Pine Brook Press: Staff and Production Notes, Job Descriptions

The Pine Brook Press is a quarterly journal published and delivered to residents about two weeks before each homeowners’ meeting. HOA meetings occur on the last Wednesday of January, April, July, and October, unless changed by the HOA Board.

  1. The PBP Editor (currently Catherine Von Hatten) sends notices by email to the people who may contribute articles for an upcoming issue. Notices are sent in the middle of the month two months prior to publication/mailing (usually mid-November, mid-February, mid-May, and mid-August.)
  2. Articles from contributors are due by email to the Editor in the middle of the month preceding publication/mailing (usually mid-December, mid-March, mid-June, and mid-September.)
  3. The Advertising Coordinator (currently Param Singh) keeps track of ads, prepares and sends invoices, remits payments to the HOA Treasurer, and submits all ad copy to the PB Press Layout Designer (currently Emelie Soderstrom Griffith) by the deadline for articles for each issue. The Advertising Coordinator tries to fill four of the sixteen pages of copy in each issue with ads. The ads pay for approximately one-half to two-thirds of the publication cost. Special discount prices may be given to PBH residents who place ads. The Advertising Coordinator and Layout Designer are responsible for choosing among ads competing for space and setting the standards for ad copy. The team structures the cost of the ads, reevaluating in January with advertisers are signed up for the coming year.
  4. The Editor collects articles from contributors and photos from photographers, writes articles, and edits all articles contributed by others. The 12 pages of copy and photos for each issue are then submitted to the Layout Designer by the first of the month of publication/mailing along with suggestions for layout of articles and photos.
  5. The Layout Designer puts together the publication determining where text, photos, and ads will be placed. Draft copies are emailed to the Editor and Advertising Coordinator for editing. Prior to final editing and submission to the printer, the issue is reviewed by the Proofreader who monitors grammar, punctuation, and other surface features of the issue.
  6. The Layout Designer prepares the final edited copy in digital format and submits electronically to the Printer (currently Centennial Printing in Louisville; 303-665-0388). Each issue is usually 16 pages in total. It is wise to remind the Printer that we use glossy cover stock in bright white and 100 # extra bright white paper for the inside pages. Each sheet is 11 x 17 folded once and stapled on the center fold.
  7. One staff member (currently Param Singh) obtains a list of newcomers from the Water Department and enters those names in the mailing list database. This updated information is submitted to the Layout Designer who provides it to the printer along with each issue. The Printer also prepares the mailing and delivers it to the Post Office. Copies are sent bulk mail and delivered to residents 2-10 days after the Printer delivers the hard copies to the US Post Office.
  8. Bills for printing and mailing are submitted to the HOA Treasurer (currently Bob Loveman) for reimbursement or payment directly to the vendor.
  9. As each issue is complete, the Layout Designer sends the final version to the PBH Webmaster (currently Brian Wahlert) who adds the digital version to the PBH website. The Webmaster uses the Community Calendar in each issue to update the banner headline on the home page and to post upcoming meetings.