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Getting Started
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These simple steps will help you start a PCC in your community. They are recommended, but may be modified to suit the needs of your organization.
- Notify the PCC Program office of your interest in establishing a local PCC.
- Select co-organizers.
- Establish the Executive Board.
- Plan an organizational meeting.
- Invite prospective members.
If you're an industry mailer interested in starting a PCC, work with your local postmaster using these steps, each of which is explained below.
Step 1: Notify the PCC Program Office
The PCC Program staff must approve your start up plans in writing. Please utilize the attached PCC Charter template. For your convenience, a sample PCC Financial Reporting template and PCC Network Field Support document are also available.
PCC Charter (doc) | (txt)
PCC Financial (doc) | (txt)
PCC Network Field Support (doc) | (txt)
You may contact the PCC Program staff at pcc@usps.gov if you have additional questions.
Step 2: Select Co-Organizers
You should select one or more business mailers to work with the Postmaster. Together, the Postal manager and the business mailers can establish the first PCC Executive Board and plans for increasing membership.
Note about competitor participation: For the purposes of this Publication 286, a Postal Service competitor is defined as a corporation, partnership, entity or other organization that sells or promotes products or services that compete with Postal Service products and services, as determined by the Postal Customer Council Advisory Committee in its discretion. Postal Service competitors (or their employees or representatives) may be PCC members, but are prohibited from selling their products or services at PCC functions, giving presentations at PCC events or meetings, exhibiting their products and services at PCC functions, or serving as PCC officers or on PCC Executive Boards.
Choosing dedicated co-organizers early in the process sets the stage for an effective council.
Step 3: Establish the Executive Board and Adopt Rules of Governance
The Bylaws (doc) | (txt) will be adopted by the first Executive Board of the PCC at its first meeting. The Bylaws contain important rules regarding how the Executive Board and the PCC operate. Set forth below are the basic requirements for the Executive Board and the governance of the PCC, which are formally addressed in the suggested form of bylaws.
The Executive Board should consist of no less than three members. It is best if the total number of Executive Board members is uneven, so as to avoid tied votes.
The Executive Board must include at least two postal members, including the Postal Co-Chair, who will be the Postmaster/Postal Executive for the area in which the PCC is organized. The other postal members of the Executive Board will be appointed by the Postal Co-Chair. The Postal Co-Chair will serve indefinitely or until the Postal Service appoints his successor. Other postal Executive Board members will serve for such terms as the Postal Co-Chair may determine.
The rest of the Executive Board will be chosen from the PCC membership. Participation as an Executive Board member will entail time, effort, cooperation, leadership skills, persistence, and follow-up. A PCC member should not agree to serve as Executive Board member unless he or she is able to participate as needed. When the PCC is being organized, the Postal Co-Chair will appoint the first Industry Co-Chair and the first industry Executive Board members. Thereafter, the industry Executive Board members will be elected by the PCC membership every two years for a two year term. Each Executive Board member shall serve for a two year term and may be reelected to serve for consecutive terms.
The main objective of the PCC's Executive Board is to meet the postal-related needs of the business community. To do this, they must promote networking, information, communication, and education to help businesses use mail as an effective and efficient communication and fulfillment media for their customers. As the "business arm" of a PCC, the Executive Board members plan, organize, and execute the meetings, events, and educational sessions that foster and maintain the working relationships between businesses that use the mail and the Postal Service.
Executive Board members must consider the mailing needs of all businesses in the PCC area - the goals of the PCC as a whole must take precedence over the goals of any one individual or corporation.
Matters may be voted on the Executive Board only at a properly called meeting where a quorum is present. A quorum will be present only if the Postal Co-Chair (or his or her designee who must be a postal employee) is in attendance at the meeting and when a majority of the Board is present, including the Postal Co-Chair or his or her designee. Matters voted on will be decided by a majority of those present, assuming there is a quorum, but the Postal Co-Chair shall cast the deciding vote on any contested matters on which a vote is taken, shall have the deciding vote in the event of any tied or insufficient vote, and shall have the power to act in situations where the best interest of the Postal Service is at risk, as determined by the Postal Co-Chair is his or her discretion.
Elect PCC Officers
Each PCC shall also have officers who carry out the business of the PCC. Required officer positions are postal co-chair, industry co-chair, secretary, and treasurer. More details about officers and their roles are available from Publication 286 (doc) | (pdf) . Officers may be, but do not have to be, Executive Board members.
The Postal Co-Chair must be a postal employee and serves indefinitely or for such term as the Postal Service may establish. Officers appointed by the Postal Co-Chair must be postal employees and serve for such term as the Postal Co-Chair may determine. Industry representatives serving as officers are appointed by the Executive Board for a two year term, and may be reelected to serve for consecutive terms.
No contract or other document that purports to bind the PCC is effective to do so without the signature of the Postal Co-Chair. Therefore, all checks and contracts that the PCC enters into must be signed by the Postal Co-Chair, and may be signed jointly by the Postal Co-Chair and the Industry Co-Chair.
Step 4: Plan an Organizational Meeting
The PCC Program office will supply you with information about how to plan and hold a successful organizational meeting.
Step 5: Invite Prospective Members
There are several sources for identifying prospective members. Organizers probably already know some local business leaders who would be interested in joining.
General PCC Meetings (after PCC is established)
PCC should attempt to have at least four general PCC meetings per calendar year. The general PCC meetings are great opportunities to educate the PCC members about Postal Service products and services.
Other Postal Customer Councils
In some parts of the country (where customer membership geographically involves several postmasters), a PCC may cover more than one area. This type of PCC keeps its focus local and is not considered an affiliation between PCCs.
Because every PCC's goal is to bring mailers together with their local Postal Service officials, the Postal Service does not sanction formal affiliation between different PCCs- such as a "statewide PCC" - but we do recommend informal sharing of information among PCCs.
Ask other PCCs to add you to their mailing lists (for newsletters, meeting notices, etc.). This networking can help you improve your own PCC Program. Reciprocate by adding them to your mailing list.
Also, be sure to include the Headquarters PCC Program manager at the following address:
PCC PROGRAM MANAGER
CUSTOMER AND INDUSTRY MARKETING
US POSTAL SERVICE
475 L’ENFANT PLAZA SW ROOM 2P546
WASHINGTON, DC 20260-0546
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