CTC Procedures
↩ Library
Operational playbooks

CTC Procedures & Playbooks

The charter says what should happen and who decides — but often not how. These are proposed, step-by-step procedures for the gaps, so a rule doesn't get invented differently every time it's needed.

10 procedures across 5 areas Status: proposed drafts, not yet ratified Basis: the existing By-Laws & Code

See also: Constitution & By-Laws → · Code of Conduct →

Overview

How to read these

Each card names its trigger and the charter clause it serves, lists the steps in order, and tags who acts and by when. Proposed new timelines are highlighted; everything is a draft to react to.

Who acts By when Decision gate / threshold New timeline to confirm
Area 1

Membership & Standing

Annual Membership Renewal

Trigger: every Q1 (Jan 1 – Mar 31)
Serves By-Laws §2.1.7
Proposed
  1. By Jan 1, the Membership Committee opens the renewal window and notifies all Full Members with the form and criteria.
  2. Each Full Member submits its renewal: confirmation of ≥2 Representatives, its Designated Representative, at least one Activity in the prior year, and continued alignment with the Community-Organization definition (§1.1).
  3. The Committee re-evaluates each submission against §1.1 and the Full-Membership criteria (§2.1.6).
  4. Decision issued: renewed, conditional (with a cure period), or denied. A complete on-time submission stays provisionally in good standing until the Committee acts.
  5. A denial may be appealed to the Executive Board within 30 days and is reported to the next General Assembly.
Membership CommitteeFull Membersacts within 30 daysappeal ≤ 30 days

Membership Succession

Trigger: a member org merges, splits, or ceases operations
Serves By-Laws §7.5
Proposed
  1. The affected organization (or its Representatives) notifies the Secretary in writing of the merger, split, or cessation.
  2. The Membership Committee reviews which entity should inherit standing — membership tier, voting rights, and any incubation progress.
  3. The successor entity must still meet the Community-Organization definition (§1.1); a re-evaluation may be required.
  4. The Executive Board proposes the succession of rights and obligations.
  5. The General Assembly confirms by Majority Vote; the Secretary updates the membership records.
Org → SecretaryMembership CommitteeExecutive BoardGA Majority to confirm
Area 2

Governance & Board

Board Transition & Handover

Trigger: a biennial election or any change of officers
Serves By-Laws §4.2 / §7.3
Proposed
  1. The Election Committee certifies results; outgoing and incoming officers are formally notified.
  2. A 14-day handover overlap begins, during which the outgoing board remains responsible.
  3. Transfer of custody: official documents and minutes, membership records, financial accounts and signatory authority, channel/admin access, active action items, and sponsor/partner contacts.
  4. Where funds are active, bank/finance signatories are updated to the incoming officers.
  5. A joint handover meeting is held; the incoming Secretary confirms receipt in writing.
  6. Outgoing officers remain reachable for questions for 30 days after transition.
Election CommitteeOutgoing & Incoming EB14-day overlap30-day availability

Conflict-of-Interest Disclosure

Trigger: ongoing — any personal, professional, financial, or organizational interest touching a decision
Serves By-Laws §4.1.7, §5.2 & CoC §2.5
Proposed
  1. The Secretary maintains a standing Conflict-of-Interest Register.
  2. On election or appointment, each officer and committee member files an initial disclosure of known interests.
  3. Before any matter where a conflict exists, the member discloses it — in writing or on the record — before deliberation begins.
  4. The conflicted member recuses from deliberation and the vote; the recusal is noted in the minutes and is not counted toward quorum on that matter.
  5. If the Presiding Officer is conflicted, the chair passes to the next officer in the succession order (§4.1.8 / §4.4.1).
  6. Disclosures are refreshed annually and whenever circumstances change.
All officers & committee membersSecretary (register)recuse before deliberation

Election Mechanics & Integrity

Trigger: the biennial election (September General Assembly)
Serves By-Laws §4.2 & §5.2.2
Proposed
  1. Nominations are taken at the General Assembly prior to elections; the Election Committee validates eligibility (one Representative per org; no disqualifying conflict; committee members can't run in an election they oversee).
  2. The validated candidate list is published to all Full Members before the vote.
  3. Voting is by secret ballot, electronic or physical; each Full Member's Designated Representative casts one vote per position.
  4. The Election Committee tallies with observers present. A position needs a majority; if none, an immediate runoff between the top candidates; a persistent tie is broken by drawing of lots.
  5. Results are certified by the Election Committee, announced, and recorded in the minutes.
  6. Any challenge goes to the Election Committee, then to the General Assembly by Majority Vote.
Election CommitteeDesignated Repsmajority per seattie → lots
Area 3

Finance

V7 replaced the Finance Committee with the Treasurer role — both procedures apply only once the Treasurer is activated (§4.1.6).

