Electronic Communication Policy

  • Members can opt out of receiving electronic communications by witholding an e-mail address or by asking to have their e-mail address removed from the Membership file.  There will be no explicit “unsubscribe” option offered.
  • The Membership Committee must approve each message.   
  • Blind carbon copying will be utilized for all mass mailings.
  • Wherever possible, mass mailings will go only to targeted recipients, not the entire membership. Where the target audience cannot be reliably identified, the mailing should begin by stating the target audience so members can quickly decide if it applies to them: e.g. “This e-mail is directed to members who plan to donate seeds to this year’s Seedex.”
  • Lapsed members may be included in mass mailings for up to 2 years at the discretion of the Membership Committee.
  • Out of consideration for members on dial-up, the maximum size of the e-mail should be under 60 KB.
  • Any attachments or the message itself will be converted to links where the mailing would exceed 60 KB.  The size will be clearly stated in advance.
  • The linked "Journal" will be made available in both < 500 KB and larger versions.
  • Where possible, attachments or linked documents will be converted to PDF format if they depend on software that not all members will have.
  • All mailings must be in support of core activities, ORG&HPS issues or administrative activities needed to run the society effectively (e.g. Seedex, plant sales, e-Journal, membership retention).
  • Mass mailings will be sent out only by the electronic communications co-ordinator or a delegate.
  • It is preferable that the electronic "Journal" be distributed in advance of the printed version. The exception to this is the Seedex list which should be distributed to reach email and postal recipients at approximately the same time.
  • All information provided by electronic communication should also be published in the printed version of  "Journal", with the exceptions of time-sensitive announcements, and items which exceed a reasonable capacity for the printed version. 
  • All mass mailings should be “signed” and include the e-mail address of the actual originator.

Exceptions to the Electronic Communications Policy

  • Exceptions to any of the above must be approved by both the Membership Committee and ORG&HPS chair. Their decision can be appealed to the Board of Directors.
  • The ORG&HPS Board may advocate regarding horticultural issues that go beyond the usual ORG&HPS activities but any such ads or mailings must be approved unanimously by the Board.
  • A notice which needs to be e-mailed because the "Journal" deadline has passed is considered an exception requiring special approval.