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D UNIVERSAL ..POSTAL 76’ DuNIoN UPU International Bureau To: Weltpoststrasse 4 3015 BERNE — Union member countries SWITZERLAND Governmental authorities T+41 313503111 F +41 31 3503110 • Regulators www.upu.int For information to: Contact: MrAlexanderThem-Svanberg — Designated operators of Union T +41 31 350 33 93 member countries [email protected] — Consultative Committee members — Restricted unions Berne, 17 June 2022 Reference: 351 3.2(DPRM.REMOSE.DR)1 048 Subject: Consultative Committee Council of Administration decisions and new membership — application procedure (effective from 1 July 2022) Dear Sir/Madam, On behalf of the Chair of the Consultative Committee (CC), it is my pleasure to inform you of the decisions taken atthe 2022.1 Council ofAdministration (CA) session regarding the Committee and, in particular, the new membership application procedure effective from 1 July 2022. Decisions taken at the 2022.1 CA session regarding the Consultative Committee As you may be aware, CC membership currently includes non-governmental organizations and high-Ievel fig ures from the postal sector that have been recommended by member countries or relevant Union bodies. As of 1 July 2022, the requirement to appoint Council of Administration and Postal Operations Council (POC) members to serve on the CC wiII be discontinued. The four CA members and four POC members, as desig nated by each council, wiII continue to hold their positions on the CC until 30 June 2022, after which they wiII be able to attend CC meetings as observers. Individual companies wNI be able to apply for membership as of 1 July 2022. The 2022.1 CA session, which took place from 16 to 20 May 2022, approved the internal organization, financ ing model and Rules of Procedure of the CC, as weII as the new membership application procedure. The decisions taken were as follows: 1 Internal organization of the CC: As of 1 July 2022, the CC wiIl be structured around six thematic chap ters; the CC reporting structure and CC input to CA and POC bodies wiII be organized around these thematic chapters. 2 Financing of the CC: The CC wiII adopt a stepped approach to membership fees for existing CC mem bers and wiII implement a differentiated fee structure for new members from individual companies. 3 Rules of Procedure of the CC: The CA approved the new CC Rules of account of the principal changes made by Congress. In addition, the CA approved the amendment to 22. 06. 2022 . .ø-  O 2 article 11.4 of the Rules of Procedure to provide for the excIuson of members that have not paid their membership fees for two years, and to allow former members to reapply for membership using the relevant admission procedures set out in the rules in the event of automatic Ioss of membership. The new Rules of Procedure are available in the Consultative Committee section of the UPU website (www. upu. intlen/Un iversal-Postal-U n ion/About-U PU/Bodies/Consu ltative-Committee). New membership application procedure as of 1 July 2022 The CA also approved a new membership application procedure and appIicaton form, based on the rules governing CC membership in the General Regulations (articles 120 and 1211). The new procedure and appli cation form are set out in Annex 1 and will take effect from 1 July 2022. Member countries are kindly requested to follow the new membershp application procedure, noting in partic ular that prior written authorization or recommendation from the corresponding Union member country is required for new membership applications. The new membership appIicaton procedure and application form are also available in the Consultative Committee section of the UPU website. Yours faithfully, Secretary General 1 Abidjan Acts, coming into force on 1 July 2022.  D UNIVERSAL Annex 1 to Ietter35l3.2(DPRM.REMOSE.DR)1048 ..POSTAL of 17 June 2022 DUNION Membership application procedure for the Consultative Committee 1. Rules governing membership of the Consultative Committee in the UPU General Regulations Article 120 Compositon of the CC 1 The Consultative Committee shall consist of: 1.1 non-governmental organizations (including organizations representing customers, delivery service pro viders, postal employees or postal employers); philanthropic entities; standardization, financial and development organizations; suppliers of goods and services to the postal services sector; transportation entities and other private sector entities; and like organizations of individuals and companies which have an interest in supporting the mission and objectives of the Union; 1.2 high-level figures from the postal sector recommended by member countries or the bodies of the Union concerned, ncluding the Consultative Committee. 2 Ali members of the Consultative Committee shall be established (and, if so required by the member Country concerned, duly registered) or, in the case of the high-Ievel figures referred to in 1.2, have permanent residence, in a Union member Country. 3 The operational costs of the Consultative Committee shall be shared by members of the Consultative Committee, except as otherwise determined by the Council of Administration. In this regard, and as further outlined in the Rules of Procedure of the Consultative Committee, different membership fees may apply depending on the specific legal nature and financial capability of members of the Consultative Committee. 4 The members of the Consultative Committee shall not receive remuneration or any other compensation. Article 121 Membership of the CC 1 Membership of the Consultative Committee shail be determined through a process of application and acceptance established by the Council ofAdministration and carried out in accordance with article 107.1.30. 2 Any requests for membership of the Consultative Committee as submitted by the entities or high-Ievel figures referred to in article 120 shall be accompanied by the prior written authorization or recommendation of the Corresponding Union member country, in accordance with article 120.2. 