Email Circulation - Club Policy

Policy for Circulation of Emails - ROTARY CLUB OF WITNEY

     October 2010   


1.    As a general principle, emails to 'all members' should be circulated via the Secretary.   Exceptions to this will be infrequent but could well include urgent matters, or where it is particularly convenient for the recipients to reply direct to the sender.

2.     Filter - The Secretary, in consultation with the President, is to use his judgement over circulation of Rotary emails from outside the Club.

3.    Exceptions - Rotarians should not normally expect to circulate emails about non-Rotary matters.  However, if they wish to do so they should first discuss this with the President.

4.    Size - Care should be taken to ensure that emails are as short as possible and that large attachments (normally anything larger than 10 megabytes) are not forwarded to members.  If attachments are too large, consideration should be given to having them put on the website and referring members to the location.

5.    Committee minutes should not be sent to all club members.  They should be circulated to members of the committee, the President and the Secretary and all members of Council.  In addition they should be forwarded to the webmaster so they can be put onto our website and thus become available to all members.

6.    The DG's newsletter is to be made available on the website rather then being sent directly to each member

MJA 28/9/10, updated 26/10/10