Re: TAG

["Karen Randall" <krandall@world.std.com>]

> I seem to remember an indicia on the envelope and not a stamp. I did not
> know if she payed 1st class per item, or got a discount of some sort
> because of the quantity involved?

As far as I know, first class is first class.  She was using a mailing
services too, so I'm sure the stuff was run through a postage meter.

> The reason I asked is that when I was doing TAG, the printer (or its
> subsidiary mailer) had its own indicia. That eliminated the need to
> continue our own bulk printing permit.

We could certainly go back to bulk.  I don't know if the bulk permit has
been kept up, but it's not hard to get, and I don't think it's that
expensive.  We stopped doing bulk because the service was so poor.  It
really doesn't matter whose permit it's under.

> For planning purposes, why not assume "up to 25%," since you say we will
> probably not ever get above that.

That's what I did.

> Periodical rate (< 25%) sounds like a good deal, as long as you can figure
> out how to deal with the paperwork.

I can't figure out a way to do the paperwork.

> This can be tricky. I wonder why they need to know that. Clearly if AGA
> prints more than they mail, and does not sell all they print, there will
be
> a variable number left over. I really wonder why they need to know it.
> [Maybe to be sure you are not just mailing out advertising to sell stuff.]

That's exactly the point.  They want you to prove that you're not using
periodical rate to send out advertising flyers and such.

> Sounds like you have already thought this through, but what about using a
> fixed number of mailouts which are not paid, and assume all the others
will
> be sold (over counter or thru AGA store)

It doesn't matter how many of each you have, (except your only allowed a low
number of "comp" issues, but we're well within that limit) it's the fact
that you actually have to track it all and keep records of it all.  I can't
do that.  I don't think we have anyone else who wants to either.

> They also want access to all financial records at the same site.
> >They actually come out and do an on-site audit annually. (it's not a
> >surprise audit like a bank audit... they set up an appointment, and we
would
> >have time to gather the information into one place)
>
> Doesnt the USPS have better things to do. If they audit every 1000 member
> organization, I am surprised that they did not go broke long ago.

I am strongly suspecting that most 1000 member organizations don't try to
use periodical rate.<g>  Seriously, I had a pretty hard time explaining to
them exactly how we work.  They seemed amazed that our "editorial office"
was in one member's house, let alone that the treasurer was in another town
and the membership records in a third.  I didn't have the heart to tell them
that it was only happenstance that we were all in the same state.

> I still think a reasonable accounting of the numbers would be sufficient.
> As long as AGA is staying within the spirit of the rules, I cant see why
it
> would bother the USPS if we adopt a reasonable approach to record keeping.
> There own regs say: "adopt a method of bookkeeping that is available for
> postal inspection that clearly shows that payment or promises to pay have
> been made by the persons the publishers claim as subscribers to their
> publications."   I really believe this is beauocratize to say that if we
> are a legitimate organization with dues paying members and we are not just
> sending out advertising at the expense of the USPS, then it will be fine
> with them.

Oh, I think you're right.  They have been very pleasant to me on the phone,
and even minimally helpful, if extraordinarily slow in getting back to me.
The biggest problem, as I see it, is the bookkeeping issues, and just plain
managing the system.  I've spent almost as much time just getting to this
point (which is just short of nowhere) with them, as I've spent actually
working on the magazine.  I simply don't have time to add the paperwork and
bookkeeping required to actually doing the magazine.  (I don't need to tell
you the amount of work involved in that<g>)

> Use this advice as you see fit and make a decision that works for you.

If the decision is up to me, I'd can the idea of periodical rate unless we
found someone who wanted to do all the recordkeeping required.  Then we need
to either stay with first class, or, if we decide that it's too expensive,
go back to bulk.

Karen

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