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3. Glad Tidings Secretary
The job of the Glad Tidings Secretary is two-fold. She is the promotional and circulation representative for the magazine in her congregation. One duty cannot be accomplished without the other, and neither are done adequately unless she services the whole congregation, not simply the WMS group.
Promotion
In her promotional duties, personal contact is the main tool of the trade. It is more than making an announcement to the group; it includes such things as pointing out articles of interest to subscribers and non-subscribers, distributing promotional copies to non-subscribers and encouraging subscribers to renew their subscriptions. It is a year-round job.
Besides personal contact, the promotional job includes making the magazine available. Place it in the vestibule of the church, advertise it periodically in the bulletin, place promotional copies in displays, put up posters ... the methods of promotion are without limit.
Circulation
The magazines are mailed from the printer. The print-out (mailing list) and the labels which are attached to the magazines are done by a computer so it is important for the Secretary to follow these directions to assure that we have the correct information to send to the printer.
Print-out (Mailing List)
Two copies of your group’s mailing list will be sent to you in the late summer. Please process the print-out as directed in the mailing, keeping one copy in your file for information. Return the other copy to the Glad Tidings office enclosing a cheque or money order payable to Glad Tidings. Notification of any change in subscription rate will be found in the summer letter to secretaries and in the Glad Tidings after annual Council Meeting.
Since the office must send information to the printer’s two months in advance, please complete the print-out, collect the money and return them to the office by November 1.
- All information should be put on the print-out (mailing list). The print-out is designed to cut down the amount of work the Glad Tidings Secretary and the office would otherwise have to do. Used properly, the system increases efficiency. Subscribers for large print and cassette tapes must be listed separately.
- Enter any necessary corrections or deletions on both of the new mailing lists. Destroy any previous mailing list you may have in your files
- To renew a subscription: check to see all information is correct and write renewal beside the name.
- To make corrections: put a thin line through the incorrect information and write in the correction. Do not obliterate the original; we need to be able to read that information.
- If a name has been omitted from your list, note this on the bottom of the sheet giving name, address and if possible all the numbers on the label.
- To add new subscriptions: under a heading new, list the subscribers’ names and addresses on the print-out (including postal codes). If you enter a name on your list which previously belonged to another group, kindly state this and include their old group number.
- If a subscriber leaves your group and moves to another, please indicate and include the new address so we can continue to send their Glad Tidings. Kindly indicate if this is the minister or spouse.
- To cancel a subscription, write cancel beside the name and the reason, ie, deceased, health, moved, not contacted, disliked the magazine, etc.
- If names appear on your list which do not belong, kindly let us know, but do not cancel them. Usually they belong to another list.
- New subscriptions may be secured at any time during the year. However, it does take approximately two months to have a name processed.
- Changes of address, names and cancellations should be sent in immediately after they occur. Magazines returned from the Post Office because of incorrect addresses cost us money!
Problems
- If any subscribers do not receive their magazines, kindly check with the local Post Office first, then notify us.
- In any correspondence with the Glad Tidings office, please quote the group number.
One Last Point
As Glad Tidings Secretary you are the key person in our operation. Make sure the Glad Tidings Circulation Department at 50 Wynford Dr., Toronto, ON, M3C 1J7 knows your name and your correct address. If you cease to be the Glad Tidings Secretary, please pass any information you have to the appropriate person and notify the office of this change.
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