PCC Management Insights

“Staying in the Know”
Key Responsibilities of PCC Postal Co-Chairs 
March 2009
Postal Customer Councils (PCCs) are postal-sponsored organizations and are an extremely important part of the Postal Service’s outreach to the mailing community.  In this tough economic time, PCCs can help local business mailers work more effectively and efficiently through a greater understanding of how mail can be used to grow their business.  PCCs promote a proactive relationship between postal management and mailers to help create mail-related solutions for business needs, provide postal education, and resolve mail-related concerns.   The business relationship between the PCC Network and the Postal Service continues to be an important feature of the future success of the Postal Service.
It is important that Postal Service operations managers, especially the local postmaster, be a part of the PCC leadership and participate in all functions and, whenever possible, serve as the local PCC Postal Co-Chair.
While participating in or attending any PCC event, employees of the Postal Service are on official duty.  Accordingly, Postal Service employees must adhere to all applicable laws and regulations related to federal employment, including but not limited to, the Standards of Ethical Conduct. 
The Postal Co-Chair should also become familiar with Publication 286 (March 2007 version) and its various guidelines and rules.   The following bullet points highlight some key points concerning PCC leadership and the responsibilities of the PCC Postal Co-Chair:
•	The Postal Co-Chair must be a postal employee and serves indefinitely or for such term as the Postal Service may establish. 
•	The primary responsibility of the Postal Co-Chair is to advance the mission of the National PCC Network, oversee PCC operations and ensure that Publication 286 is followed. This includes being part of the leadership team at PCC meetings and events.
•	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.
•	PCCs are postal-sponsored organizations and should not make a profit.  Each PCC should have no more than one bank account.  The bank account should be established in the name of the PCC.  PCCs should use the postal tax ID when setting up bank accounts.
•	Since PCCs are postal-sponsored organizations, they must follow the Postal Service fiscal year calendar (i.e., October to September) when making financial reports.  PCCs must keep financial records for a period of four years (i.e., three full years plus the current year), including an annual audit. 
•	Ensure that PCC membership lists are composed of actual PCC members (i.e., entities which have paid required PCC dues or signed a membership sign-in sheet or some other written confirmation). The PCC membership list must be protected from unauthorized disclosure and may only be used for authorized purposes.  
•	The Postal Co-Chair should monitor all PCC use and access to mailing lists and other name and address information and ensure that such use and access is consistent with the policies and rules summarized in the Publication 286.
•	Although PCC materials may not be used to advertise or promote individual businesses or vendors or to convey other messages or commentary not designed to promote Postal Service products and services or serve the PCC Mission, short and simple acknowledgment of donations and sponsorships is acceptable. 
•	Rental of space from hotels and other venues for PCC events using PCC funds should be pursuant to a contract signed by the PCC Postal Co-Chair. 
•	PCC meetings should provide value by leveraging the tools and resources available, i.e., workshops-in-a-box, certificate and certification programs, Mail Service Providers program, National PCC Web site (www.usps.com/pcc), etc.
•	All postal regulations and policies must be followed.
•	Each PCC should make an effort to participate in National PCC Day and the National Postal Forum PCC Leadership Conference, if possible.
In summary, Postal Co-Chairs should adhere to the policies and rules that have been established to govern PCCs as set forth in Publication 286.  Review of the monthly PCC Management Insights and PCC Insider articles distributed by the National PCC Team will assist Postal Co-Chairs in this important and ongoing role in PCC management.