Committee Formation & Operational Governance Policy

1. Purpose

This policy governs how standing, special, advisory, and temporary committees are formed and operated across the CrownThrive ecosystem. It ensures consistency, transparency, and cross-platform accountability in committee-led initiatives.

2. Types of Committees

CrownThrive and ThriveAlumni recognize the following types of committees: Standing Committees – Permanent entities tied to governance areas (e.g., Ethics, Finance) Advisory Committees – Knowledge-based councils with non-binding influence Taskforce/Special Committees – Temporary project-based or crisis-response bodies Judicial Committees – Panels for disputes, ethics violations, or appeals

3. Committee Formation Requirements

To form a new committee: A formal proposal must be submitted to the Governance Chair or Board Secretary Proposal must include: purpose, structure, projected duration, and budget (if applicable) Approved by the Board of Directors or Executive Committee with majority vote Registered in the Legal Depot with designation slots and operational charter

4. Committee Composition

Each committee must include: 1 Chair – Selected via nomination, appointment, or election 1 Vice Chair – Appointed or elected to support and succeed the Chair as needed 1–3 At-Large Members – Chosen by rotation, invitation, or membership lottery 1–2 Assistants or Analysts – Support roles assigned by the Executive Director or staff Optional Advisors – Experts or specialists added for temporary or strategic guidance All members must sign the ThriveAlumni Committee Member Agreement before serving.

5. Meeting & Voting Procedures

Committees must meet at least once per quarter (minimum) All official decisions must be voted on with a simple majority unless otherwise stated Minutes must be logged and uploaded to the Governance Archive Members missing more than 2 consecutive meetings may be replaced or suspended

6. Accountability & Reporting

Chairs are responsible for: Submitting quarterly progress reports to the Executive Director Tracking attendance, voting records, and submitted deliverables Flagging unresolved issues or policy risks to the Governance or Risk Committee Ensuring assistants or analysts complete administrative tasks on time Reports are logged in the CHLOM Governance Ledger for transparency.

7. Conflict of Interest & Ethics

Committee members must: Disclose any potential or actual conflict of interest Abstain from votes where conflict is present Avoid using committee access for political or personal promotion Uphold the ThriveAlumni Code of Ethics at all times Violations are referred to the Judicial Committee or Ethics Panel.

8. Dissolution or Suspension

Committees may be suspended or dissolved by: Board or Founders vote (2/3 required) Failure to meet quorum or operational deadlines for 2 cycles Completion of the stated purpose for special or taskforce committees Dissolved committees must return all assets, records, and access permissions within 10 days.

9. Oversight & Amendment

The Governance Committee reviews this policy annually Proposed updates may be submitted by any committee Chair Updates require approval from the Board and Founder co-signature 📌 Document Version: v1.0 📅 Effective Date: July 30, 2025 📁 Maintained by: Governance Chair · Executive Director · ThriveAlumni Legal Depot