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I <br /> s49 <br /> MEMO TO :MAYOR AND COUNCILMEMBERS <br /> 410 FROM :RIC MINETOR, ACTING CLE'K-ADMINISTRATOR <br /> .�/. <br /> DATE :OCTOBER 25, 1990 <br /> SUBJECT :POLICIES FOR PREPARATION OF CITY NEWSLETTER <br /> The City Newsletter is published every two months. A memorandum <br /> to staff is distributed approximately two weeks prior to <br /> publication regarding article assignments and deadlines for <br /> submission of these articles. City staff and Council have <br /> approximately two weeks to prepare their copy for the upcoming <br /> newsletter. The newsletter staff then has approximately three to <br /> four working days to prepare the final copy which goes to the <br /> printer in a "camera ready" form. This process of presenting the <br /> copy in "camera ready" form provides for a considerably less <br /> expensive publication in comparison to a typeset format. <br /> Therefore, as many of the submitted articles are of a timely <br /> nature, it is imperative that they are given to the newsletter <br /> staff by the deadline. <br /> When articles are submitted past the deadline, during the <br /> keylining and paste-up phase of the newsletter, they are often <br /> done in haste in order to meet the printing deadline. All of the <br /> newsletter copy is subjected to a grammar and spell check word <br /> processing mode. However, sentences can be grammatically correct <br /> • and still be inaccurate and change the meaning of the sentence, <br /> i.e. "not" as compared to "now". <br /> It is unfortunate when these typographical errors occur, but it <br /> is felt that by stringently abiding by the deadlines, two factors <br /> will occur: <br /> 1. The newsletter staff will have adequate time to type, <br /> format, keyline and proofread submitted articles. <br /> 2. Individuals contributing articles will have sufficient time <br /> to proofread their own articles prior to publication and <br /> thus eliminate inaccuracies. <br /> Staff recommends that a policy be set in which articles not <br /> submitted to the newsletter staff by the indicated deadline date, <br /> be withheld from that newsletter and published in the next <br /> newsletter; provided the information is still accurate and <br /> timely. <br /> /RM <br /> 410 <br />