Fwd: From the BoD: Kingdom Newsletters to go Electronic January 1, 2012
- 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
You may share this information to any and all who are affected. This is a
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
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
• 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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