Emails

Responsibility of Corresponding Secretary

2025/2026 Editor: Jessica Rostow, (jessicarostow1@gmail.com)

Emails will be sent in a singular message on a weekly basis by the Corresponding Secretary, unless the President determines otherwise.

Committees: Members should send your information to the Chair of your committee who will then send them to the Corresponding Secretary. Emails sent to the full membership should contain information relevant to members. Communications among Committee members can happen at anytime and does not need the approval of the President.

Schedule: Committee chairs send emails to the Corresponding Secretary (jessicarostow1@gmail.com) by Friday of each week. Please include the name and contact information of the person submitting the information.

Emails will be sent to members by the following Tuesday.

Newsletter:

Responsibility of Newsletter Publisher

2025/26 Editor: Jessica Rostow 

Text: Brief straight text narrative of event (include key info – date, time, RSVP contact, links); No special formatting please! Photos: Use jpeg format. Horizontal orientation preferred. Medium file size. Include photo credit.

Website:

Website: 2025/2026 Mary Lachman

Chair of each committee forwards articles, calendar info & photos to the Communications Chair who will provide information to webmaster who will upload it once weekly.

If you notice content that needs to be archived, please contact Jane Snaider (janesnaider@gmail.com)

Communications Chair will determine if information received is more suitable for the newsletter & will forward it to the Newsletter Publisher.

Calendar will be managed by the calendar editor. Information will be gathered from minutes, general emails, committee chairs and newsletter.

Social Media:

Social Media Guidelines

Photo/Image Consent & Release Form

Content Submission & Release Form

Chair

Provides oversight of and coordination among principal communication vehicles (newsletter, website, calendar, social media and emails) in order to maximize the effectiveness of club communications, to develop and disseminate guidelines for the appropriate use of each vehicle, and to serve as a conduit between the Communications Committee and the Board.

Ensures website security and software are maintained (budget required for web design consultant) and maintains domain registration, other TLD registration, WHOIA information, web hosting, renewal, SSl subscription and similar requirements.

Webmaster

Maintains, configures and enters current content consistent with the structure and intent of the website, including monthly Board and General Meeting minutes when approved as well as committee information.

Ensuring the website operates correctly, and in accordance with the goals of the Garden Club of New Haven.

Oversees annual updating with new programs, members and other pertinent information. Information older than 2 years will be archived.

Ensures website security and software are maintained (budget required for web design consultant) and maintains domain registration, other TLD registration, WHOIA information, web hosting, renewal, SSl subscription and similar requirements.

Calendar Editor

Enters Club activities, board and general meetings, events of interest to members onto the master calendar-time, include location and brief description.

Reaches out to committee chairs and President, reads minutes, on a regular basis to keep current on activities that need posting.

Newsletter Publisher

Creates and sends monthly Newsletters to membership, via email or snail mail as needed. Content includes, President’s letter, upcoming monthly meeting and upcoming dates of importance, club and committee notices, and opportunities offered by GCA and Federated.

Corresponding Secretary

Sends email notices of club meetings, committee, community, Federated, and GCA events with the approval of the President.

Maintains and oversees sign-in sheets at General Meetings and reports the attendance when needed.

Checks post office box when necessary.

Sends out annual dues notices (February 1) by email and by snail mail as needed.

Sends new members (provisionals) a welcome letter and Articles of the Association, bylaws,

and a copy of the member directory.

Distributes new member directory at October meeting.

Responsible for member name tags. Either home printing or Minute Man press.

Recording Secretary

Keeps minutes of General Meetings, the Board of Directors and the Executive Committee and records attendance at Board and Executive Committee Meetings.

Maintains a file of essential records and documents including all Standing Committees and the Annual Report.

Social Media Coordinator

Responsible for enhancing the club’s online presence and engagement on platforms like Instagram and Facebook. This role involves creating and sharing content to keep club members and possibly the wider community updated about upcoming events, committee activities, member photos, and relevant news.

Works closely with other committee members to gather information, photos, and videos, ensuring that the club’s mission and values are effectively conveyed through online communications. By managing and leveraging social media platforms, helps promote member and community involvement and fosters a greater appreciation for the Garden Club of New Haven.