HPCC

     HOUSTON POSTAL CUSTOMER COUNCIL

BY – LAWS

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.

III.             OBJECTIVES - MISSION

The HPCC mission 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; 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 mailer 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 meetings).  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 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 Board or by the request of the postal co-chair.  It is recommended that the Board consists of an uneven number of members to prevent tied votes.  The 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.  If a Board member cannot be active, they will be asked to step down. 

E.     It is the policy of the Executive Board of the Houston Postal Customer Council (H.P.C.C.) 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 Board for approval.  The maximum period for the leave of absence will be six months during a calendar year.

F.      The elected term of office for industry members is for two years.  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 COMMITTEES

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.      Marketing 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.

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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.                 NEWSLETTER

A Houston Postal Customer Council Newsletter will be published in the best interest of all HPCC members.  It will be published no less than (2) two times and no more than (4) times per calendar year.  The contents shall include articles of postal and business interests.

XI.              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.

XII.           BY-LAWS AMENDMENTS

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

XIII.        PROCEEDINGS

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

XIV.        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 allegations 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.

Revised 05/2008