This motion is being brought by the Safety Policy Study Group after the Town Hall on July 14th, 2024 that resulted from the passage of Motion 24-5.
Voting will be open until September 5, 2024
Motion 24-10: We move that SMR offer a new Contact List, which will be recreated annually. Further, we move that the information on the list and the processes around the list’s creation and maintenance be decided by a working group and based on the comments from our members. Participation in the working group will be open to all SMR members.
Background: The most recent Contact List on our website is over six months old. It is too large to be of much use, we don’t currently have anyone with the technical knowledge to manage the list, and we have had issues with people using the information on the list for marketing or personal reasons. You can get more information on the issues, the Town Hall that was held to discuss them, and ideas for how to address the issues here.
Implementation:
Wendy C. is suggesting the following steps:
First, remove the old contact list from the website and archive it.
Next, build a new form for the Contact list in WPForms. This means there will be two separate forms, one for the Mailing List (in MailChimp), the other for the Contact List. Initially the Contact List form will hold very basic information until either an ad hoc committee or a Town Hall makes a motion of more specific information to include. Please refer to the notes from the Town Hall to better understand the reasons for this. A basic form has already been created.
The MailChimp form will be modified, so no more personal information will be gathered into that platform. That list will be used solely for mailings. Those email addresses are private—only the Communications Co-secretaries have access to the MailChimp account.
The new Contact List form or page will include more information on how to keep your phone number and email safe. It will also ask that you be sure you want to be on the list for a full year. Once you sign onto the list, there will not be someone who can take you off the list. However, there will be a date on the printout of when you signed on to the list, and at the end of the year, all the names will be deleted (or archived) and the list will begin again. Participants can add their names to the list at any time during the year, but will have to sign on again the following year. A new “printout” of the list will be posted monthly.
At the beginning of this process the list will look something like this. More information can be added when there is group consensus on what to include.
Please give us feedback on whether this process sounds reasonable to you. Let us know as well whether you think we still need a Contact List.
I think this is a wise way to handle the list
Yes, this process sounds reasonable.
As for whether we still need a contact list, this group is so large I haven’t tried to use it in the past, but instead I’ve used the chat to connect with people and exchange phone numbers. When I could only connect by phone this wouldn’t have worked of course, but I don’t really trust putting my phone number out there on a large contact list for anyone to see.
This is very well thought out. I removed my contact information a few months ago after an email from a fellow member sent their opinion about something to the entire group. Thank you for thoughtfully proposing these changes.
This sounds like a wise strategy to manage the Contact List. I agree because it keeps folks safer and keeps the contact list more practical, useful and up to date. Thanks
I think the list should be periodically updated with the opportunity to add or delete names if a person wants either of those options.. Though I put my name on the list some time ago, I think it may have been removed at my request. I hope so after hearing what might be done with it. Also I think if the current list is archived it should be done temporarily and then completely deleted or removed not left somewhere unless there’s a valid reason to do otherwise. Admittedly I did not take the time do read the entire motion nor the town hall document before posting this. These are my opinions on the contact list that I am expressing on my own.
Also, perhaps there should be no contact list and those who wish to can offer privately or publicly or some other method of exchanging contact info. Maybe the WSO can also offer some input in the spirit of sharing not advising: given feedback they may have received from other groups who may have struggled with this issue. thank you
I agree with this motion and understand that we’re trying to balance the needs of our fellowship with the limited volunteer hours for managing efforts like these. I am personally not inclined to put my name on the list anymore because of the misuse.
Agree. Simple and current desirable.