Treasurer should verify that there is sufficient money in the Post Office postage account, which is at the Poughkeepsie Main Post Office, at Mansion and Market Streets. Call 452-3421, and ask for the Bulk Mail Department. Pat Callahan, in the Bulk Bulk Mail Department of the Poughkeepsie Post Office, is a fount of wisdom regarding bulk mail matters. Mail Department hours are 10:00 AM to 12:00 PM, and 1:00 PM to 4:00 PM, Monday thru Friday. Our account number is 85. {If the funds are getting low (each mailing costs about $75.00), call the chapter treasurer, Ralph Pollard (845-462-3389), to issue a check to the Postmaster, for enough money to cover the cost of three to four mailings. Also, note that the annual permit renewal fee of $100.00 is due in March. The treasurer receives and pays this bill directly.}
For the newsletter (Mid Hudson Trails) mailings, contact the ADK Member Services Coordinator, Bonnie Langdon (1-800-395-8080, Ext 30) Email: bonnie@adk.org, {04/01/04 we are currently not following this process(to send a mailing file electronically to our printer, Spectrum Graphics, at JOBS@spectrum-graphics.com. This file contains mailing addresses for the Mid-Hudson Chapter membership, including affiliates, plus all of the ADK Chapter Chairs. This file gets sent pretty quickly. If it is sent long before the newsletter is ready, just let the printer know which mailing it is for. Jim Surico (473-4400) is a contact at the printer.)}
The Newsletter Chair, Brianne Seipp (845-471-2314) Email: b2spz@aol.com, brings the Newsletter to be printed at The UPS Store in the Poughkeepsie Plaza(Marshall’s Mall). They already have us on file as tax-exempt, have the same prices as Office Depot and do not require a ‘Card with account numbers’ like Office Depot does.
{04/01/04 we are currently not following this process(e-mail the newsletter to the printer, Spectrum Graphics. Check with him when he plans to send it, and then make sure the printer gets the newsletter out quickly. Brianne usually sends it during the first week in March, June, September, and December. Spectrum’s Jim Surico will supervise getting the newsletter printed, labeled, sorted, and brought to the post office.)}
Once the newsletters have been mailed, contact the New Members Coordinator, Ellen Zelig (845-473-5557), for pickup of any leftover newsletters (usually about 50) from the Newsletter Chair. She sends the extra newsletters to new members who are not yet on our mailing list.
For newsletter mailings, call Sally Hunt (1-800-395-8080, Ext. 22), the ADK Membership Assistant, and have her mail the Mid-Hudson Chapter membership labels (including affiliates). You may wish to have them sent to you, or to whoever else will coordinate that particular mailing. The ADK Membership Assistant will mail the labels within two weeks, but usually the labels will be sent out within two to three days. It is good to keep an extra set of current mailing labels on hand, in case a mailing comes up on short notice. Labels come from the Club in order by Zip Code. Brianne separates the labels before putting them on the Newsletters so that the Newsletters are then presorted and ready for banding. Bring them to the Main Branch/City of Poughkeepsie bulk mailing dept. When you are facing the PO, make a right then the first left, then another quick left and drive right up the ramp. Bulk Mailing is located at the far left end of the area. Their process on 04/01/04 is the following:
Banding: Separate and Rubber Band; any 5-digit zip of more than 10 copies in packs of 25.
Example: Band 12601 zip codes in groups of 25 with the final 12601 pack as what is left. OR Band in packs of 25 the 00100’s and on up, and put them in the third flat.
Keep a listing of zips and totals as you go along. This information goes on the PO bulk mailing sheet.
--put 126 zip codes together in one flat(white container at Bulk Mailing Office)
--put 124 zip codes and 125 zip codes together in another flat and all the rest in a third flat.
After you’ve loaded the flyers into their flats and have your totals handy, push the door bell for service. Tell him we have an acct. Adirondack Mt. Club and he’ll give you the form to complete. Our Treasurer needs to know how much is spent and under what budget and what the PO balance is. Jot this down and Email to: ralphpollard@att.net
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The Mid-Hudson Chapter Bulk Mail Coordinator should be aware of upcoming Chapter events, so that he/she will be prepared to coordinate the mailings for those events.
Non-newsletter printings can be sent to The UPS Store in the Poughkeepsie Plaza or Office Depot(need acct. Numbers on card) next to Barnes & Noble across from IBM. After photocopy the flyer can be taken to the Association for Senior Citizens for labeling and mailing in the Family Partnership Building on Catherine St. in Pok. 2nd floor. Contact there is Bridget 914-706-8112. It takes advance planning of 7 days or so for them to do this for us, but it is a Free service. Tom Lint (266-3904) has been coordinating this for our Chapter. In this case, the Mid-Hudson Chapter Bulk Mail Coordinator will make sure the mailing labels are sent wherever Tom Lint wants them sent.