How to Notify Your Membership Concerning Meetings.

I contacted our Secretary for the Glebe Harbor Civic Association on Monday, November 26th, 2018. I asked to be placed on the agenda to speak at our up coming meeting on December 1st, 2018.

According to our Communication Coordinator, you had to reply to the Secretary for the Glebe Harbor Civic Association, by November 23rd, 2018. I missed the deadline by three days and I was denied to be placed on the agenda to speak. Our Secretary had no idea a deadline was even imposed. It was a Holiday weekend as well. I am sure that everyone was busy with family last weekend and I really do not believe a lot of work was going on, concerning preparation for our upcoming meeting.

For those of you may think, well, then that is your own fault. I say most people may think that way, but even the thinnest pancake has two sides. The Glebe Harbor Civic Association, is a Non Profit Corporation. As a corporation, we are regulated by Virginia State Law. There are laws that cover how Corporations must notify their members concerning meetings. Stay with me here.

I told the Secretary for the Glebe Harbor Civic Association that when I see an email from glennet, it may sit in my inbox for a few days, before it is opened. I also informed the Secretary for the Glebe Harbor Civic Association, that when I see an email from the official GHCPA-Net, it gets opened as soon as I am notified that it has arrived in my inbox.

So what does our official website at gh-cp.org say about their email list, verses the glennet email list? Lets compare the two.

GHCPA-Net

The GHCPAnet is designed to communicate with property owners, members of their households, and lessees who have provided email addresses on their property owner information forms. We know many members are concerned about getting too many emails, so we limit the use of the GHCP-net list to:

  • Official notifications of general membership meetings (e.g., annual, general, and special called meetings), as required by our by-laws.
  • Emergency notifications with potential impact on GHCP property owners and residents.
  • Periodic (approximately monthly) notices giving the headlines of recent Association NEWS items posted on the gh-cp.org web site, so that interested members can keep themselves informed.

As you can see, this email list is for the Property Owners that have a vested interest in Glebe Harbor and Cabin Point. They tell you what circumstances your would get notified for, as well as explaining it was for Property Owners only, under the Glebe Harbor – Cabin Point Sanitary District.

Glennet

Glennet is an independent,  volunteer-run email service that accepts postings that may be of interest to subscribers in our region. Posts typically include searches for service providers, stuff for sale, community & church events, notices from local businesses and more. It’s a good way to learn what is going on on the Northern Neck. If you’d like be included. please CLICK HERE TO SUBSCRIBE TO GLENNET.

So as you can see, glennet has no official position within our Corporation. It is open to the public regardless of where you may live. It is for informing anyone who may be on this mailing list, that someone has a pair of shoes for sale, or if someone has a dog missing. It is also not specific to our Communities, as it serves anyone located within the Northern Neck area and beyond. Over a month ago, my wife unsubscribed from glennet, simply because she was receiving to many emails from them.

There are several reasons we do not need to be using glennet concerning our Glebe Harbor – Cabin Point Association Inc., or the Glebe Harbor Civic Association Inc. I can not speak for the Cabin Point Civic Association Inc., as I am not a member. There are three points I would like to point out.

  1. Our Corporation business, is just that. It is our business, not Billy Bob, that lives 50 miles away and has no Membership rights. When you hold a Board position, you need to take the time to educate yourself, as to what your responsibilities are. Our elected Officials have an obligation to run our Corporation, to the best of their ability. Please keep in mind that I am not talking about a new Board Member, rather the ones who have held their position for years.
  2. When you rely on a person that is outside of your Corporation for communications between the Board of Directors and their Membership, you have now given up control of these communications and are at the mercy of the outsider. This may be a violation of Virginia Law.
  3. In all of my dealings with Associations, at no time have they ever given anyone outside of their Corporation, control over their communication process between themselves and their membership. There is a reason for keeping this process between the BODs and their membership. The picture below is just one example.

If you notice in the bottom of the picture above, this communication was sent to glennet on the 14th of November, 2018, by the Communication Coordinator for the Glebe Harbor Civic Association. If you look at the top of the picture above, it was not posted by the owner of glennet, till the 16th of November 2018. That is two days after he received it.

What would happen if this person forgot to send it, had a medical emergency or was out of town? What if his computed malfunctioned and glennet was shut down for a week? How would the BODs of the Glebe Harbor Civic Association know?

I have no problem with using emails or social media as a form of being notified concerning our meetings. If it is to be done by email, then it needs to be controlled by the Glebe Harbor Civic Association BODs. If it is to be done through Social Media, then it needs to be done on a platform that does not require your Membership to join, to be able to read your notices.

I can assure you that I have been in meetings that lasted for hours, as everyone had something to say. That is part of belonging to a Corporation if you decide to get involved, you need to be prepared for this. If you decide not to get involved, simply stay home or leave when you need to. No one person, has any more of a right to speak, then anyone else does. In the same breath, no one has a right to close a meeting when Members still have unanswered questions.

So, when did the GH-CP Association Inc., notify their Membership, concerning our December 1st 2018, meeting? Again, we can verify this from the picture below.

The pictures above clearly shows that their notice was placed on-line, November 15th, 2018, at 3:25pm. This is properly done and they should have no problem, concerning legal issues about notifying their members, via their website.

I hope the Glebe Harbor Civic Association will consider my recommendations concerning this issue. As always, I will give them a chance to respond to my request, before I seek outside action.

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