2023 Community News Collective SOP

Revised: 06/23/2023

MISSION STATEMENT:

  • To foster unity throughout the property by promoting community engagement, collaboration, and inclusion among our Makaha Surfside ohana by delivering timely, relevant, and engaging content.

MEETING SCHEDULE:

  • Submission Due by the 20th of each month.
  • Live Meeting (& via Zoom) for submission review: Thursday after the 20th of the month.
  • Email used for draft reviews and consensus for final draft
  • Publication on the 1st of the month.
  • Additional meetings can be scheduled as necessary

MEETING ETIQUETTE:

  • Agendas will be produced for each meeting with details for each item including the topic, person presenting the issue, and allotted time for discussion.
  • Discussions:
    • The agenda item presenter has the floor and 2 minutes to make their presentation. 
    • Meeting participants are given 1 min. to comment on an agenda item in the order hands are raised.
  • A timekeeper/moderator will track total meeting time as well as individual agenda item time limits while keeping the group focused on the item at hand.

COMMITTEE PARTICIPATION:

  • All residents/owners in good standing may participate in the review & planning meetings
  • Members may request to be included in ALL the incoming email submissions or opt for just the weekly review recap, a compilation of all submission in one email for easy review (send your request to aloha@surfsideohananews.com)
  • The Secretary position records minutes for the group
  • The committee operates on a majority rules principal for decision making

CONTENT:

  • Title for the newsletter: “Surfside ‘Ohana News”
  • Submissions open to any resident or non-occupant owner, MSS employees, & those with a direct connection or interest in the property
  • Constructive, Uplifting, Equitable & Solution Focused 

DISTRIBUTION: 

  • Print Size: 11X17, double sided, color [*sponsored, valued at $1.60/copy]
    • recipients must sign up for free home delivery via our website form or text (707) 340-5786
    • limited copies available from the notice board
  • Email version  [*free MailChimp account for the first 500 contacts]
  • Web [*sponsored, valued at $300/yr]

SUBMISSION GUIDELINES: 

  • 200 word max for independent articles.  
  • 20 word max for individual event acknowledgements.
  • Submissions to be evaluated for inclusion based on the following:
    • Date of Submission: first come first served until all available space is used.
    • Timely Content: we will do our best to include all submissions that are time sensitive (events/meetings).
    • Available Space: if there are more submissions than there is space to print, then the collective may use a random drawing to select the last article for the print version and all other contributors will be notified with the option to be featured only on the web/email version or request to carry over for the next issue.

INCLUSIONS for EVERY ISSUE: 

NOTE: these are subject to change based on the available contributors and submissions received

  1. HEADER: Dedicated space for the title, tagline, issue marker, and featured image
  2. CONTACT/DISCLAIMER: Each issue will include the disclaimer, instructions for submissions, Facebook group link, government & social assistance contacts, and office contact info/hours.
  3. OWNER COMMUNICATIONS (200 words or less) important messages from the MSS board or to announce meeting dates & other pertinent information.
  4. CALENDAR: Upcoming West Side events (from Kahe Point to Ka’ena Point, 200 words or less)
  5. CELEBRATIONS/CLASSIFIEDS: Submissions for celebrations, events and personal ads (each submission 20 words or less)
    • First 10 submission make the print issue all others will be in the e-versions only
  6. FACTS: Did you know?  Helpful article for all residents maybe ties into a house rule or available service.
  7. ENTERTAINMENT: Fun or Food:  A recipe or something entertaining
  8. EDUCATION: E ola ka ʻōlelo Hawaiʻi! ~ Hawaiian Word of the issue
  9. AD SPACE: For paying sponsors to cover the costs of the publication
  10. Committee/ Public Submission
  11. Committee/ Public Submission
  12. Committee/ Public Submission

ADVERTISEMENTS:

  • Pending further discussion:
  1. Would the AOAO like to buy space for messages to the readership?
  2. How much space should we dedicate to paid ads?
  3. What should the rates be and how are they determined?

COMPLIANCE & LEGAL:

  • Disclaimer: By submitting any content or photos to our news publication, you acknowledge and agree that as the owner of the photo and anyone pictured in it, you grant us permission to publish it in both the print and online versions of our publication. This newsletter is a collaborative effort between the owners, tenants, and Makaha Surfside [MSS] staff without funding or support of the Board of Directors [BOD]. Views expressed within are of the individual author and do not necessarily reflect the views of the MSS BOD, MSS community, or the Collective. We are committed to providing a safe and welcoming environment for all residents, and do not endorse any discriminatory, hateful, or harmful. views The content of this newsletter is for entertainment purposes only and is not intended to be legal advice. We are not responsible for any errors or omissions in the information contained. MSS is not responsible for schedule changes or cancellations of listed events and may change given information with out notice. If you have any questions about this newsletter, contact aloha@surfsideohananews.com
  • Continuous improvement: This policy is regularly updated to align with best practices and evolving standards.
  • Fact-Checking Policy:
  1. Verification process: Content Editors verify the accuracy of factual claims, data, and information.
  2. Reliable sources: Content Editors rely on reputable and authoritative sources for fact-checking.
  3. Due diligence: Content Editors exercise careful scrutiny and ensure information is reliable, up-to-date, and relevant.
  4. Transparency and accountability: Errors are promptly corrected, and visible corrections or updates are provided to readers.
  5. Editorial review: Fact-checking is integrated into the overall editorial review process.

Submissions & Feedback

Community News Collective

Support the Surfside ‘Ohana News! We are dedicated to keeping our community informed and connected. Spread the word and encourage your fellow residents to sign up to receive the e-news or free home delivery! Your donations play a vital role in sustaining our publication, allowing us to deliver timely news, stories, and events that matter to you. By contributing, you help us continue to provide high-quality journalism, support community and inclusivity on our property, and foster a sense of togetherness in our Surfside ‘ohana. Every dollar makes a difference. Join us in creating a stronger community by donating today. Together, we can keep the Surfside ‘Ohana News thriving for all to enjoy. Thank you for your generosity! Please Email us your intent to donate so we may connect with your personally!

The current group of volunteers who make this publication possible includes but is not limited to:

Chair: Patty Manzano, Community Members: Susan D., Angie F., Jess H., Michelle K., Ramy K., Bill L. Amy L., Robyn H., and Andre W.,