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Communications Committee

This page details information relating to the operations of the Communications Committee, a sub-committee of the Church Council.

Contact

Email to: communications@gwuc.org.au

Responsibilities

The CommunicationsCommittee looks after a number of communications areas within the church, including

Meetings

Date

Agenda

Minutes

Report to Council/Congregation

02 July 2017

07 May 2017

CommunicationsAgenda20180507

CommunicationsReport20180507

05 Mar 2018

CommunicationsAgenda20180305

CommunicationsReport20180305

04 Dec 2017

CommunicationsAgenda20171204

CommunicationsReport20171204

09 Oct 2017

CommunicationsAgenda20171009

This meeting was cancelled.

03 July 2017

CommunicationsAgenda20170703

CommunicationsReport20170703

03 April 2017

CommunicationsAgenda20170403

CommunicationsReport20170403

06 Mar 2017

CommunicationsAgenda20170306

CommunicationsReport20170306

05 Dec 2016

CommunicationsAgenda20161205

CommunicationsReport20161205

03 Oct 2016

CommunicationsAgenda20161003

CommunicationsReport20161003

04 Jul 2016

CommunicationsAgenda20160704

CommunicationsReport20160704

09 May 2016

CommunicationsAgenda20160509

CommunicationsReport20160509

07 Mar 2016

CommunicationsAgenda20160307

CommunicationsReport20160307

14 Dec 2015

CommunicationsAgenda20151214

CommunicationsReport20151214

Nov 2015

CommunicationsAgenda20151116

31 Aug 2015

CommunicationsAgenda20150831

CommunicationsMinutes20150831

01 Jun 2015

CommunicationsAgenda20150420

CommunicationsMinutes20150601

15 Mar 2015

CommunicationsReport201503

16 Feb 2015

CommunicationsAgenda20150216

CommunicationsMinutes20150216

19 Jan 2015

CommunicationsAgenda20150119

CommunicationsMinutes20150119

03 Nov 2014

CommunicationsAgenda20141103

CommunicationsReport201411

06 Oct 2014

CommunicationsAgenda20141006

CommunicationsMinutes20141006

04 Aug 2014

CommunicationsAgenda20140804

CommunicationsMinutes20140804

07 Jul 2014

CommunicationsAgenda20140707

CommunicationsMinutes20140707

02 Jun 2014

CommunicationsAgenda20140602

CommunicationsMinutes20140602

05 May 2014

CommunicationsAgenda20140505

CommunicationsMinutes20140505

03 Mar 2014

CommunicationsAgenda20140303

CommunicationsMinutes20140303

03 Feb 2014

CommunicationsAgenda20140203

CommunicationsMinutes20140203

See meeting minutes

09 Dec 2013

CommunicationsAgenda20131209

CommunicationsMinutes20131209

See meeting minutes

14 Oct 2013

CommunicationsAgenda20131014

CommunicationsMinutes20131014

See meeting minutes

12 Aug 2013

CommunicationsAgenda20130812

CommunicationsMinutes20130812

08 Jul 2013

CommunicationsAgenda20130708

CommunicationsMinutes20130708

08 Apr 2013

CommunicationsAgenda20130408

CommunicationsMinutes20130408

11 Feb 2013

CommunicationsAgenda20130211

CommunicationsMinutes20130211

10 Dec 2012

CommunicationsAgenda20121210

CommunicationsMinutes20121210

CommunicationsReport20121210

24 Sep 2012

CommunicationsAgenda20120924

CommunicationsMinutes20120924

23 Jul 2012

CommunicationsAgenda20120723

CommunicationsMinutes20120723

Communications Report20120723

25 Jun 2012

CommunicationsAgenda20120625

CommunicationsMinutes20120625

30 Apr 2012

CommunicationsAgenda20120430

CommunicationsMinutes20120430

26 Mar 2012

CommunicationsAgenda20120326

CommunicationsMinutes20120326

CommunicationsReport201203

27 Feb 2012

CommunicationsAgenda20120227

CommunicationsMinutes20120227

CommunicationsReport20120227

12 Dec 2011

CommunicationsAgenda20111212

CommunicationsMinutes20111212

CommunicationsReport20111212

14 Nov 2011

CommunicationsAgenda20111114

CommunicationsMinutes20111114

12 Sep 2011

CommunicationsAgenda20110912

CommunicationsMinutes20110912

CommunicationsReport201109

08 Aug 2011

CommunicationsAgenda20110808

CommunicationsMinutes20110808

CommunicationsReport201108

13 Jun 2011

