YearBook Committee Notes

Yearbook Committee – The Executive committee appoints the chair. Two or 3 committee members needed.

Article VII Section 5
Goal: to produce the new Yearbook before the first board meeting in September.

Actions: work with Treasurer and Membership chairs to finalize the role-of-members list for the coming year; update contact information.

  • Update officers and committee members.
  • Get financial report from Treasurer. (convert Excel spreadsheet to Word doc or PDF)
  • Update past presidents list.
  • Finalize calendar for coming year including programs calendar, board meeting calendar, Friendship tree lighting date, Fall Trip date (the date if not the destination).
  • Names of scholarship winners.
  • Request any other additions or subtractions to the Yearbook from Executive Board, i.e. by-law changes.

In August ask Membership chair and Treasurer for list of paid members and status of any pending members. (Annual meeting is the deadline for members to pay dues but we stretch it to Aug 1.)

The chair should be gathering the above information into separate Word documents.

Contact  My Print & Copy in Beverly. They have all the files.

Get proofs back (ask for enough proofs for each committee member). Remember you want the finished booklet for the Sept executive meeting.  We get the same order every year, 120 copies, send bill to the PO Box 11. (Check with Membership and Treasurer re number of members)

The committee will meet and read through role-of-members and other changes. Try to maintain the same format, especially for the role-of-members.  Proofreading is very important.

Distribute copies at the Sept board meeting.

At luncheons (Sept & Oct) sit at entrance and distribute Yearbooks, checking off names.

In Nov remind members to get their Yearbook.

In January mail Yearbooks to the remaining members.

Bring extra Yearbooks to monthly meetings.

Throughout the year update members contact information and keep a list of members who join during the year (or pass away).

ADDITIONAL REMINDERS: Create name tags for new members and replacements for current members.

  • Aug 1 deadline for members to pay for upcoming year
  • Need the Yearbook for 1st board meeting in Sept, end of Aug is better
  • CHANGE DATES ON COVER
  • Check for past presidents who have passed away in the last year