II.        PURPOSE

Provide a forum for communication with and cooperation between users of the mail and the U. S. Postal Service.

Ill.         OBJECTIVES -   MISSION

The HPCC mission is to promote local cooperation and support and to foster a close working relationship between the US Postal Service and all businesses that use the US Postal Service to communicate and interact with their customers. 

Share information and facilitate the exchange of ideas about new and existing Postal Service products, programs, services and procedures that affect all businesses that use the mail; and

Help HPCC industry members and their organizations grow and develop professionally through focused education programs.

IV.          GENERAL MEMBERSHIP

HPCC membership consists of both Postal Service employees and representatives of the mailing industry.  Membership is open to all business mailers who use the services of the Postal Service within the sponsoring Postal Service Manager’s geographic area.  Any company presenting mail in the Houston District may belong to the organization.  The terms business mailers and businesses as used in this document include commercial mailers, non-profit organizations, service bureaus, and other type of business enterprises that use the mail, including those that may be individual or sole proprietorships, but the terms are not meant to include residential mailers.  A business mailer may be a member of more than one PCC, but he/she cannot be an officer or Executive Board member of multiple PCC’s.   Postal Service employees will join the PCC membership and participate as determined by the Postal Service and in accordance with the needs of the individual PCC. 

PCCs are postal sponsored organizations.  Mailing industry members acting on behalf of the PCC are not federal employees and are not authorized to act on behalf of the Postal Service nor authorized to legally bind the Postal Service by any of their acts or omissions.  Industry members of the PCC are authorized to act on behalf of the PCC only as set forth in U.S. Postal Publication 286.  While participating in the PCC, industry members must continue to serve the PCC mission.

Competitors may become PCC members, but competitors may not serve on Executive Boards, PCC Committees, or as officers and may not exhibit at vendor shows or other PCC functions and may not promote or sell their products and services at PCC functions of any kind or give presentations at PCC events.  Donations to the PCCs and sponsorships of PCC events by competitors are also prohibited.  A competitor is an individual or company or other entity or association that promotes, sells or acts in support of products or services that compete with Postal Service products and services, even if such individual or entity is also a business partner of the Postal Service.  A competitor includes those entities that are directly or indirectly, wholly- or partially- owned subsidiaries of a competitor and any individual employed by a competitor or the wholly- or partially- owned subsidiary of a competitor.  A competitor may also include an individual company or other entity or association that partners with a competitor. 

Membership is open to all postal customers including commercial mailers, organizations, service bureaus, individuals, etc., within the geographic area of responsibility of the Houston District.

V.            SPONSORSHIPS

Annual sponsorships are determined by the local HPCC Executive Board and include an allowance for either a  "per  person" or a "company"  rate, or both. These sponsorships are used to cover the cost of activities and education for the members as a whole (such as training seminars,  newsletters and meeting). No one is excluded from participating in the HPCC because of inability to make donations  or contributions.

VI.          EXECUTIVE BOARD

 A. The Executive Board of the Houston Postal Customer Council shall serve as a steering committee for the Houston Postal Customer Council and shall consist of not less than 15 or more than 25 members.  The Executive Board membership shall be representative of customers dedicated toward meeting the objectives of the Houston Postal Customer Council By-Laws.  No person shall be considered for membership on the Executive Board if it is determined by majority vote of the Executive Board that such prospective membership would constitute a conflict of interest.  No member of the Executive Board shall be removed unless agreed upon by a majority vote of the Executive Board or by the request of the postal co-chair.  It is recommended that the Executive Board consists of an uneven number of members to prevent tied votes.  The Executive Board must have at least 2 postal members.

 Direct Postal Service Competitors may not be on the Executive Board

B. The HPCC Executive Board has the inherent right to make and enforce its own policies, and
discipline in accordance with HPCC by-laws. The extreme penalty being expulsion from its own body, (Roberts Rules of Order).

C. The HPCC Executive Board shall endeavor to meet at least once every  month.

D. To serve on the HPCC Executive Board requires commitment. Each Board Member will be expected to be present at 75% of the Board Meetings every year to be considered active unless on a leave of absence. Board Members can attend in person or via teleconference.   If a Board Member cannot be active, he/she will be asked to step down.

E. It is the policy of the Executive Board of the Houston Postal Customer Council (HPCC} to grant a leave of absence to its members for business or personal reasons. A leave of absence is a leave from duties as a member of the Houston Postal Customer Executive Board as requested by a member in good standing that is necessary due to business or personal matters. It is the responsibility of the member to notify the  Industry Co-Chair  in writing as soon as he/she determines  that a leave of absence may be needed. The letter should specify the date the leave will commence and end. The leave of absence request will be submitted to the Executive Board for approval. The maximum period for the leave of absence will be six months during a calendar  year.

F. Executive Board Officers are elected for a two year term. Officers may be re-elected.

G. E-Mail voting is an accepted practice for the acceptance of votes. A quorum is required for 
acceptance of e-mail voting.

H. A quorum is required to conduct official business of the HPCC.  A quorum will be considered present if the postal co-chair or his designee (a postal employee)  is in attendance and a majority of the Board is present.

I. Applications for the Executive  Board Members require that  person to have been an active HPCC committee member for a minimum of one  year.

VII.          SUB COMMITIEES

A. The Industry Co-Chair may establish and disband sub-committees within the Executive Board to meet the objectives of the Houston Postal Customer Council By-Laws. Committee chairs may be voluntary or appointed by the Industry Co­ Chair. Only current Executive Board members may serve as committee chairs. The Industry Co-Chair and the Vice Chair oversee all sub committees.