CommunicationsAgenda20110613

CommunicationsMinutes20110613

09 May 2011

CommunicationsAgenda20110509

CommunicationsMinutes20110509

14 Mar 2011

CommunicationsAgenda20110314

CommunicationsMinutes20110314

CommunicationsReport201103

01 Feb 2011

CommunicationsAgenda20110201

CommunicationsMinutes20110201

28 Sep 2010

CommunicationsAgenda20100928

CommunicationsMinutes20100928

CommunicationsReport201009

24 Aug 2010

CommunicationsAgenda20100824

CommunicationsMinutes20100824

CommunicationsReport201008

20 Jul 2010

CommunicationsAgenda20100720

CommunicationsMinutes20100720

11 May 2010

CommunicationsAgenda20100511

CommunicationsMinutes20100511

CommunicationsReport201005

13 Apr 2010

CommunicationsAgenda20100413

CommunicationsMinutes20100413

CommunicationsReport201004

02 Mar 2010

CommunicationsAgenda20100302

CommunicationsMinutes20100302

CommunicationsReport201003

28 Jan 2010

CommunicationsReport201001

Charter

The Communications Committee is set up by Church Council with terms of reference available at CommunicationsTermsOfReference.

Church Overview Brochure

The Communication Committee maintains a brochure that contains an overview of our church. It intended that this brochure is professionally printed as needed and made available to visitors to our church who would like to know more about us. The current version of this brochure is at GwucNewGlossy.pdf.

Church Postcard

  1. A sketch of the church by David Williams was scanned by Warren Greenwood. David Williams was asked and gave his approval for his image to be used on a church postcard. This scan contained some discolouration in background areas. The background was cleaned up as much as possible using Photoshop. The image is at GwucLineDrawingCopy.pdf.

  2. The Glen Waverley Uniting Church label was added to the image as an additional layer in Photoshop. Font is BernhardMod BT Bold. The Photoshop image is GwucImageV6.psd. The .pdf equivalent is GwucImageV6.pdf.

  3. Text for the reverse side of the card was drafted and checked by the ministry team. The text in editable format is PostcardText.docx. The text in .pdf format is PostcardText.pdf.

  4. Using the Apple Photos application a postcard was created as a project using the ‘Create Card’ option and the ‘Flat’ 10cm x 15cm format. A sepia filter was applied to mask the imperfections of the scanned image. The image was zoomed to fill the area. The project was saved as .pdf. The file is PostcardV3.pdf.

  5. Small quantities of the card can be printed by apple from the Photos application directly. They are good quality, but expensive; in excess of a dollar a card.
  6. Larger quantities were printed by Vistaprint (http://www.vistaprint.com.au/) using the .pdf created by Photos. (On the Vistaprint web site start at Marketing Materials then Postcards.) Pick the smallest A6 size. Slightly smaller than the Apple printing option. Use the highest resolution images possible. Choose the heaviest possible card, two sided printing, colour on both sides, glossy finish. This increases the cost, but it is still quite reasonable at about 60 cents a card for 100 ordered. See order detail VistaprintOrderInformation.png. Note that the transaction appears to be Australian, the payment was processed in the Netherlands, with attendant additional credit card costs. If possible, use a credit card with low costs for foreign currency transactions. (28 Degrees Mastercard has low costs for such transactions. Others may also.)

Email Guidelines

The Communications Committee has developed EmailEtiquetteGuidelines to help make the use of email as effective as possible and at the same time helping to avoid pitfalls. These guidelines explain application of the congregation's Code of Conduct to the use of email.

Event Promotion

The following information might be helpful for mission group leaders and others with a need to promote events.

