CAN Letter of Support Protocol

CAN Letter of Support Protocol

Purpose

Letters of support issued in the name of the Cully Association of Neighbors (CAN) represent the position of the Board and must follow an established review and approval process. Individual board members shall not issue letters on behalf of CAN without Board authorization.

CAN has created a subcommittee of up to three (3) individuals who will be supportive and responsible for ensuring the following procedures are followed. This subcommittee is referenced as the Letter Subcommittee.

Basic Approval Process

1. Request submitted

2. Letter Subcommittee reviews

3. Board considers and appoints Lead

4. Drafting and Review period begins

5. Final Draft submitted to Board and Approved

6. Lead Submits letter

1. Submitting a Request

1. Any board member or community member seeking a Letter of Support from CAN must submit the following information to the Letter Subcommittee:

   1. Name of requesting organization, agency, or individual

   2. Purpose of the letter; description of the project, proposal, issue, or event

   3. Why CAN's support is being requested

   4. Any known deadlines for submission

   5. Draft language, if available

   6. Contact information for follow-up questions

   7. Requests should be submitted to the Letter Subcommittee by emailing info@cullyneighbors.org or by another method designated by the Board. 

1.1 Timing Requirements

To allow adequate review and discussion:

1. Requests should be submitted at least 14 days before the letter deadline whenever possible.

2. Requests received fewer than 14 days before the deadline may not be reviewed unless deemed urgent by Letter Subcommittee.

3. Requests received after a board agenda has been finalized may be deferred to the following meeting.

2. Letter Subcommittee Review

1. The Letter Subcommittee will conduct an initial review to determine whether the request is complete and present the request for a letter to the full board for approval.

2. Upon approval by the Letter Subcommittee, the letter shall be added to an upcoming agenda for a regular meeting.

   1. The Letter Subcommittee may schedule a special meeting to review the letter with the Board for urgent matters.

   2. The Letter Subcommittee may ask for a virtual quorum via email as well. This rule is intended to streamline the letter approval process for letters needing minimal discussion.

      1. Any member of the Board may ask for a meeting in lieu of online discussion.

3. Board Consideration and Lead Appointment

1. The topic should be placed on a Board meeting agenda prior to approval whenever feasible.

2. The Board shall agree upon, through a simple motion, a Lead. The duties of the lead are detailed in Section 4.2.

3.1 Initial Letter Approval Criteria

1. Letters of Support require a majority vote of the Board at a regular or special meeting where a quorum is present.

2. In considering a Letter of Support, the Board may evaluate:

1. Whether the request aligns with CAN's mission and strategic priorities.

2. Whether the project or initiative benefits the Cully neighborhood.

3. Whether CAN has sufficient knowledge of the issue to take a position.

4. Whether issuing a letter is in the best interest of the organization and community.

5. Whether the request is consistent with previous Board actions and policies.

6. Approval of one Letter of Support does not obligate CAN to provide support for future requests on similar matters. 

4. Drafting and Review

1. Drafts may be prepared by any Board Member, committee, or community member.  

2. Each letter shall have a Board Member who acts as the Lead. The Lead facilitates communication with external parties and ensures delivery of the final letter once approved. 

   1. The Lead shall be designated by a motion and simple majority.

3. Board members may contribute language, edits, and recommendations. For Letters originating from community members, Board edits may not be binding, and the Board may be asked to approve letters without edits.

4. Board members will have three (3) business days to submit suggested edits unless a different deadline is established due to the requested submission date. The length of the review period may be changed subject to supermajority approval by the full Board.

5. Suggested edits should focus on accuracy, clarity, and consistency with the Board's approved position. Substantive changes that alter the intent of the letter may require additional Board discussion or approval.

6. If no edits are received by the stated deadline, the letter will be considered finalized and may be signed and submitted by the Lead after approval.

4.1 Signature Authority 

Official Letters of Support shall be signed by the Board as a whole. An example signature block is provided below. 

Sincerely, 

Cully Association of Neighbors

Approved by a quorum of the Cully Association of Neighbors Board on Month Day, Year 

info@cullyneighbors.org 

5. Final Board Approval

1. Upon the conclusion of the Drafting and Review period, the Board shall vote on the Final Draft.

2. The Final Draft shall be approved by a quorum of the Board.

   1. Final Drafts may be referred for additional edits, rejected outright, or approved for transmission.

6. Transmission of Letters

1. Official letters of support issued on behalf of the organization shall be transmitted by the designated Lead.

2. Board members may not independently send letters representing the organization's official position unless they have been approved by a quorum of the Cully Association of Neighbors Board and worked with the Letter Subcommittee to process.

6.1 Emergency or Time-Sensitive Requests

If a deadline falls before the next scheduled Board meeting, the Board may conduct an electronic vote or other expedited approval process if permitted by the CAN Bylaws and applicable public meeting requirements.

6.2 Record Keeping

Final letters will be:

• Shared with the Board for reference.

• Retained in CAN records in the Google Drive folder “Community Feedback & Concerns” and labeled in an appropriate subfolder.

• Noted in meeting minutes when applicable

• Letters may be posted on the CAN website when appropriate.

7. Conflict of Interest 

Board members with a conflict of interest related to the request shall disclose the conflict and follow the conflict-of-interest provisions of the CAN Bylaws. 

This protocol may be amended by a majority vote of the Cully Association of Neighbors Board.

Adopted by the Cully Association of Neighbors Board on August 25th, 2026