OFTP

Printing and Mailing Coordinator's mandate and guidelines

The boundaries of this coordinator's zone of decision-making responsibility are outlined in the mandate and guidelines below, which serve as a job description for that position.

The following applies to all administrators:

Their mandate is established in consultation with the executive.

They may be expected to follow certain guidelines in carrying out that mandate.

Their routine expenses are pre-approved.

They have autonomy to carry out the ordinary tasks involved in any way they see fit, within the mandate, guidelines and budget assigned to them.

They are expected to consult with the executive about plans that would take them beyond the agreed-upon mandate, guidelines and/or budget.

Mandate

receive master copy of newsletter from Newsletter Editor and have it printed based on quantities given by Membership Secretary, plus sufficient extra for any conferences/expos/info nights that may be scheduled before the next newsletter issue
prepare envelopes as follows:
- a) stamping return address on envelope,
- b) printing and placing mailing labels on envelope using current database provided by Membership Secretary,
- c) placing postage on envelope
stuff envelopes with newsletter, inserts and membership renewal notices where necessary (renewal notices are sent to members expiring in the month of and the month following the date of the newsletter; e.g. February newsletter includes notices to members expiring in February and March)
place newsletters in the mail
hold extra newsletters and any inserts for inclusion in new member packages
prepare and send new member packages whenever Membership Secretary provides new member information
prepare and send renewal packages whenever Membership Secretary provides this information
prepare and send general information packages at request of area reps, hotline volunteers, enquiries recipient, or by any other source
prepare and send instructions and information to hotline volunteer whenever Hotline Coordinator provides volunteer contact information
prepare and send info packages to area reps in coordination with Area Rep Coordinator
maintain adequate supply of OFTP handouts and brochures for use in new member packages, general information requests, as well as for conferences, expos and information nights
send supplies of brochures to any member requesting them for distribution in libraries, local support groups, etc.
maintain hard copy (paper) newsletter archives

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Guidelines

Newsletter is published 6 times per year - February, April, June, August, October, December

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