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Bylaws Change Regarding Notification


CFontz

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Our Association requires the review of our Bylaws every 5 years. During a recent review meeting, the topic of acceptable means of notification was brought up. To provide some insight, we have approximately 700 members (all within a few mile radius as we are a community improvement association) but typically see the same 40-50 people at our monthly meetings.

We are required to hold an Annual Meeting in January but it can be rescheduled for the same day and time in the following week because of inclement weather. Our meeting was supposed to be held on January 10th but it snowed. We had to mail postcards to approximately 700 members to reschedule for January 17th and it snowed again. Another mailing was sent to reschedule the meeting for January 24th - again to approximately 700 people.

The Bylaws Committee is trying to find a way to change/tweak the means of notification so that we can include posting to the Association website, email notification and/or written notification via USPS so that we can reduce the large cost and time involved in creating/mailing the notices. Our association was formed in 1908 and is well respected. We would like to incorporate other means of notification since technology has advanced so much and the budget seems to reduce each year. :)

Can anyone offer suggestions as how would be best to address this matter? I really appreciate your input!

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Well, if you're actually asking for helping writing your bylaw amendment, I'm afraid this forum isn't going to be of much support in that regard. You can change your bylaws to pretty much say anything, or authorize anything, as long as you won't run afoul of higher authorities (your charter if any, parent organizations, corporate and criminal law, that sort of thing). You would also be cautioned to think through all the many possible permutations of interpretation you might run into later, as well as all those pesky little details like how to notify a member who does not engage in email. In short, be careful what you wish for -- you might get it!! (hmmmm....... what's that down there below?)

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We are required to hold an Annual Meeting in January but it can be rescheduled for the same day and time in the following week because of inclement weather. Our meeting was supposed to be held on January 10th but it snowed. We had to mail postcards to approximately 700 members to reschedule for January 17th and it snowed again. Another mailing was sent to reschedule the meeting for January 24th - again to approximately 700 people.

You need only send notification for the first meeting. As long as a couple of members show up, they can adjourn the meeting to the following week. That meeting can also be adjourned. No additional notices are required (though it's a nice courtesy if practical). You can post the information on your website where interested members can find it.

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