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Recently several Neighborhood Associations have inquired about “the rules” for City-funded mailings. In responding, we put together the following checklist, which we thought could be useful to other Neighborhood Associations.
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Number of City-Funded Mailings Per Year: Neighborhood Associations may request one City-funded mailing per fiscal year (June 30th - July 1st). [Note: If you are not sure whether your Neighborhood Association has done a mailing this fiscal year, please check with Neighborhood Resources at Neighborhood@tucsonaz.gov.]
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Mailing Types: Mailings can be up-to-a-4-page newsletter or a quarter-of-a-page or a half-page postcard. [Note: Neighborhood Resources can provide samples of newsletters and/or postcards. Please email Neighborhood@tucsonaz.gov.]
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Black-and-White Printing vs. Color: The City funds black-and-white printing only. However, if a Neighborhood Association would like the mailing to be printed in color, arrangements can be made with the vendor for the Association to pay the difference between the cost of the black and white printing and the color printing.
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Required Disclaimer: The following disclaimer (in italics) is required for inclusion on all City-funded mailings for Neighborhood Associations. This is usually included in smaller type than the text in the body of the mailing and located at the bottom of a page. The City of Tucson, its officers and employees, its Planning and Development Services Department and all other offices neither agrees nor disagrees with the views expressed or implied in this communication or any referenced websites and are not therefore responsible. The distribution requester is solely responsible.
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Submitting Mailing to City for Review: Provide your mailing to Neighborhood Resources at Neighborhood@tucsonaz.gov. Mailings funded with City funds are reviewed to make sure they do not include advertising or political advocacy. If there are references to City project or programs, appropriate staff reviews those for accuracy.
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Time City & Vendor Need to Process Mailings: To process mailings, please allow 18 days for newsletters and 10 days for postcards from City receipt through printing and getting the mailing into mailboxes. [Note: Please note, if during the City’s review of the mailing, an issue is identified that needs to be resolved by the Neighborhood Association, it could add a bit of time to the overall processing.]
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If Announcing Meeting Date, Need to Check Bylaws: If a mailing is announcing a meeting, it is important to check the Neighborhood Association bylaws to see if there is a requirement for number of days in advance of a meeting that notice must be provided. Any such requirement should be taken into account when figuring out the schedule for getting a mailing to the City for processing. [Note: If you have questions regarding scheduling, please email Neighborhood@tucsonaz.gov.]
Thanks to all of you who help keep your neighbors informed through use of the City-funded mailing and other means. Finally, if you have questions that haven’t been answered in this checklist, please email Neighborhood@tucsonaz.gov.
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