Things you will likely receive for the newsletter include:
--- President’s Letter
--- Minutes from last meeting from Secretary
--- Treasurer’s Report
--- Instructions/materials list for upcoming program
--- New member info (or current member change of address)
Things I try to include:
--- Date & place of next meeting
--- Upcoming program
--- Hostesses for next meeting
--- Birthdays
--- Directions to meeting place if someplace new (July picnic, Ronald McDonald House meeting, etc)
--- Deadline for next newsletter with contact info for the person doing the next newsletter
Most newsletters are 4 pages (2 pieces of paper, double-sided), but size can vary depending on how much news there is.
You aren’t required to call people for information for the newsletter. If it doesn’t come by your deadline, it doesn’t get in. It’s not our job to write the newsletter - our main responsibility is to just get the news out to everyone. Some people may give you permission to edit their contributions. We must include the Minutes EXACTLY as written (if you see an obvious typo you can contact the Secretary to clarify). Feel free to add any fillers you think may be interesting to members.
We are trying to put the newsletters on our website. If you have Adobe Acrobat you can turn it into a PDF file. If not, that’s OK. Just email the newsletter to me and I will put it online. If you create the PDF file please omit last names and other personal info so it won’t appear on our site.
If any of you have clip art to share, let the others know. I think it would be appropriate for the guild to buy some clip art for use by the newsletter committee - maybe we can mention that as a possibility if it would be helpful.
- Make arrangements to get the master for the newsletter from the person who created it.
- Make copies of the newsletter. You can take it wherever is convenient for you. Pick the paper color of your choice. Make a copy for each member and an extra for the President for our file. Have the copies collated and stapled. Get a receipt. (You may want to check the copies before leaving the store to make sure they are copied/stapled correctly.)
- Buy stamps - get a receipt. (Office Depot also sells stamps!)
- Print out labels (or get them from Linda, Melissa or Tommie).
- Fold the newsletter into thirds with the address on the outside. Use a clear sticker or scotch tape to seal it (no staples) and put on the address labels and stamps.
- Mail (usually on the Wednesday of the week before the meeting).
- Give receipts for copying and stamps to the Treasurer for reimbursement.
Thanks. Terry