Alliance Assembly Protocol
This protocol governs how the Alliance Assembly convenes — the gatherings, procedures, and practices that enable collective participation.
Instantiation
Trigger Type: Scheduled and Action-based
Trigger Condition:
- Monthly gathering scheduled (regular)
- Annual gathering scheduled (regular)
- Steward Council calls special session (ad-hoc)
- 10% of Members petition for special session (ad-hoc)
Authority & Oversight
| Role | Authority | Accountability |
|---|---|---|
| Alliance Assembly | Decisions made in assembly | The Constitution |
| Steward Council | Convenes and facilitates gatherings | Alliance Assembly |
| Facilitator | Guides gathering process | Steward Council |
Gathering Types
Monthly Gathering
Purpose: Regular connection, updates, and decision-making Frequency: Once per month Format: Online (1-2 hours) Quorum: 20% of Members or 10 Members, whichever is greater
Typical Agenda:
- Opening and connection
- Steward Council updates
- Activity updates
- Proposals and decisions
- Open discussion
- Closing
Annual Gathering
Purpose: Strategy, community building, celebration Frequency: Once per year Format: In-person or hybrid (1-2 days) Quorum: Same as Monthly
Typical Agenda:
- State of the Alliance
- Strategic discussion and direction-setting
- Activity showcases and learning
- Community building activities
- Constitutional and governance matters
- Celebration and closing
Special Session
Purpose: Address urgent or specific matters Frequency: As needed Format: Online (1-2 hours) Quorum: Same as Monthly Notice: Minimum 7 days unless emergency
Rights & Responsibilities
Members
Rights:
- Attend all Assembly gatherings
- Speak and participate in discussions
- Vote on matters before the Assembly
- Propose agenda items with 7 days notice
Responsibilities:
- Participate in good faith
- Respect facilitation and time
- Come prepared when possible
- Honor decisions made
Steward Council
Rights:
- Set gathering dates and logistics
- Propose agenda framework
- Select facilitator
Responsibilities:
- Ensure gatherings happen on schedule
- Provide adequate notice (14 days for regular, 7 days for special)
- Prepare materials and documentation
- Record and share outcomes
Facilitator
Rights:
- Guide discussion flow
- Manage time and participation
- Pause or adjust process as needed
Responsibilities:
- Remain neutral on content
- Ensure all voices can be heard
- Follow agreed decision-making methods
- Keep gathering on track
Process Sequence
| Step | Action | Actor | Timing | Output |
|---|---|---|---|---|
| 1 | Schedule gathering | Steward Council | 14+ days before | Date announced |
| 2 | Call for agenda items | Steward Council | 10 days before | Member input collected |
| 3 | Finalize agenda | Steward Council | 7 days before | Agenda shared |
| 4 | Conduct gathering | Facilitator + all | Scheduled time | Decisions made |
| 5 | Document outcomes | Steward | Within 48 hours | Record shared |
Participation
Attendance: Members may attend live or review recordings Voting: Only live participants may vote; async voting may be used for specific proposals if announced in advance Representation: Members participate as themselves; organizations speak through designated individuals
Completion & Outputs
Protocol completes when:
- Gathering concludes
- Outcomes are documented and shared
Outputs:
- Meeting recording (for Members)
- Decision record
- Action items assigned
- Notes or summary shared
Exceptions & Edge Cases
- Quorum not met: Gathering may proceed for discussion but not binding decisions; decisions deferred to next gathering or async process
- Technical failures: Facilitator determines whether to pause, reschedule, or continue
- Emergency session: Steward Council may call with 48 hours notice for urgent matters
- Summer/Holiday breaks: Monthly gatherings may be skipped in August and December by Steward Council decision
Related Protocols
- Decision-Making Protocol — How decisions are made in Assembly
- Membership Protocol — Who may participate
- Steward Council Protocol — How gatherings are organized