email notice

[Guest Ann Watson]

Our bylaws are governed by RONR. For our annual meeting they require that the secretary "mail" notice of the slate of officers to voting members 30 days prior to the annual meeting. Our secretary wants to email instead of using US mail. Do the rules permit this method?

[Dan Honemann]

"When notice is required to be sent, unless a different standard is specified that requirement is met if written notice is sent to each member either:
    "a)    by postal mail to the member's last known address; or
    "b)    by a form of electronic communication, such as e-mail or fax, by which the member has agreed to receive notice."

 

RONR, 11th ed., page 89

[Guest Ann Watson]

Thanks so much for your speedy response. When you say "by which the member has agreed to receive notice" what do you mean? do the bylaws have to state the members agree to email notice? Or is there another way to get such consent such as emailing the membership and asking each to consent by return email to receive mailed notice via email?

[jstackpo]

The Secretary should check with the membership  --  all of them  --  to see if they are willing to get notices via e-mail.  Of course, the "checking" should be by a reliable means, e.g., USPS.

 

Sending e-mails to find out if someone (who doesn't have an e-mail service) will accept e-mail notifications isn't going to work too well.

[Richard Brown]

The Secretary should check with the membership  --  all of them  --  to see if they are willing to get notices via e-mail.  Of course, the "checking" should be by a reliable means, e.g., USPS.

 

Sending e-mails to find out if someone (who doesn't have an e-mail service) will accept e-mail notifications isn't going to work too well.

 

But it will work pretty well for those who DO have email, no?   Then send a snail mail letter to those who don't respond to the email notice.  Might save a lot on postage and addressing.

 

Edited to add:  I suggest your modify your  application for membership  to contain an option for the applicant to check indicating whether it is ok to send notifications via email. 

[Gary Novosielski]

Thanks so much for your speedy response. When you say "by which the member has agreed to receive notice" what do you mean? do the bylaws have to state the members agree to email notice? Or is there another way to get such consent such as emailing the membership and asking each to consent by return email to receive mailed notice via email?

 

It means that if your bylaws do not specify how "notice" must be provided, or simply specify "written" notice, then without modifying your bylaws, you can use e-mail as a "written" notice to members who have agreed to receive notices by e-mail.  

 

You could e-mail the membership and ask for consent that way.  In fact it might be a good way.  

 

Anyone who doesn't respond to the e-mail has effectively indicated that e-mail is a not a great way to get in touch with them.

[Guest Ann Watson]

Thanks to all of you for your excellent and timely advice.

Best personal regards,

Ann