Motion:
To propose that Area 58 add an additional $750 to the current Newsletter budget to purchase
a Windows based laptop with the Microsoft Publisher program that is used to create, publish,
and store the quarterly Newsletter, Common Grounds.
Intent/Purpose:
To simplify the current process of requiring the new editor to have a Microsoft Office account
or to download the program onto their personal computer
To provide each rotating editor a Windows base laptop with the most current Publisher
version already installed and transferrable for the creation, publishing, and storage of each
quarterly Newsletter
To provide archival access to templates and past newsletters for each new editor to view or
copy when developing the newsletter eliminating the need to start from scratch
Current Practice:
The “rotating in” Newsletter chair must download the Microsoft Publisher program onto their
personal computer to develop, create, publish, and store each quarterly newsletter files,
Publisher files as well as PDF files
Attempts to download the program from the Area 58 account to a personal computer outside
the organization can be flawed and cause delays to the process and outcome
This sets up the need to create a new Newsletter from scratch without benefit of accessing
past Newsletter templates for examples
This will require the Hardware/Software Support Coordinator to keep track of needed
upgrades and/or new purchases of programs or laptops as well as provide each new editor with access codes
Budgetary Impact:
Current pricing of a basic laptop is between $750 and $1000
Current cost of the Microsoft Publisher program is $159.95 for a full purchase, without
recurring yearly costs
These prices will vary and may need to be revisited after each rotation to determine if the
laptop is performing as needed or if it will need to be replaced
Current Annual Budget for the Newsletter is $1,000. The request for an increase to the
budget of an additional $750 will be to cover price increases and still maintain possible
printing and postage costs