CHAPTER X. POLICIES FOR STATE PUBLICATION AND WEBSITE
Dues of the Business and Profesional Women of Tennessee, Inc.( BPW / TN), include a subscription to the official publication. Therefore, to continue receiving the publication, dues must be paid by the established deadlines. The number of issues of the official publication will depend upon budgetary obligations. Local organizations, state officers, chairs, and others are encouraged to submit news items.
State Publication The state publication format for the ensuing year shall be determined by the President-elect and approved by the Executive Committee at the Executive Committee meeting prior to the Interim Board.
Should a contract for printing and / or mailing be needed. The President-elect should obtain at least two proposals for presentation to the Interim Board of Directors for approval of the contract.
Proposals for the contract should include the cost of printing and typesetting. Expenses for affixing labels, and first class postage sufficient to cover the cost of copies which must be mailed must be provided. Other considerations such as the cost of maintaining the mailing list and printing mailing labels should also be provided.
Submission of Materials The preferred method of submission is by electronic means. The materials should be submitted to the publication editor, copied to the state president.
• Submit all materials typed, double-spaced
• Be concise
• If local organization is planning a big event, such as a silver or golden anniversary, etc., plan ahead with the editor to get the proper coverage.
Deadlines
• Editor will set the deadlines for news, articles, reports, and pictures. All are expected to respect deadlines established.
Pictures
• Will be used if space permits
• Pictures can be submitted in photographic form or through e-mail. Persons in pictures should be identified by name, pictured left to right. When submitted by photograph, names should be typed on separate piece of paper and clipped to the photo. When submitted by e-mail, names should be typed into e-mail text.
• Newspaper pictures cannot be reproduced and should not be submitted
Distribution Distribution of the state publication will be via the U. S. Postal Service or via internet. Any member having an e- mail address will receive the publication via e-mail, unless the member makes a request to the circulation / publication editor to receive the publication via postal service. Any member not having e-mail access must have the publication distributed via postal service. The publication / circulation editor must ensure that all members receive the publication.
Changes of Address The publication circulation manager should be advised directly and immediately by the member of any change of address. This is most important. Not only will the member not receive the publication but the state must sustain the costs of the postage for all returned mail because of incorrect address.
The loss of a local member by death should be reported by the local organization president to the publication circulation manager so that the name may be removed from the circulation list.
Official Items by Issue
Summer Issue State Convention reports State Roster of Officers, Committees, LO Presidents State Calendar of Events Official Award Forms
Winter Issue Call and Registration form for Convention Applications for Convention Exhibits and
Program Ads Report of Bylaws amendments proposed Report of Handbook amendments adopted
Fall Issue Call and Registration form for Interim Board
Spring Issue Candidates for Office qualified by deadline Proposed Amendments to Bylaws
20 June 2011