Sponsorship & Donation Intake

Trigger: any offer of funds, sponsorship, or in-kind support
Serves By-Laws §4.1.6 (Treasurer)
Proposed
  1. Any offer is routed to the Executive Board (and the Treasurer, if active) — never accepted unilaterally.
  2. Vetting: source legitimacy, alignment with CTC's mission and values, and any conditions attached to the gift.
  3. Conflict screen: confirm the arrangement doesn't hand undue influence over governance to the sponsor, or unfairly favor one member org (ties to CoC §3.1(b) and (e)).
  4. Approval by Executive Board majority; strategic or large arrangements go to the General Assembly.
  5. Terms recorded in writing; funds then handled under the Disbursement procedure and disclosed in the financial report.
  6. Misaligned offers are declined with a documented reason.
Executive BoardTreasurerEB majority (GA if strategic)

Disbursement & Reimbursement

Trigger: any spend of organizational funds
Fills the "financial policies" deferred by §4.1.6.3
Proposed
  1. Spending must fall within an approved budget or be specifically approved in advance.
  2. The requester files a request stating purpose, amount, payee, and supporting quote or receipt.
  3. Dual approval: two authorized signatories sign off (e.g., Treasurer plus one Board member) — no one approves their own request.
  4. Payment is executed and a record retained.
  5. Reimbursements: submit receipts within 30 days of the expense; approved and paid within 15 days of a valid claim.
  6. The Treasurer keeps records; the Auditor independently reviews and audits them (§4.1.5.2, §4.1.6.3).
RequesterTwo signatoriesAuditordual approvalreimburse ≤ 15 days
Area 4

Records & Disputes

Records Access & Retention

Trigger: a member requests records; and ongoing archiving
Serves By-Laws §7.7
Proposed
  1. The Secretary keeps the official archive: By-Laws, resolutions, minutes, membership records, and financial records.
  2. Access: members request in writing; the Secretary responds within 10 days. Routine governance records are open to members; personal, financial-detail, and disciplinary records are restricted.
  3. Retention: governance records kept permanently; financial records for at least 5 years; disciplinary records kept confidential per the Code's process.
  4. Records are backed up, and custody transfers to incoming officers at each board transition.
SecretaryExecutive Board (restricted records)respond ≤ 10 days

Org-vs-Org Mediation

Trigger: friction between member orgs that isn't a Code violation
New — the lighter step before a misconduct case
Proposed
  1. Either organization raises the issue and both are encouraged to attempt direct, good-faith resolution first.
  2. If that fails, either may request mediation; a neutral Executive Board or Membership Committee member (with no conflict) facilitates.
  3. Confidential mediation session(s) aim for a written understanding both sides accept.
  4. Mediation is non-adversarial and carries no penalties.
  5. If it fails and a genuine Code violation is alleged, the matter escalates to the disciplinary procedure.
Disputing orgsNeutral facilitator (EB / Committee)no penalties
Area 5

Wind-down

Dissolution Wind-Down

Trigger: a dissolution vote passes (2/3 supermajority under a supermajority quorum)
Serves By-Laws §7.4 / Constitution Art. X
Proposed
  1. At the same Assembly that approves dissolution, the members also adopt the asset-distribution resolution (§7.4.1).
  2. A wind-down committee (or the Executive Board) is charged with settling affairs.
  3. Members, sponsors, and partners are notified; no new activities or commitments are undertaken.
  4. Outstanding debts are settled and receivables collected; a final financial report and audit are prepared.
  5. Remaining assets are transferred to one or more non-profits with substantially similar purpose, as the Assembly determined.
  6. Records are archived with a designated custodian and a formal notice of closure is issued.
General AssemblyEB / wind-down committeeTreasurer & Auditorassets → similar non-profit
Also

Conduct Procedures

The two Code-of-Conduct procedures — how members stay compliant, and the end-to-end disciplinary pipeline — live in the Code of Conduct portal so they sit next to the standards they enforce.

Following the Code & Disciplinary Procedure

Track A (acknowledge, re-affirm, disclose, report) and Track B (intake → investigate → adjudicate → appeal → closure), with roles and timelines.

Open in Code of Conduct →