To engage members of the congregation in special activities, the Communications Committee encourages those groups wishing to hold special events to explore the following suggestions. Note that approval for any special event must be obtained from Church Council, preferably as soon as possible, but in any case before any advertising of the event to the congregation takes place.

Where timings are indicted, these are minimum periods, and groups should feel free to plan in advance of these timings.

1. No later than six before the event, prepare a paragraph or two for inclusion in the monthly bulletin with information about the event. The idea is for the item to be included in the bulletin for the month in which the event occurs.

2. If the event is intended to attract members of the community beyond our congregation, put a notice in the upcoming events part of the on-line Monash Community Directory (www.monash.vic.gov.au/community-directory or phone 9518 3641). There is also free promotion for up to three weeks before community events on the 'aroundyou.com.au' web site.

3. If the event is intended to attract members of the community beyond our congregation, consider preparation of an electronic poster for the web site home page. As a guide, these can be posted up to about four weeks before the event. Contact JohnSnare for more information.

4. No later than three weeks before the event, include information on the relevant notice board.

5. No later than the end of the third Thursday before the event, discuss the need for notices during worship in the weeks leading up to the event with the ministerial team. It is best if notices during worship are backed up by having a manned table in the foyer after the service to allow follow-up by those interested (before they forget). If a manned table is proposed, please seek agreement from the Communications Committee and Property Committee for this, optionally with a poster board behind it, before/between/after services to get people to sign up /buy tickets etc.

6. Consider preparation and display of video promotional material on the screen above the office door before and after worship. (Material for this display must be recorded onto a DVD that can be played on the DVD player in the office. John Snare can assist in preparing DVDs from information in other formats.)

7. No later than ten days before the event, discuss with the office placing notices in the door entrance notice boards, and/or inclusion of information about the event in the weekly bulletin for the week in which the event occurs.

External Printing Procedures

PrintingProcedures outlines the procedures for engaging an external company to print signs and outher documents.

Glen Waverley Uniting Church Style Guide

StyleGuide is a style guide for all church publications.

Leaflet Delivery

Leaflets are delivered to promote events of interest to the broader community, such as the fete and book sales.The LeafletDelivery page contains more information and downloadable maps of delivery areas.

Photo Release Form

The Communications Committee have begun to create a Photo Release Form that will be used for all photographs in all church publications. It is available PhotoConsentFormr1.pdf.

Psalter Wiki Vision, Policy and Guidelines

The Communications Committee has developed a vision, policy and guidelines for the use of the Psalter wiki (PsalterPolicy), an interactive information provider about many activities within Glen Waverley Uniting Church. There are thousands of pages of information about church groups, church events, church services and church people on the Psalter wiki. These guidelines explain application of the congregation's Code of Conduct to the use of the Psalter wiki.

NOTE: The Psalter vision, policy and guidelines are still under development and have not yet been approved as final by the Communications Committee.

Publicity for Fete and Book Sale

Signage

  • Real estate agents will make up, erect and remove billboards at no cost. You provide a jpeg or pdf of the image you want on the sign, they add a header or footer advertising their support, and do the rest. We have used a number of different agents and they are all keen. We put a sign on the church grounds.
  • Council also allow signs to be erected on public space, but this is carefully controlled - certain corners only, and you must first pre-book the site with them. Do do this, contact the Local Laws Admin ( locallawsadmin@monash.vic.gov.au ) to request the place and date. It may take more than one email/call to organise (not the best organised dept!). They will send you a letter detailing the location and when the sign may be displayed. Include this in the arrangements with the real estate agent and they will do the rest.

  • I use different artwork for each sign (one says “HERE”, the other gives the address) and the agents are happy with that.

Flyers

  • We print 13000 (for Fete) and 5000 (for Book Sale) A5 flyers, and church members letterbox assigned areas around the church. Donations of items often have the flyer attached, indicating that these are an effective way of getting the message out there.
  • Until last year, these were printed in the church office in B&W. Last year for the Fete, a real estate agent offered to print and distribute colour flyers and this seemed like a great deal. However, the distribution was as part of a junk mail package, with the flyer buried inside retail catalogs. It looked fantastic, but few saw it! For the 2017 book sale, our agent was happy to print the flyers and our members distributed them as in the past and this seemed much more effective.

