Agenda Packets - 1990/11/05 - Laserfiche WebLink

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MEMO TO: MAYOR & COUNCILMEMBERS FROM: STAFF • DATE: OCTOBER 25, 1990 SUBJECT: POLICIES FOR PREPARATION OF THE CITY NEWSLETTER There seems to be a need to set a policy regarding the preparation of the City Newsletter in an effort to encourage compliance to the deadlines and to ensure error-free text. Two suggestions for policy in the preparation of the City Newsletter is offered in this memo. One policy is the strict compliance to the schedule of deadlines. A schedule of dates and assignments is distributed to staff and council in most cases at least two to three weeks in advance of the deadline dates. It has been experienced that a few individuals tend to delay the process of the printing due to late submission of their material. In a recent case, the publisher was standing, waiting in the office for the material to be handed to him as it was being printed. This leaves inadequate time to proofread the material. In another case, the delay of an article resulted in the material • being faxed to the printer and the need for it to be typeset at an additional cost to the City. There has been many occasions where one article held up the printing of the newsletter by a couple of days. It is suggested that a policy be made so that deadlines be adhered to strictly and that any material submitted after the deadline will simply be omitted and held for the next newsletter. The second policy which is suggested requires the author of each article to be responsible for proof-reading the printed copy. This would put the responsibility of corrections on the author. A special deadline date for proofread material will then be incorporated into the timeline. This added step will hopefully provide an error-free City Newsletter. Staff recommends that the City Council approve by motion these two policies regarding the preparation of the City Newsletter.