RMAC
Remittance Mail Advisory Committee

Charter

I.	Purpose

The Remittance Mail Advisory Committee (RMAC) is an organization comprised of remittance industry and Postal Service representatives who work collaboratively to provide recommendations for improving mail processing, performance, consistency, and for meeting emerging needs in the remittance industry.

II.	RMAC Mission Statement

The mission of the RMAC is to:
a.	Promote cooperation and support and to foster a close working relationship between the Postal Service and businesses that mail or process remittances (bills, statements and payments).
b.	To proactively share information and facilitate the exchange of ideas about new and existing Postal Service products, programs, metrics, services, and procedures that affect all businesses that use the mail for remittances.

III.	Leadership Roles/Responsibilities

In general, RMAC Executive Board members are expected to convey information to and solicit information from his/her association and corresponding industry to provide the Postal Service with technical information, advice and recommendations.  The representative acts as a conduit for member feedback and ideas.  In addition, specific duties are designated as indicated below.
 
Postal Service/Industry Co-Chairs 
The Postal Co-Chair and the Industry Co-Chair shall have the responsibility for the general management and control of the business and affairs of the RMAC, consistent at all times with the purpose and mission of the committee. Members of the RMAC shall elect the members of the Executive Board.  Nominations for Executive Board members and elections shall be held as determined by the Executive Board.  

Secretary
The secretary shall keep minutes of all meetings of the Executive Board and general sessions.  He/she shall have charge of the minute books and shall perform such duties as the Executive Board may prescribe. The secretary shall publish authorized public information as determined by the Postal and Industry Co-Chairs.  Information deemed sensitive, private or proprietary by either the RMAC or Postal Service will be released only as determined by the Postal Co-Chair. 

Board Members
Each board member shall have such powers and duties as may be delegated to him/her by the Postal Co-Chair and Industry Co-Chair. The number of the Executive Board members who shall constitute the whole Board shall be such number, as the Executive Board shall from time to time have designated, but in any case no less than three industry members and two postal members. There may be only one Executive Board member per organization with the exception of the Postal Service.  At the end of the term of office, the Industry Co-Chair becomes, at his/her own discretion, an automatic ex-officio member of the RMAC and continues to advise the Executive Board. 

IV.	Leadership Requirements

The Executive Board is comprised of both industry and postal representatives and is chaired jointly by the Postal and Industry Co-Chairs. Industry Board members shall serve for two-year terms or until his/her earlier resignation or removal.  Executive Board members may be reelected to serve multiple terms.  

The Executive Board meets at least four times a year in connection with the general session, but work may be completed at any time and utilizing any communication method that the Co-Chairs agree is necessary.  Additional meetings may be arranged at the request of the RMAC Postal Co-Chair, with at least fourteen-calendar days advance notice to the members, or such lesser time as may be agreed to by all voting members in advance.
Postal representatives to the Executive Board are selected by the Postal Service.  Generally, both a marketing manager and postal operations manager are selected because of their relevant expertise. The Postal Executive Board members shall serve for as long as the Postal Services deems appropriate. 

At any meeting of the Executive Board, business shall be transacted in such order and manner as the Board may from time to time determine, and all matters shall be determined by the vote of a majority of the Executive Board members present, except as otherwise provided herein, provided that a quorum is present and voting. A quorum shall be present at the Executive Board meeting if there are at least three (3) industry Board members and two (2) postal members present and voting.

The Executive Board without a meeting may take action if all members thereof consent by majority vote thereto in writing, and the writing or writings are filed with the minutes of proceedings of the Executive Board.

The Postal Co-Chair shall have the deciding vote in the event of any tied or insufficient vote.  In addition, the Postal Co-Chair shall have the power to act in such situations where the best interest of the Postal Service is at risk, as determined by the discretion of the Postal Co-Chair.

In the event that any industry member of the Executive Board is unable or unwilling to complete his/her normal term of office, the Executive Board will select an interim replacement, if necessary, and determine the need for a special election.  No action or decision of the Executive Board may be taken without a quorum being present and voting.  

V.	Industry Membership 

Membership of the RMAC is comprised of remittance mailers/processors and other associations/organizations related to the remittance industry, approved for membership by the Executive Board in its sole discretion. The committee should represent a broad-cross section of stakeholders including major players in banking, telecommunications, utilities, insurance, and remittance processors.  Membership should also include trade associations, research firms and other parties that have a stake in remittance mail. 

There shall be no stakeholders or other equity holders in the RMAC.  The members shall not have any voting or other rights, except those expressly provided for herein. In addition, any RMAC member who is deemed a competitor of the Postal Service, as determined by the discretion of the Executive Board, shall not be eligible to maintain his/her membership in the committee.

The Executive Board may require that an industry representative cease to serve if he or she:
•	Misses multiple consecutive meetings;
•	Misrepresents views outside of an RMAC forum as representing those of RMAC; this includes statements and/or presentations to public, private, or government groups including the Postal Regulatory Commission or the staff of the Postal Regulatory Commission.  If the RMAC has not established an official position on a particular issue, then the representative must clearly indicate a position has not yet been established.  Where an official view is established citing the source is always a good practice; 
•	Uses the representative’s position improperly to seek attention from postal officials or to influence the action of postal officials;
•	Consistently represents his/her individual organization’s interest rather than that of the RMAC member organizations; or
•	Due to such other criteria or factors involving the industry representative or his/her employer or associated company or organization as the Executive Board may identify as relevant and significant in its sole discretion.

VI.	Membership Fees/Dues Member

The Board will not establish any charges or dues for membership in the committee. 

VII.	General Membership Meetings

Meetings of the full committee are generally held twice each calendar year at Postal Service Headquarters or at locations mutually convenient to the industry members and the Postal Service.  Both the Postal and Industry Co-Chairs or their designees must be in attendance at all meetings. The Postal and Industry Co-Chairs will develop agendas.

Meetings of the membership without a representative of the Postal Service may not be construed as official meetings of RMAC. 

VIII.	Miscellaneous

This Charter may be amended or repealed by a majority vote of the Executive Board, but only if also expressly approved by the Postal Co-Chair, at any meeting at which a quorum is present and voting.

IX.	Mailing Address

United States Postal Service
Program Manager, Remittance Mail
Product Management
475 L’Enfant Plaza SW Room 5446
Washington, DC 20260-5446