# 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