MAILINGS CHAIRPERSON

The Mailings Chairperson is responsible for the preparation and posting of bulk mail for the Society. The Mailings Chair reports to the Vice President for Public Relations.

DUTIES

Material delivered to the chairperson can be prepared for mailing and mailed as seen fit; it can be done by the chairperson or a group of people, including membership-volunteers in attendance at a rehearsal break. The content of a bulk mailing (defined below) is not the responsibility of this chairperson (or committee).

GENERAL PROCEDURE FOR PREPARING MAILINGS

Several weeks prior to a concert, obtain mailing labels from the Operations Chairperson for Membership/Database; in many instances, the person(s) responsible for preparation of a particular mailing will already have done this. Affix labels and stamps to the mailing if this has not been done previously; it is prudent to check ahead of time to determine if you will receive the mailing already prepared for posting.

Items must be sorted by Zip code and placed in USPS provided boxes, labeled appropriately. The Bulk Mail room at the post office will provide labels and explain their use (see below).

Retain records of each mailing for the annual report.

PROCEDURE FOR MAILING

The Society has a non-profit permit (no. 77) for pre-sorted (by Zip code), standard mail letters and flats. These usually are the annual brochure and flyers for individual concerts; additional mailings can include the patrons letter and postal card-type announcements. There must be a total of at least 200 items in a given mailing for it to be eligible for reduced, bulk mailing rates.

The lowest bulk rate applies when there are more than 100 pieces for a single 3 or 5 number Zip code ("3/5 Letter" on PS Form 3602-NZ). If there are fewer than 100 pieces for a given Zip code, a slightly higher reduced rate applies.

Mailings are to be delivered to the Bulk Mail Room (tel 847 328 6236 x25) inside the rear dock of the Evanston Main Post Office, between 9am and 1pm, and 2-4 pm. Items must be sorted by Zip, placed in special USPS boxes with proper labels and inventoried on the appropriate form (all available from the USPS). Regulations are given in USPS Publication 95, Quick Service Guide.

Payment for mailings can be made personally, with reimbursement made by the Treasurer of the Society, or from monies previously deposited on account at the post office. The latter is a more efficient procedure, particularly if an annual deposit is made (at a postal service window).

TIME-LINES

As appropriate Process the mailings of the December (Christmas), March/April and May/June concerts.

June Participate in a transitional board meeting, if needed, to discuss the position with predecessor, to review job description and to submit an annual report.

July Box Rent due. The Society is billed and the Treasurer pays. Confirm this.

August Process the mailing of the annual brochure.

November Annual non-profit permit fee is due. The Society is billed and the Treasurer pays. Confirm this.

Revised: Bruce G. Gladfelter, August 15, 2006