Local advertising

  • Flyers can be put up in shopping centres (Coles and Kmart have boards, so do the Centre Management but these are hidden down alleyways, usually outside the management office). The Library has a board. Many smaller shops are happy to display a flyer on their window. Schools and other public facilities are another option. Encourage church members to take some flyers and display them in shops/community centres/ schools etc.

Wider advertising

  • Crosslight will advertise coming events at no cost (just don’t ask for a classified advert - they do cost!!). Email communications@victas.uca.org.au well in advance as it is only a monthly publication.

  • The local paper (eg Monash Leader) will carry a ‘garage sale’ listing, but they are very expensive and we are not convinced that it is worth it. Multiple newspapers (ie in neighbouring areas as well) are a good deal compared with a single paper but even more expensive. However, a listing in “What’s on” is free and widely read. Email monash@leadernewspapers.com.au with a copy to the editor Blair.corless@news.com.au . The best outcome is to come up with a human-interest angle and approach the paper to see if they will print an article. This will usually mean they will send the photographer for a photo. It is great publicity, but not always taken up - you need to find a ‘quirky’ point of interest.

  • Radio stations have the ability to register an event online, and they will/may advertise it on the day. These ads have been heard by others, so it must work, and they often sent a friendly reply indicating that they will advertise the event.

    LightFM http://lightfm.com.au/calendar/community/add 3AW email Darren James < darren.james@macquariemedia.com.au >

  • Online databases

    Every organisation now seems to have one of these, and I am not sure how widely read they are. However, a site which has many events listed, and a large email list, is http://www.weekendnotes.com Another I have used: http://www.aroundyou.com.au

Sue Morgan, March 2017. A document containing similar information is FetePublicity.pdf.

Social Media Vision, Policy and Guidelines

The Communications Committee has developed a vision for the use of social media and they preface this SocialMediaPolicy based on material from the Synod of Victoria and Tasmania (amended for use by Glen Waverley Uniting Church. These guidelines explain application of the congregation's Code of Conduct to the use of social media.

Strategic Plan

The Communications Committee has developed a CommunicationsStrategicPlan that records the ways we communicate what we do, and presents a strategic plan for the development of our communications options.

Temporary Notices (Bill Boards) on Public Land

Monash Council must give permission for the erection of temporary notices (Bill Boards) on public land (e.g. Central Reserve) to advertise events such as the fete - see CommunicationsStrategicPlanTemporaryNoticeboardsOutside.

Website (gwuc.org.au) Upload Guidelines

The Communications Committee and Design and Communications Worker have constructed a set of guidelines for the use of the GWUC Website and its uploads, see ChurchWebEditProcedures

See WeeklyRemindersUpload for instructions for posting weekly reminders to the "Latest News" part of the web site home page.

See BulletinUpload for instructions for posting weekly reminders to the web site.

See EditHomePageSlider for instructions how to edit the web side home page slider.

See EditChildrenOrYouthProgrammes.pdf for instructions how to change the uthies or young people programmes on the 'Children and Families' or 'Youth and Young Adults' pages on the web site.

The website uses a plugin provided by a company called Elegant Themes. Amongst other things, Elegant Themes provides the plugin used for the Divi page editor. This subscription recently expired and has been renewed as follows:

1. The API Key is located by logging into the Elegant Themes account JohnSnare and after enting the password, navigating to to the Account > API Key page.

2. When logged in to the GWUC WordPress site, go to Divi>Theme Options>Updates and enter the username JohnSnare and API key.

The website uses a plugin provided by Download Monitor called Page Addon. This requires annual license renewal. A new license key is provided on renewal, and this can be entered in the Updates part of the WordPress admin site when renewal is required. The current key expires 1 December 2018.

Worship Video Recording Practices

The Communications Committee has prepared a summary of WorshipVideoPractices.

Archived Material

Archived material is at CommunicationsDesignCommsWorkerArchive.


CategoryCommunications

CommunicationsCommittee (last edited 2018-05-11 07:56:17 by JohnSnare)