Category: Committees

• Ensure information contained in the newsletter is not objectionable to the general membership.
• Takes care that the general theme and image projected supports the goals of the organization.
• Style for RootesReview is one word and in italics
• Generally, success as a newsletter editor is based on relationships built with the regional reps and editors of other publications (British Marque magazine and other Rootes based publications)
• It is helpful to contact Regional Reps in mid month to request updates on activities.  Club events are encouraged. But interesting personal stories are welcome.
• The newsletter is published monthly, or as set forth by the Board. Periodic bi-monthly issues may be required if there is inadequate content to justify publication.
• Currently the RootesReview is built on Microsoft Publisher, always in a page number to be a multiple of four.
• Article lengths should not in general be longer than about 750 words. If it’s supplied longer, then consider publishing in parts over two or more issues.
• Regular features have been:

• Images should be supplied to the newsletter editor as full size images, 300 dpi is best.
• Provide final pdf (standard view) file to Webmaster to upload to the website.
• Distribute electronic versions to other clubs.  A current list of those are include on line t https://www.board.teae.org/2023/02/newsletter-editor/.
• Compiles the newsletter  and sends to the printer (currently DRSPrinting) the press quality PDF file and a spreadsheet provided by the membership chairman (or managed by Newsletter Editor)  listing the names and addresses of appropriate members.

• If the publication is longer than 12 pages, it is recommended that the file be uploaded to DropBox. Send the .csv file of members in an separate email and tell the Printer that the file has been uploaded.
• The printer prepares the Post Office requirements and sends ten copies to the Membership Chair for distribution to new members or to people who have paid for extra copies.

• We have begun to charge for extra printed copies because the cost of production printing and postage has increased significantly.
• Current prices to purchase back copies of RootesReview are listed on line here:  https://www.teae.org/purchase-rootesreviews/
• Send to the Webmaster one or more articles from the issue to be published on the website.
• Expiration dates are included to be printed on mailing labels.
• List of Electronic members (including at least email address, expiration date, and region are uploaded to MailChimp for distribution to those members. 
• Use the style sheet for publication found here: https://www.teae.org/rootesreview-style-sheet/ 
• A zip file of racetrack maps is on line here:  https://www.board.teae.org/wp-content/uploads/2023/08/racetrack-maps.zip
• Additional information is online at https://www.board.teae.org/2023/02/newsletter-editor/.

The pattern library shows what text looks like in each of the general styles
The style sheet is posted here

In addition to preparing the newsletter for publication, here’s how to get the addreses in the right places

1. Download all levels of members from the website
2. Sort by membership (printed and electronic)
3. Copy each class to its on page for manipulation. Do not delete the main page in case you have questions.

To prepare for printed mailing

• Delete columns A-G, N-U, W-Y (confirm contents of Z- admin) AA-AC, AE-AL
  leaving Address1 and 2, city, state,zip, country, expires, admin and display name
  • The printer uses the expires date as part of the first line on the labels
• Remove Kim and Jason Coleman
• Make sure YOU are on the list to get the printed version. Looking thru old issues in print is easier than searching thru the pdfs
• Replace Never with AutoRenew
• Prefix expiration date with exp.
• Sort by zip to confirm all addresses use +4 version
  https://tools.usps.com/zip-code-lookup.htm?byaddress#
• Make appropriate corrections in the online membership list
• Save the page as csv and send to printer with the press version of the RootesReview
• Generally include in the cover note: Total number of names, mention any that need to be hand addressed (to UK), +10 extra copies to membership chair

For electronic

• Replace Never with a far future date. I have been using 1/1/2050
• Delete colums A-E, F-U, W-Y (confirm contents of Z-admin), AA, AB, AE-AM
• From time to time import the first first names of member and joint member for import into Mailchimp
• From time to time write to people who have unsubscribed and remind them about the electronic version of the newsletter.
• They must go to https://www.teae.org/resubscribe-to-emails/ to signup again. You can not directly add them to the list
• Save the file as .csv for import into mailchimp
  • Wnen you import names, add a new tag so you know who should be getting THIS electronc version
  • Generally I copy the last campaign and adjust dates, titles etc before sending.
  • Please note: Our account only allows for 500 names for free. We could carry only the electronic people but I am loathe to do that.
• Be sure you have uploaded the electronic version to the website.