3 EaCh member of the Consultative Committee shali appoint its own representative(s). II. Membership application process Applications for CC membership must be in accordance with the relevant provisions in the UPU General Regulations (articles 120 and 121) and the Rules of Procedure of the Consultative Committee (articie 2). 1 In aCCordanCe with article 2 of the Rules of Procedure, applications for membership may be submitted as follows: — non-governmental organizations may submit a request for CC membership on the recommendation of the corresponding UPU member country; StI/Nes  2 — a request for CC membership for a high-level figure may be submitted by a UPU member country, a UPU council or the CC itself; — individual companies may submit a request for CC membership on the recommendation of the corre sponding UPU member country. 2 The applicant must complete the application form available at www.upu.intlen/Universal-Postal Union/About-U PU/Bodies/Consultative-Committee. 3 Prior written authorization or recommendation by the corresponding UPU member country is required. This written authorization or recommendation must consist of a standard letter by the competent ministry (or delegated to the national postal regulator) confirming that: — the applicant is acting as one of the organizations Iisted under article 120.1.1 of the UPU General Regulations; or — the private entity is registered in the competent authority’s country under the national laws and regula tions as an entity acting in the postal market (i.e. a postal service provider or supplier to postal service providers). 4 The request must be sentto the Director General of the UPU International Bureau. The Director General will review the application in accordance with the guidelines established by the Council of Administration, in consultation with the CC Chair, and approve or deny the request. 5 In order for the Director General, along with the CC Chair, to assess the application and decide whether to accept it, the applicant must provide the following information: — General information about the organization or company; — Legal status of the organization or company and relevant documentation; — Methods of funding of the organization or company; — How the organization or company supports the mission and objectives of the UPU; — CC work areas or topics of interest to the applicant; — Access to the applicant granted to the UPU (e.g. activities in which the UPU can participate; documen tation, information or services the UPU can receive or access); — For individual companies, the membership category sought (Gold, Silver or Bronze). 6 Immediately upon being notified of the approval by the Consultative Committee, the successful applicant will be eligible for participation in any activity open to members of the CC, as defined by the Council of Administration and Postal Operations Council. 7 Membership of the Consultative Committee may be revoked by the Council of Administration according to criteria established by that latter body, in line with the relevant provisions of the General Regulations. 8 This membership application process takes effect on 1 July 2022.  Annex 1.Attachment 1 to Ietter35l3.2(DPRM.REMOSEDR)1048 of 17 June 2022 UPU Consultative Committee — Application form The organization/company indicated below wishes to apply for membership of the UPU Consultative Committee. It declares that it is aware of the provisions of the Rules of Procedure of the UPU Consultative Committee, and that a membership fee, set by the UPU Consultative Committee, wiII be charged annually. LJ Non-governmental organization (specific membership benefits as presented in the fee scale defined by the UPU Consultative Committee) [Company name] wishes to apply for membership of the UPU Consultative Committee in the following category (category-specific membership benefits as presented in the fee scale defined by the UPU Consultative Committee) for individual companies only: — LJ GoId member I Silver member D Bronze member 1 General information Name of organization/company Sector represented or type of organization D Postal customers/consumers I Delivery service providers 1J Postal workers/employees LJ Supplier of postal goods and services Ii Manufacturer Ii Multinational/national company specializing in e-commerce retail return Iogistics payment Li Transport and Iogistics provider solutions, Internet and technology IJ Multinational association/organ ization Other (please specify): Head office address Brief information about the organization/company and ts membership Legal status of the organization/company (please enclose relevant documentation) Sti/Nes  2 How is the organization/company funded? Reasons for joining the Consultative Committee (e.g. areas or topics of interest) lnformation-sharing possibilities and other contributions by the organization/company in support of the UPU’s mission and objectives (e.g. activities in which the UPU can participate; documentation, information or services that the UPU can receive or access) 2 Authorization This application has been validated/accredited by the competent authority (ministry or postal regulator) of the UPU member country in which the applicant is established: 1 certify that LI [Organization name] is established (and registered, if so required) in [country name]. IJ [Entity name] is registered in [country name] under the laws and regulations of the member Country as an entity acting in the postal market. Fuli name JMr Ms Title Address Tel. E-mail 3 Contact person of the organizationlcompany Fuli name Mr IJMs Tule Address Tel. E-mail  3 4 Billing information (if different from 3) Fuil name Mr Ms Title Address Tel. E-maiI Place and date Signature Please return to: Consultative Committee Secretariat UPU International Bureau Weltpoststrasse 4 3015 BERNE SWITZERLAND E-mail: ccupu.int