The PCC is a postal-sponsored organization. The mission of the PCC Program is to:
- Promote local cooperation and support and to foster a close working relationship between the U.S. Postal Service and all businesses that use the mail 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
- Help PCC industry members and their organizations grow and develop professionally through focused educational programs
BYLAWS OF THE GREEN BAY AREA POSTAL CUSTOMER COUNCIL
ARTICLE I – Name
This organization shall be known as the Green Bay Area Postal Customer Council (PCC).
ARTICLE II – Objectives
Green Bay PCC Mission – Foster Partnership and Education through the Cooperative Sharing of Knowledge between the Postal Service and Industry.
ARTICLE III – Membership
Any mailer presenting mail in Green Bay or the Fox Valley region may belong to the organization. A mailer may be a member of more than one PCC, but it is recommended that he/she not be an officer of multiple PCCs. A member in good standing is one whose dues are paid and who complies with the provisions and obligations of the bylaws.
ARTICLE IV – Fees
The executive board is authorized to solicit reasonable dues, contributions, and donations from members in support of an annual budget. The budget shall be used to underwrite PCC programs such as educational presentations, training seminars, a newsletter, and meetings. The annual budget outlines operational expenses for the PCC. The dues, contributions, and donations are not intended to make a PCC a profit-making organization, but to support the programs that benefit the members.
Consideration will be given by the Board to waive this provision should a member be unable to make a contribution. No one should be excluded from participating in the PCC because of the inability to make donations or contributions.
ARTICLE V – Officers
Sec. 1, Governing Body
The governing body will be the Executive Officers that will consist of a Postal Co-Chairperson (the Postmaster, a postal executive, or designee), Industry Co-chairperson, Vice-Chairperson, Recording Secretary, and Treasurer. The Executive board will be compromised of a maximum of eight committee chairpersons and two postal members as designated by the Postal Co-chairperson. The immediate past Industry Co-chairperson shall serve on the Executive Board as one of the committee chairpersons. All of the above shall compose the Executive Board.
Action of the Executive Board shall be adopted by the majority vote of those present at a duly called meeting, unless otherwise specified in the Bylaws. No voting by proxy will be permitted. A quorum for the transaction of business at a meeting shall consist of:
- Annual meeting: one third of the membership.
- Executive Board meeting: one-third of the Executive Board (or one–half of the Executive officers in the event that one-third of the Executive board is not present).
- Regular Membership Meetings: one- third of the membership
- Special Meetings: one-third of the membership.
Sec. 2, Elections
Any member in good standing is eligible to be nominated and elected to the board.
Sec. 3, Nominating Procedures
Prior to the September meeting in even years, the nominating committee will prepare and confirm a slate of nominees for the positions of Industry Co-Chairperson and Secretary. Prior to the September meeting in uneven years, the nominating committee will prepare and confirm a slate of nominees for the positions Vice-Chairperson and Treasurer. The slates will be presented at the Executive Board meeting in November and additional nominations will be accepted from the floor at that time.
Sec. 4, Voting Procedures
Sec. 5, Terms of Office
- The officers elected shall serve a two-year term, commencing with the following January.
- Term limits will be four consecutive years in the same position, unless approved by the Executive Board.
Sec. 6, Vacancies in the Chapter Board
Vacancies shall be filled as follows:
A. In the case of a vacancy in the office of the Industry Co-Chairperson, the Vice-Chairperson shall assume the office for the remainder of the term and the full term of ascendancy thereafter.
B. Other vacancies shall be filled by appointment of the Industry Co-Chairperson with approval of the Executive Board for the balance of the respective term.
C. Any person filling a vacancy in an elected office shall be eligible for that elective office for two consecutive terms thereafter.
Sec. 7, Elected Officers
Elected officers shall be:
- Industry Co-Chairperson
- Recording Secretary
The elected officer’s duties include (but are not limited to) the following:
- Attend all meetings representing the Postal Service.
- Preside in the absence of the Industry Co-Chairperson.
- Maintain the PCC mailing list in accordance with the requirements of ASM352.451.
- Sign all vouchers (invoices) with the approval of the Executive Board.
The Industry Co-Chairperson shall:
- Preside at all PCC board and membership meetings.
- Appoint all chairpersons of standing committees, except for the Awards, Nominating and Program Committees.
- Serve as an ex-officio member of all committees.
- Responsible for the orderly transfer of records to newly elected Officers and appointed chairpersons.
- Pay all authorized bills of the Chapter in the absence or disability of the Treasurer.
- Perform all other duties that pertain to this office, or delegate any of these duties as deemed necessary.
The Vice-Chairperson shall:
- Train with and assist the Industry Co-Chairperson in establishing PCC goals.
- Preside at all meetings in the absence of the Industry Co-Chairperson.
- Fill the office of the Industry Co-chairperson, in the event the Industry Co-chairperson vacates the office for any reason.
- Assume the general duties of the Industry Co-chairperson in the temporary absence or disability of the Industry Co-chairperson.
- Be chairman of the Program Committee.
- Assume any duties as assigned by the Industry Co Chairperson.
The Recording Secretary shall:
- Record the minutes of all PCC Board and membership meetings.
- Appoint a Secretary in cases of a known absence from a meeting.
- Collect and tally any ballots and inform the PCC membership of the results of any vote set forth before the PCC.
- Maintain custody of the official records of the PCC including minutes, Bylaws, Policies and Procedures.
- Act as PCC historian managing the permanent records of the PCC
- Verify that the quorum requirement is met for Board and membership meetings.
- Maintain a supply of council stationary.
The Treasurer shall:
- Receive and deposit all monies due the Chapter.
- Pay all authorized bills of the Chapter, except in the event of the Treasurer’s absence or disability; the President shall exercise this duty.
