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Town committee approves annual-appeal letter for printing and townwide mailing
Summary
The Town of Concord committee approved the annual-appeal letter and contracted Concord Printing for production and mailing; members discussed donor acknowledgement, recipient-list limitations, and future electronic giving options.
The Town of Concord Tax Relief Committee on March 11 approved its annual-appeal letter and directed staff to send the document to Concord Printing for production and a townwide mailing, the committee said during its regular meeting.
Committee members said the mailing will include the return envelope used for donations and that the vendor will perform the stuffing and mailing. The group discussed whether the printed recipient list can be edited to exclude people who recently donated; staff advised Concord Printing will perform a townwide mail run and that edits to the list are limited. Committee members said the mailing could be ready for distribution in April if the letter is provided to the printer soon.
Members reported recent receipts to the committee: two gifts of $1,000 and two smaller gifts (one $200 and one $250) were recorded in the treasurer’s update provided earlier in the meeting. The treasurer noted one disbursement of $760 recorded as a payment to CMLP during the period under review.
Committee members discussed adding a short note in the appeal letter to acknowledge that the town is working toward future electronic giving options (for example, integration with the municipal accounting system and a QR-code payment option) but cautioned against promising a firm timetable. Staff said finance has the item on a list for this year but could not provide a date for implementation.
The committee also discussed the practical steps for donor acknowledgments: committee volunteers will continue to send thank-you letters to donors and the staff contact will ensure donor acknowledgement letters are issued. Ricky at Concord Printing was identified as the contact for production and mailing; committee members said they will provide the final text and coordinate printing timeline.
Next steps: the committee will finalize and deliver the letter to Concord Printing for an April mail date, prepare a trifold outreach piece for town meeting and outreach locations, and revisit electronic payment integration later in the year.
