- Members can opt out of receiving electronic communications by witholding an email address or by asking to have their email address removed from the distribution list.
- 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 email 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.
- 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.
- Mass mailings will be sent out only by the electronic communications co-ordinator or a delegate.
- All mass mailings should be signed and include the email 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 emailed separately because the "Journal" deadline has passed is considered an exception requiring special approval.