As Chair of the Program Committee:
Ensure appropriate room arrangement for general meetings.
President shall be added to bank accounts with equal access with one signature required on checks under the amount of $1000.00. Amounts $1000.00 and over will require both Treasurer and President’s signatures.
As a member of the EXECUTIVE COMMITTEE attend all Executive Committee and Board of Director meetings.
The Newsletter was created in a very simple email format for ease of distribution to both email and non-email members. It does not require any other program, only access to and the ability to send and receive emails. The email format was established prior to Judith Knight taking the newsletter over. Judith then designed the newsletter in a design program called InDesign. When an issue of the newsletter is completed, it is converted in a pdf file and sent to the OPK Board Members for approval. They respond to Judith and she makes any changes or corrections in the InDesign program and then converts it to a pdf file prior to sending it out to the membership.
The Newsletter Editor receives input for the next issue from Board Members, mainly the Vice President following the last monthly membership meeting. Program information for the next newsletter should be supplied by the Vice President. She researches the next month’s program, and gathers additional information and pictures from the Internet or other available sources. Input for the next Newsletter includes: a recap of the monthly meeting that just took place (supplied by the Secretary); the new program for the next monthly meeting; new member information; requested patterns; and any other newsworthy information. Some repetitive information is also copied from the prior issues.
The Membership Chair sends an updated Membership List in the beginning of the year to the Newsletter Editor who creates several updated email lists in segments of no more than 20 email names (if the lists are greater than 20 names the Newsletter can be tagged as SPAM and may not be delivered). As the year progresses and new members join, the Membership Chair keeps the Newsletter Editor updated with new member’s name, email, home address and phone numbers so that she can include this information in the Newsletter and updates her email mailing list.
The Newsletter should be emailed on the first day of the month. Print copies should be printed out; envelopes made, stamped, and mailed the first of the month if it does not fall on a Sunday or holiday.
Go to the prior month’s email Newsletter and copy and paste those items that need to appear in the next email Newsletter, onto a new blank email. Add those items that Board members email to you for the next issue of the Newsletter, in the appropriate sequence.
On the weekend prior to the Monthly Meeting, edit out the recap information of the Newsletter and lead with the upcoming Meetings program. Email copies to the membership list. There is no need to print and mail copies to the few people who only receive mail.Use OPK’s flash drive to store pdf files of past.
The Arizona Daily Star (ADS):
Go to ADS by www.tucson.com;
Select Menu on the far left of screen;
Select Entertainment from the pop up list;
Under Entertainment Select List Your Event;
Login/Register: After Logging in select continue;
Respond to the series of questions regarding each event. Once completed, select submit
ADS will present a draft of the event for your review upon approval ADS will review the event and notify you when it has been added to the Calendar. Keep in mind this process can take up to 72 hours.
SpinGo is a marketing program that post announcements are advertising to several local sites. This program offers free and paid opportunities. OPK has selected to use the free opportunities which published on several community calendars such as The Marana News, Tucson Weekly, KVOA News website etc..
Go to spingo.com;
Select List My Event on the right side of the screen;
Complete requested materials regarding the OPK event in three section:
After confirmation, SpinGo will review request to ensure information conforms to the policies where the information is posted. If it complies, SpinGo will post the materials and send confirmation within 24 to 48 hours after submittal.
There are several other publications that OPK may advertise for a fee, such as the Desert Leaf etc. However, the fee currently ranges between $25-35/per/month/per publication. This option is somewhat limited in some of the publications as to how often or how many days that they will publish the material. This is something that this individual will need to consult with the OPK Board to ensure that this is an expense that the organization will assume.