Project 1: Memo Analysis
Project 1: Memo Analysis ENGL 2311 – Prof. Winter Table of Content Assignment Learning Outcomes Evaluation Criteria Assignment The following slides will display copies of Case Study 2.1 from Essentials of Technical Communication (4th edition, p. 20). Please read the introduction and both documents, then answer the question at the end of the two cases. Your answer needs to show in-depth analysis of the two approaches. Your response should be between two and three pages in length. Your response needs to reflect your understanding of the underlying concepts discussed in chapters 1 and 2, either through direct or indirect quotes from the text that are relevant to the example at hand. You may also use outside sources, which need to be included in your writing. Share the findings of your analysis as a memo. (Chapter 7 addresses memos if you would like a little more information.) Assignment — Introduction Case 2-1 (Page 20) Running Brook Neighborhood needs money to maintain the entrance to the subdivision. As Case Document 2—1A (on slide 5) indicates, Charles Fields, treasurer of the property owner’s association, has decided to write a flyer to place in each mailbox of the Running Brook homes. He has received very little money for the required upkeep. He drafts his request, but before he makes copies for the project, he asks a neighbor for her opinion of his flyer. She offers to revise the flyer (Case Document 2—1B, on slide 6)) because she sees the difference between his version and what she thinks should be written. He makes the required number of copies, places one in each mailbox, and receives more than the amount of RB needs for its entrance maintenance. Assignment: Memo I — CASE DOCUMENT 2-1A Page 1 Subject: Running Brook Subdivision Marker (RBSM) Fund I have been remiss in reporting the status of the RBMS fund. In the past, an oral report was delivered at the annual subdivision picnic. I did not make such a report at the last picnic since I felt the information should be provided to all RB residents and not just to picnic attendees. The report for 2016-2017 will be distributed with the flyers that announce the 2018 Running Brook picnic. Since the subdivision has several new families, a historical element was added to this report. The POA supplies each subdivision with a marker, which generally is located in the middle of a small landscaped area. Maintenance, decoration, and any embellishment of the marker area is the responsibility of the residents of the subdivision. Resident involvement in the care of the RBSM began in December 2014 when a waterline and meter were installed at a cost of $450.00 and obligation to pay an annual water usage fee was assumed. The fee allows for consumption of 4,000 gallons of water each month. Water consumption above 4,000 gallons incurs an additional charge, an event that has occurred during the hot summer months of the past 3 years. The fee has increased from $106.98 to $123.30 over the past 3 years, and I pay it from my checking account every 2 months throughout the entire year. As of October 2015, cost of care of the marker was $712.34 (waterline and meter, water usage, plants, and landscaping material). This cost was defrayed by donations amounting to $705.00 percent of the residents and money ($123.78) from the 2017 picnic. The account had a positive balance of $116.44 ($828.78 minus $712.34). Page 2 As of October 2015, cost of care of the marker was $712.34 (waterline and meter, water usage, plants, and landscaping material). This cost was defrayed by donations amounting to $705.00 percent of the residents and money ($123.78) from the 2017 picnic. The account had a positive balance of $116.44 ($828.78 minus $712.34). Expenditures for the period October 2015 through October 2016 included water usage ($126.72) and plants ($88.76) for a total of $215.48. For a time, the account had a negative balance of $99.04. Donations amounting to $245.00 were received from only 16 of the 62 families (25 percent) in the subdivision. The account was healthy again with a positive balance of $145.96. Expenditures for the period October 2016 through October 2017 were $230.12 (water usage &372) and plants, fertilizer, had, pumpkins, etc. $93. Once again, the fund had a negative balance ($84.16). Recent donations from 9 residents totaled $135.22. The current fund balance is $50.84. Projected costs from now until October 2018 include water ($123.30) and plants in the spring and fall ($90.00-$100.00), or approximately $250.00. Clearly, the present fund balance will not support these costs. Accordingly, contributions are needed. The treasurer for the fund is Joann Fields. Hopefully, every RB family will participate. I sense we all believe that participation provides s measure of the RB community spirit. Seasons Greetings Charles Fields 2 Roaring Brook Court, phone 933-3314, email [email protected] Assignment: Memo II — CASE DOCUMENT 2-1B Page 1 Page 2 Information for New Running Brook Residents Running Brook Marker Fund Needs Your Donations The Problem Our marker maintenance fund currently has a balance of $50.84. Our projected maintenance cost this year is $250.00. Since 2015, the number of residents contributing has dropped from 70 percent of the residents to only 9 residents. Without contributions, maintenance cannot occur. How You Can Help Each subdivision in Hot Springs Valley has a marker that denotes the entrance to the subdivision. The Property Owners’ Associations provide the markers, but residents must maintain and decorate the area surrounding the marker. A few years ago, we installed a waterline and meter. Water costs have increased, particularly during the summer. Other expenses include plants, fertilizer, hay, and pumpkins. Keeping our marker area well maintained provides a positive first impression of our neighborhood. Please contact Joann Fields, treasurer, at 922-3314 or [email protected]. Or you can mail her a check, made out to the Running Brook Marker Fund, for $10. This amount will cover the cost of water, plants, and maintenance. Any money left over will be applied to next year’s maintenance. Contact Information – Give us a call if you have questions Expenditures and Balances to Date Hot Springs Village Costs Donations Account Balance Oct. 2015 $712.34 $705 $116.44 Oct. 2016 $215.48 $245 $145.96 Oct. 2017 $230.12 $135 $50.84 Charles and Joann Fields 2 Roaring Brook Court Phone 933-3314, email [email protected] Assignment — Question Why is Case Document 2—1B better than Case Document 2—1A? Why would you be more inclined to read and respond to Case Document 2—1B? Charles also decided to paper-clip an empty envelope with his name and address to the request. Why would this decision help Charles achieve his goal? Learning Outcomes After completing this assignment, you should be able to do the following: Gain a better understanding of concepts introduced in Chapters 1 and 2. Become familiar with one memorandum (memo) style. Review an effective and less effective way to share information in a memo. Present your own thoughts in a memo. Evaluation Criteria Your submission will be graded as follows: Memorandum format (15 points) Use of direct title and subtitles Depth of analysis (30 points) Demonstrate understanding of chapters 1 and 2 through use and documentation of sources Organization and clarity of presented information (40 points) Logical order of information Use of visual elements (e.g. lists, tables, graphs) Support your logic through use of examples, references, and reasoning Spelling, grammar, syntax, and punctuation (15 points)
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