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Fwd: From the BoD: Kingdom Newsletters to go Electronic January 1, 2012

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  • Gregory 'Ash' Miller
    ... From: Judith A Kirk Date: Fri, Feb 11, 2011 at 7:44 AM Subject: [Mid] From the BoD: Kingdom
    Message 1 of 1 , Feb 11, 2011
      Forwarding to ensure good dissemination of knowledge:

      ---------- Forwarded message ----------
      From: Judith A Kirk <judith.a.kirk@...>
      Date: Fri, Feb 11, 2011 at 7:44 AM
      Subject: [Mid] From the BoD: Kingdom Newsletters to go Elecgtronic January 1, 2012

      Hello everyone,

      You may share this information to any and all who are affected. This is a
      long message.

      As part of the Corporate office's ongoing revision of SCA procedures as the
      need for cost-cutting measures becomes more and more acute, I have
      information of major significance to share with you.

      There are big changes coming to the way the SCA communicates information to
      its members via Kingdom Newsletters. I am enclosing a letter from the BoD
      that was issued this week regarding a 60% reduction in the stipend sent to
      each kingdom for printing and mailing kingdom newsletters, as well as
      information regarding the definite move from print Kingdom newsletters, to a
      totally electronic format.

      This change is coming very quickly, in SCA standards, it's expected the
      total change will be done by January 1, 2012.

      I have no other information at this time regarding the process or how
      extended memberships may be affected by this move. Feel free to share your
      comments with me, or our Kingdom Ombudsman. Comments sent to me will be
      forwarded up the line.

      This will be an exciting and major change, please bear with the Chronicler's
      office and officers as we move away from the restrictions of print to the
      unlimited possibilities of an electronic newsletter world. There are bound
      to be some glitches and sticky wickets along the way, but I will keep you as
      informed as I am able, as this process unfolds, so we are all equipped with
      as much information as possible.

      Here in the Middle Kingdom our budget for The Pale is strong and more than
      sufficient for us to handle the reduction in corporate stipends without
      sacrificing quality or content. We will still allow event ads to run in more
      than one newsletter, and we will still be able to accept copy for events out
      of kingdom that have proximity to our populace, such as Border Raids and
      Blackstone Raids. I am very excited and proud to be part of a Kingdom that
      has so strongly supported The Pale.

      Banbharun Siobhan O'Neill
      Middle Kingdom Chronicler


      Due to external economic conditions and increased overall costs facing the
      SCA Inc., the Board of Directors and senior staff have been forced to make
      over $250,000 in cost cutting measures to the 2011 budget in order to ensure
      continued operations.

      The largest recurring expense for the SCA at the corporate level is the
      stipend payments made to the Kingdoms for publishing hardcopy newsletters.
       As our modern society moves increasingly away from hardcopy publishing to
      electronic mediums, the costs of hardcopy publishing have increased
      proportionally. Based on the need to curb these costs, and the responses of
      the membership in the 2010 census, the Board of Directors believes it is
      essential for the continued financial health of the SCA to transition the
      organization away from paper newsletters. Accordingly, the SCA has initiated
      a project to transition all kingdoms to e-newsletters, and is projecting
      implementation by Jan 1, 2012. Until the SCA has the infrastructure in place
      to support e-newsletters, the 2011 stipend amount provided by the corporate
      level for production assistance will be reduced to cover only those aspects
      required by the governing documents. This will reduce the overall stipend
      for mailings and production by 60%. The decrease will begin with the stipend
      checks being mailed after the end of the 1st quarter of 2011. The Board of
      Directors greatly regrets the necessity of making these changes to the
      stipend structure, but feels that it is the best of an array of difficult
      options to execute its fiduciary responsibility to the membership of the

      This means that postage will still be covered for all mailing classes,
      including the expected postal rate increase later this year, but the
      production stipend will be greatly reduced.  Most components of newsletter
      production costs are controlled at the Kingdom level, including newsletter
      size, use of color printing, page count due to non-required information, and
      printing companies utilized. Thus, Kingdom Chroniclers have several tools at
      their disposal to lessen the impact of the stipend decrease. To further
      mitigate the financial impact to the Kingdoms, the following changes in
      required inclusions will be effective with April 2011 newsletters:
      •       Membership forms will no longer be required to be published
      •       The list of Board of Director nominees will no longer be required to
      be published
      •       Full Society regnum will no longer be required to be published.
       Contact information for the Kingdom Ombudsman must still be included.
      •       A statement indicating where to locate the additional information on
      www.sca.org and/or Kingdom websites will be required to be published.

      As additional reminders, branch event announcements are only required to be
      published for the month in which the event occurs.  Should the branch event
      occur in the first week of the month, publication in only the prior month is
      acceptable.  Please refer to the Chronicler’s Handbook for the minimum event
      information required for publication.

      The Society Chronicler has information available for the printing house in
      Knoxville, Tennessee (USA) that several Kingdoms have already been utilizing
      for more cost-effective printing and mailing services.

      Fundraising that is specifically done for the purpose of newsletter
      publication is still allowed, but (as always) is at the discretion of the

      The Board of Directors, SCA, Inc. greatly appreciates the time and effort
      put into newsletters produced at all levels of the organization  and is
      committed to implementing a financially responsible process to provide
      information to the membership by a blend of electronic and hardcopy media.

      Please contact your ombudsman with questions or concerns.

      Board of Directors, SCA, Inc.

      From:  Judith A Kirk <judith.a.kirk@...>
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