1.  Nominating Committee - Chaired by the Past Industry Co-Chair and it shall be the responsibility of the current Industry Co-Chair to designate Executive Board members to serve on this committee. The purpose of this committee is to present a slate of officers every two years to the Executive Board for approval before the Houston Postal Customer Council Annual Meeting, at which time such slate will be presented to the Council
for confirmation or rejection by majority vote.

Solicit nomination of council members for office.

Prepare necessary balloting material, and establish election procedures.

2. Executive Board Membership Committee - Seeks out individuals to recommend for Executive Board membership. Screen Executive Board applications and make recommendations to Executive Board.

3. Program Committee - Organizes council meeting programs, recommends agenda, speakers, menus and meeting place. This committee is chaired by the Vice-Chair.

4. Education Committee - Organize classes on preparation, mail center management, mail
classification, automation standards, and special topics. Obtains postal instructors to conduct
classes.

5. By-Laws Committee - Reviews and updates By-Laws to insure they meet the needs of the mailing community and satisfy HPCC objectives. Distributes By-Laws to newly elected Executive Board members. Addresses parliamentary procedures so new members understand how the Board operates.

6. Ethics Committee - All elected officers of the Houston Postal Customer Council will serve as
members of the ethics committee.

7. Communications Committee - To provide information and enhance communication between the mailing community and the United States Postal Service. This will be accomplished through our local website, newsletters, brochures, and other various forms of communication.

8. General Membership Committee - This committee will be given the task of enlarging the membership and maintaining the mailing list. Seeks potential new members, notifies Executive Board of new members and personally welcome new members, and promotes
networking among members.

9. Registration Committee - This committee is responsible for registration for all HPCC functions. This includes providing name badges and manning the registration desk for all functions.

VIII.     OFFICERS

The  Executive  Board shall consist of the following officers:

A. Postal Co-Chair - The Houston Postmaster, or a designated representative will attend all
Executive Board meetings and Council meetings, representing the United States Postal Service.

B. Industry Co-Chair - The Industry Co-Chair shall preside at all council meetings, shall
prepare and distribute an agenda for each meeting to the members of the Executive Board, shall approve all bills and invoices, shall provide liaison with the Postal Co-Chair or designated staff, and, in the Treasurer's  absence, shall pay all bills approved by the Executive Board. In the event the current HPCC industry co-chair ceases to be a member of the mailing community, the co-chair may remain a member of the HPCC Executive Board for one year.

C. Vice Chair - The Vice-Chair shall preside in the absence of the Industry Co­ Chair, shall Chair the Program Committee, and shall perform any necessary duties of the Industry Co-Chair in his/her absence.

D. Secretary - The Secretary shall record and distribute the minutes of all Executive Board
meetings, and distribute the minutes to the Board within two weeks after each meeting. Shall keep a current roster of the Executive Board for distribution to the committee and Council, and shall notify all Executive Board members of the upcoming meetings.

E. Treasurer - The Treasurer shall prepare a monthly Treasurer's Report reflecting all income and disbursements and present it to the Executive Board, shall maintain a checking and/or savings accounts for use of the council, shall be authorized to pay all bills approved by the Executive Board, and shall oversee audit committee activities and ensure Postal Service representation at audit and secure audit of books at the end of every fiscal year. (Fiscal year is the same as the Postal Service, October 1 to September 31).

F. Postal Service Liaison - The Postal Co-Chair shall appoint a Customer Service Representative to serve as a liaison between the Executive Board and the Postal Service and shall perform other such duties to meet the objectives of the Council By-Laws.

IX.           MEETINGS

A. The Houston Postal Customer Council shall have at least four general membership meetings a year, planned and coordinated by the Executive Board for the purposes of:

1. Providing a forum for postal customers and Postal Service officials to discuss postal issues of mutual  concern.

2. Providing an opportunity for all mailers to meet and discuss areas of common interest.

3. Providing a means of securing and communicating current and accurate information on postal programs and promoting a better understanding of the Postal Service.

B. The fourth general membership meeting shall be designated as the Houston Postal Customer Council Annual meeting. The Executive Board's approved slate of officers proposed for the next two years shall be presented to the Council membership  for  confirmation or  rejection by majority vote.

C. The Industry Co-Chair and/or the Postal Co-Chair may at their discretion, call special meetings of either the Executive Board or the Houston Postal Customer Council.

X.          MEMBERSHIP  MAILING LISTS

The list of the Houston Postal Customer Council membership is a Postal Service mailing list and by law cannot be disclosed to the public. The list may only be used in conjunction with  Houston Postal Customer  Council business.    No member of the Executive Board may use or distribute said list for purposes other than Council business. Use or distribution of said list, without Executive Board approval,can result in termination of membership on the Executive Board. A non-disclosure agreement must be signed by any outside source that request use of the mailing list.

XI.        BY-LAWS AMENDMENTS

Amendments  to the  By-Laws must be by majority vote of the Executive Board.

XII.    PROCEEDINGS

The proceedings of this organization, that where not covered by its By-Laws shall be governed by Roberts Rules of Order.

XIII.  VIOLATIONS OF HPCC POLICY

A. If a member of the Executive Board is believed to have violated HPCC regulations, the Board must immediately place the member on a leave of absence from the HPCC Executive Board until a resolution is reached.

B. The Executive Board will review all allegatio'ns and determine whether the member violated regulations.

C. If the Board finds that the member has violated regulations, that member is automatically
removed from office and replaced.