- Maintain monthly and year-end financial reports of detailed Income, expense, and bank balances.
- Prepare and file financial reports as required by the law.
The Executive Board shall:
- Approve all disbursements from the PCC account.
- Monitor the account on a quarterly basis.
Sec. 8, Standing Committees
The Industry Co-Chairperson shall appoint Chairpersons of the standing committees, except for the Awards, Nominating, and Program committees. Chairpersons shall select their committee members within thirty days of appointment. Detailed duties, terms of appointment, and the transfer of records to the new Committee Chairpersons shall be completed by January 1. The standing committee’s duties include but are not limited to the following:
A. Audit & Budget Committee shall:
- Audit financial records when necessary.
- Review financial accounts at least once annually.
B. Bylaws Committee shall:
- Review bylaws and ensure that they respond to the needs of the mailing community and PCC objectives.
- Distribute bylaws to newly elected officers.
- Address parliamentary procedures so that new members understand how the board works.
C. Communications Committee shall:
- Prepare a newsletter for general membership. (All letters should be signed by postal co-chair.)
- Notify members of changes in postal regulations.
- Advise PCC members of the National Postal Forum information.
- Notify the PCC Board and the members of all meetings at least ten days prior to the meeting.
D. Membership Committee shall:
- Develop, recommend, and implement ways and means to recruit qualified individuals for membership and maintain membership standards by promoting Postal Customer services as a distinct profession.
- Receive and process membership applications.
- Report the status of the PCC membership to the board.
- Personally welcome new members.
- Promote networking among members.
F. Nominating Committee shall:
- Consist of the Immediate-Past Industry Co-Chairperson, who will act as Chairman.
- Nominate members for elective offices and submit slate to the PCC Board prior to the September meeting.
- Prepare and mail ballots to membership.
G. Education Committee shall:
- Organize classes on mail preparation, mail center management, mail classifications, automation standards, and special topics. (Procure postal instructors to conduct classes.)
- Advise PCC members of innovations in postal operations and the effectiveness of new mailing equipment.
- Arrange for exhibitors to display new equipment.
H. Program Committee shall:
- Organize general meeting program (selection of an agenda, speakers, meeting place, menus, registration activities, etc…).
Sec. 9, Special Committees
The PCC Board, as deemed necessary, may establish special committees.
ARTICLE VI – Finances
Sec. 1, Fiscal Year
The fiscal year of The PCC shall be January 1 through December 31.
- PCC membership dues shall be set at the discretion of the PCC Board.
B. Non-Renewal and Reinstatement
- Members whose dues have not reached the PCC within one calendar month following the expiration date of membership shall be considered non-renewed.
- A non-renewed member or former member may apply for membership upon full payment of PCC dues.
Sec. 2, Financial Audit
At the end of the fiscal year (December 31), the Treasurer’s books will be closed, and the Audit and Budget Committee will perform an annual audit by April 1st. They shall prepare a budget for the following year in accordance with the PCC Bylaws. The budget should be presented to the PCC Board prior to the April meeting so that the Board may approve it. The approved budget will then be published for the membership.
Sec. 3, Disbursements
The PCC board must approve all disbursements of PCC funds for expenses. Only the treasurer and Industry Co-Chair will have signing authority for the checkbook.
ARTICLE VII – Parliamentary Authority
Robert’s Rules of Order, Newly Revised shall govern the proceedings of the Green Bay Area Postal Customer Council.
ARTICLE VIII – Meetings
Sec. 1, Regular Membership Meetings
Regular membership meetings shall be held two times during a fiscal year at such places designated by the PCC board. The PCC Board shall have the authority to alter the meeting dates when conflicts arise. Meeting dates shall be announced through the PCC newsletter and/or mailing.
Sec. 2, Annual Meeting
The annual meeting shall be held for the purpose of reporting the results of the election of incoming officers and transacting such other business as may properly come before such meetings. The annual meeting shall be held at such location and on such a day in December of each year, as determined by the PCC Board.
Sec. 3, Special Meetings
Special meetings may be called by the Postal Co-Chairperson, and/or the PCC Board. Members will be notified by email or telephone at least one day prior to the meeting.
Sec. 4, Executive Board Meetings
PCC Board meetings shall be held no less then six times during the calendar year (Jan 1- Dec 31). Attendance shall be documented by the Recording Secretary in the meeting minutes. The absence of any Board Member for more than 50% of the meetings will constitute a letter of dismissal from the Industry Co-Chair. Meetings may be called at the discretion of the Postal Co-Chairperson, Industry Co-Chairperson, or upon majority vote of the PCC Board. If a quorum of the PCC Board is not present for a scheduled Board meeting, or in the event of an emergency, the Executive Board may do business or make a decision; however, any action taken must be ratified at the following meeting of the Executive Board and reported to the membership.
ARTICLE IX – Dissolution
Upon dissolution of the PCC, the governing body shall, after paying or making provision for the payment of all the liabilities of the PCC, dispose of all of the assets by converting them to cash and distributing them to those who are in good standing with the PCC.
ARTICLE X – Amendments
Sec. 1, Amendment Procedure
Proposals to amend these Bylaws will be prepared by the Legislative/Procedures Committee, upon the request of the PCC Board, and presented to the general membership for ratification.
Sec. 2, Ratification
The acceptance of any amendment shall require the majority vote of those present at the specified meeting, provided that the requirements of Article IV, Section 1, have been met.
Any proposed amendment must be submitted to the membership in written form at least thirty days prior to the business meeting at which the amendment will be voted upon. However, by unanimous vote of the PCC Board, the required thirty days’ notice may be modified.
Sec. 3, Effective Date
Amendments to these Bylaws shall become effective when the conditions and considerations of Article X, Sections 1 and 2, have been met.