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Newsletters Task

Newsletters at TRCA are managed through a corporate Mailchimp account, and adhere to TRCA branding guidelines, along with various legislation, including the Canadian Anti Spam Legislation (CASL), Accessibility for Ontarians with Disabilities Act (AODA), and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

To set up and manage a newsletter or subscriber list, please contact Brent Kulba, Coordinator, Digital Media.

The easiest way to manage subscribers and obtain Express Consent, is to have people signup using an ipad. Please contact Brent Kulba to have your subscription form added.

The following signup form for email newsletters can be printed out and used at events where electronic registration is not possible. This form meets all of the requirements of the Canadian Anti Spam Legislation (CASL).

Download the Form

Before printing the form, be sure to enter the name of your program that will be the subject of the newsletters, the program email address, and the contact of the person who can answer any questions about the newsletter and subscription list.

When you return to the office with contacts, please enter the contacts into a spreadsheet, with first and last name in separate columns.

For details on retaining the contacts for the purposes of maintaining a record of consent, please contact Jason Ramharry, Supervisor, Records, Information Technology & Records Management. Here is the procedure for submitting the forms to ITRM:

  • For each event, bundle all subscription forms into one envelop
  • Mark each form within the envelop as 1 of 4, 2 of 4, 3 of 4, etc.
  • Mark the envelop with the event name, event date, and number of forms in the envelop
  • Seal the envelops
  • Send the envelops to the Clerk, Records
  • Confirm, by email, that the Clerk has received the envelops.

Subscriber Consent and CASL

TRCA is required to have either Express or Implied consent when sending bulk emails. See this article from Mailchimp for a quick overview.