There seems to me some confusion in my organization as to how correspondence should be received and presented. Any help that you could provide me with would be appreciated. Feel free to Email me any opinions you may wish to offer. The members should address all correspondence to the secretary. The secretary usually receives the mail, opens the mail, and passes on the mail addressed to, or which concerns, the officers and individual members.
All relevant correspondence is put on the agenda.
By knowing the objectives of the organization which are found in the Articles of Incorporation or the bylaws. The members should not have to waste their time with trivial matters. It is important to remember that Robert's Rules says that a motion that is outside the object of the organization cannot be considered unless a two-thirds vote of the members vote in favor of considering it. The secretary can read the letters to the members, or if there is information that needs to be acted on, the letters can be photo copied and given to the members to follow along as the secretary reads the letter. If a letter has business for the members to act upon, a motion is made at the time the letter is read and not put under new business.