Committee Meeting, Quorum, and Voting Policy

1. Purpose

To ensure legal and procedural integrity, this policy establishes clear expectations for how all committees under ThriveAlumni and CrownThrive operate with respect to meetings, decision-making quorum, voting eligibility, and recordkeeping.

2. Scope

Applies to: All ThriveAlumni Committees (Standing, Advisory, Special) Board of Directors Subcommittees and Task Forces Voting-enabled Workgroups or Delegates Executive and Judicial Appointees with voting powers

3. Meeting Protocols

3.1 Scheduling & Frequency All committees must meet at least once per quarter High-level committees (Board, Governance, Finance) must meet monthly Emergency meetings may be called by the Chair, Executive Director, or Founder 3.2 Attendance Requirements Members must attend at least 75% of scheduled meetings Three unexcused absences per term will trigger a warning Repeated non-participation may result in temporary suspension 3.3 Notification & Access Meetings must be announced at least 7 days in advance Agendas must be distributed at least 48 hours prior Members may attend via video, phone, or in-person

4. Quorum Rules

4.1 Quorum Definition A quorum is met when at least 51% of all active committee members are present. 4.2 Quorum Exceptions In emergency cases, quorum may be reduced to 40% with Executive Director approval No votes may be held without quorum, unless an override is enacted by the Board or Founders

5. Voting Eligibility

Voting members must: Be in good standing (no active investigation or suspension) Be verified through CHLOM (if deployed) or ThriveAlumni KYC protocols Not have exceeded role term limits or conflict-of-interest thresholds

6. Voting Procedures

6.1 Standard Voting Votes are typically cast during meetings via raised hand, digital hand, or electronic poll Members may request anonymous voting for sensitive topics Motions require a simple majority to pass unless otherwise stated in bylaws 6.2 Remote or Asynchronous Voting Committees may conduct votes online with a minimum 48-hour window Remote votes must be archived with timestamps and member ID Tied votes may be escalated to the Board or Executive Committee 6.3 Special Motions Motions involving removal of a member, ethics violations, or legal referrals require a 2/3 majority Emergency override motions require Founder concurrence

7. Proxy & Alternate Voting

- Committee members may appoint an approved proxy once per quarter - Proxies must be declared in writing 24 hours in advance - Alternates must be drawn from the same committee or assigned At-Large pool

8. Vote Recording & Audits

- All votes must be recorded in official minutes - Sensitive decisions require dual verification: by the Chair and the Governance Observer - Quarterly audits are performed by the Compliance Committee - In CHLOM-integrated settings, votes are logged on-chain using smart contract validation

9. Transparency & Publishing

- Meeting minutes must be submitted within 7 days of each session - Minutes for all non-confidential sessions are posted to ThriveAlumni’s Member Dashboard - Voting logs may be redacted for anonymity where legally or ethically necessary

10. Violations & Disputes

- Any disputed vote, missing quorum, or false record entry must be reported within 3 days - The Judicial or Compliance Committee may nullify votes if quorum was not met or protocol breached - Repeated procedural violations may result in committee restructuring or Chair replacement

11. Review & Amendments

This policy is subject to mandatory review every 18 months or upon implementation of a new voting system, such as CHLOM or ThriveLedger. 📌 Document Version: v1.0 📅 Effective Date: July 30, 2025 📁 Maintained by: Office of Governance Oversight & Compliance Committee