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Red Tape and Other Fun Stuff

Administrative information

Dear Board Members and Committee Chairs,

Here are some things that you should know about scheduling, procedures, etc. I hope all of you will feel free to ask for my help when needed. Clear communication and early planning go a long way to facilitate a smooth and successful outcome for any endeavor, especially big or important projects. Please call me at 799-0845 with questions or concerns.  Isabel Oake UUFC Administrative coordinator.
 

The Unigram

Our newsletter, the Unigram, is published biweekly and has a circulation of around 300. The deadline for newsletter items is 1:00pm on the Sundayprior to the Tuesday mailing date. Sometimes I produce the Unigram on Sunday afternoon, so if you anticipate not being able to observe this deadline, please talk to me about it as soon as you are aware of the situation. Additions or changes received unexpectedly after the deadline are subject to the chaos that naturally arises from the production process.

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Submissions:

Unigram items should be submitted in the form in which you wish them to appear. Please provide all pertinent information -- including your name and a daytime phone number where you can be reached. Any item which reflects an editorial opinion of any kind should be (will be!) signed with the writer’s name. Unsigned material may be edited or omitted from the newsletter, especially if it contains questionable content or purports to express the view of our leadership.

Items-- typed or handwritten-- may be placed in the Unigram box (currently yellow and blue) in the social hall. Email submissions should be clearly designated as such. Email messages that are not marked "Unigram"may be overlooked. Send to UUFC@bigfoot.com.  Text within the body of the message is preferable to attachments. Text files on 3.5-inch diskettes are also fine--please label clearly.

The optimum run time for items advertising major Fellowship events is three issues. After the first appearance, items may be condensed or edited for space.

Brochures and flyers should be submitted as white copy so that they will reproduce clearly.

Newsletter material submitted in accordance with these guidelines and the deadline will be given priority.

 Sometimes we skip a newsletter during the holidays or postpone publication by a week, which alters the regular two-week schedule. Please pay particular attention to newsletter deadline announcements around the winter holiday season.

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Order of Service

The deadline for all Order of Service material-- including cover art preferences, calendar items, and requests for inserts or printed announcements-- is noon on the Thursday before the Sunday service.
 

The Calendar and Building Use:

Any and all use of our building and/or grounds must be scheduled through the administrator’s office to ensure to availability of the space and time you want. This includes workdays; maintenance, repairs, or construction done by volunteers or professionals; events set-up; rehearsals; small meetings. Events not scheduled through the administrator are not guaranteed space availability.

Those of you who work at my desk, if you let me know you’re coming, I’ll neaten the work space for you!!

Keyholding Group Leaders, Committee Chairs, etc. are expected to ensure that lights are out, machines shut down, and AC or heat turned off when your group leaves the building. Please be mindful that our facility is a shared space and that others will come behind you. Please leave the building as you found it (or better!). Be sure to return items to their places. Special care should be taken with food and drinks. .

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A Word about Office Machinery


Last spring UUFC acquired a new piece of equipment-- a digital duplicator, which we have leased from IKON. This machine, which is now in Room One, is used for high-volume printing jobs.Please do not try to use itunless Patrick or I have shown you how it works!

While the Canon copier in my office is still being used for small jobs, it becomes less cost-effective when used for large runs. If you need more than 25 copies of any single page, please see me about making your copies on the new machine.

If you do not know how to use the copier, please see me and I will train you.
 

Mailings:

Please talk with me before starting work on any large mailing to be sure that we have the needed supplies, postage, etc. For many of these endeavors, I can provide mailing labels if they are requested in advance.
 

Bulk Mail

There are rules about what can and cannot be sent using our bulk mail account. These are the post office’s rules and we can lose our bulk mail permit if they are violated. We must have at least 200 pieces of identical mail in order to legitimately use this account. Each piece must have our bulk mail imprint in the upper right hand corner. Please see me beforeplanning to use bulk mail.

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Supplies

Office supplies and materials for UUFC events and projects-- such as stationary and envelopes, postage, paper, writing supplies, flip charts, etc-- may be ordered through the office if they are requested a week (or better, two weeks) in advance of the time they’re needed. The cost of these materials will be charged to the committee requesting them.
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Money Matters

Questions about your pledge or contribution status
should be directed to me. Addressing such inquiries to the Treasurer or Finance Committee can result in delays. If necessary, please have check numbers handy when asking for a verification of our records.

Requests for checks
should be placed in the administrator's box in room one or brought to my attention.

Requests for reimbursement
should be submitted as soon as possible after the expense is incurred in order for you to get your money in a timely manner and so our books will reflect accurately how and when we spend our money. There is often a short delay in reimbursement since all checks must be signed by the treasurer and because our cash flow is sometimes irregular.

No cash is to be stored in the building.

Red Tape and Other Fun Stuff All board members, committee chairs, and anyone who coordinates events, organizes building use, or has a key to the building should have a copy of Red Tape and Other Fun Stuff, an explanation of the procedures which help our organization to run smoothly. Please see me for a copy if you do not have one. [Or print out this page]
 

Please feel free to come to me with questions or concerns about these things.


Administrator, uufc@bigfoot.com

(composed by a former administrator, Laura Ingram)

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