Under Construction

Some technical skills will make this job easier but still it requires attention to details

1. Maintain the website with appropriate backups and updates,
2. Ensure that website content is not objectionable to the membership.
3. Submit to the Treasurer an annual budget covering fees for hosting, domain registrations, plugin licenses, and other third‐party applications.
4. Manage contact from membership when the site doesn’t behave as expected. Interface with Dreamhost, the site host, when appropriate.
5. Interface with Membership Chair when problems arise.
6. Provide guidance on any updates to the website design and functionality.
7. Add new content either suggested by a member or found by the webmaster.
8. It would be VERY helpful if the newsletter chair would provide to the webmaster at least one story per month for publication on line.
9. Prepare a list of programs, plugins, and any other password protected content. This should NEVER be emailed. Make sure that whoever you give this to is not likely to go in and mess about.
   1. Ensure that one other person, known to the board, has access to log in the club websites and password protected sites mentioned above
10. The Forum is hosted on the website and administered by members with administrative FORUM rights. [expand]
11. Annually confirm the forwarding addresses of Regional Reps and Board Officers at Dreamhost. Make sure Board members and Leadership members are added to the discussion list hosted at Dreamhost.
12. Mailchimp RSS for updates to board.teae.org to board@teae.org which in turn goes to leadership@lists.board.teae.org. Confirm that the right people are on that list in Dreamhost panel here: https://panel.dreamhost.com/index.cgi?tree=mail.discussion
13. Upload via FTP newsletters provided by other clubs and update the TOC lists on appropriate pages
14. Upload via FTP RootesReview to the website and update the TOC page to include links there
15. FTP members only files are stored TEAE.org/cars/members_only
16. Update winners of club awards, location of United.
17. Prepare online United Registration forms. Using a previous version is a good place to start.
18. Prepare online voting ballot
19. Publish on line bios of people running for positions as well as the on line ballot
20. Publish the results of the election
21. Update the leadership here: https://www.teae.org/about/#board and include the expiration date of board members.
22. A great deal of support is required to manage the membership program, PaidMembershipsPro. There is excellent support offered by the company, but you must be able to understand and carry out their instructions.
23. Style for RootesReview is one word and in italics

Annually after the election

Update the forwarded teae.org mail and discussion groups to include new people

Update the leadership mailing list/discussion list in Dreamhost  https://panel.dreamhost.com/index.cgi?tree=mail.discussion

Confirm board and reps are tagged in Mailchimp

Update the expiration dates of officers and board members: Table 57 and 58

Domains we own
rootes.org	5/17/2023	17.99
rootesamerica.org	6/9/2023	17.99
sunbeamamerica.org	5/17/2023	17.99
sunbeamsunited.com	5/9/2023	17.99
teae.org	3/16/2024	17.99
tigerseast-alpineseast.org	3/23/2023	17.99
tigerseastaplineseast.org	3/23/2023	17.99
tigerseastaplineseast.com	3/23/2023	17.99

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General expenses

The ones Kerch pays for are also used on other client sites so TEAE does not have to pay for them. If Kerch gets hit by a bus, someone will have to pay

company	annual fees	kerch pays for	expires	notes
zoho	$12.72		7/17/2021	for MAIL TO TEAE.info
dreamshield (malware protection)	$119.96		in 2023	29.99 each for 4 sites
dreamhost.com domain names	$143.92			for 8 domains (see abve)
dreamhost.com hosting	$240		7/1/2025	paid for 3 years
namecheap.com	$17.16		2/25/2025	For the domain name - TEAE.info
Kerch currently pays for these		If Kerch dies these will have to be paid for by the club
cleantalk anti spam plugin		$8	11/12/2023	3 year payment
paidmembershipspro.com		$147	8/4/2021	THIS MUST BE SIGNED UP FOR IF I DIE!
thememylogin.com		$10	7/1/2022
gravitywiz.com		$149	7/20/2021	adds many options for payment and registratoin forms