Email Protocol

1. General
   While recognizing the benefits of eEmail communication is beneficial to the organization and SFP also recognizes that, unchecked, email can lead to miscommunication of intent and a proliferation of trivial communication. The organization, therefore, has a policy of using telephone as the primary method of communication outside of meetings and one of using email sparingly.

2. Specific Rules
   1. Email which originates as one on one between members of the organization should remain one on one unless both parties agree otherwise.
   2. Unless all agree, no additional parties should be brought into an email discussion.
   3. Board members and others wishing to raise an issue for discussion within the organization should first email the Executive Committee and the Executive Committee shall then determine the correct process to deal with the issue in question.
   4. Communication between board members shall remain between board members. Infringement of this rule shall be cause for termination.
   5. General emails of an informational nature and memos may be sent by the ED to the Board but these shall not be discussed via email.
   6. No voting shall take place via email. Emergency votes by the Board are only allowed as described in Section G.03.
   7. Email shall not be used as a method of communication for the resolution of interpersonal issues.
   8. No member of the Corporation may divulge the personal email address of another member to any other party without that member’s express written consent.
   9. Willful and persistent violation of this policy by any member will result in a review by the Board and/or Board of Inquiry (convened in accordance with the Disciplinary Action and Grievance Policy) of that member’s membership of the corporation, which committee may determine action up to and including termination.
3. Sunshine
   The purpose of this protocol shall be to facilitate the efficient dispatch of the corporation’s business and shall in no way conflict with the corporation’s policy of public access, accountability and sunshine in relation to aspects of the business of the corporation within the public domain.

Formulated at Board Retreat 11.21.98
Approved: at Board Meeting 12.08.98
Amended at Board Meeting 09.07.99
Amended at Board Meeting 01.04.00