Last Updated May 28, 2026

North Brooklyn Mutual Aid Handbook

This document is a collection of definitions and processes written out to reflect the organizational structure and operating procedures of the North Brooklyn Mutual Aid (NBkMA) network and admin team. We chose the word “handbook” to reflect its accessible and practical nature: any volunteer or organizer should be able to read the handbook and better understand their role in the network and how the group conducts its work.

What the handbook is: Each section seeks to clearly articulate one component of our work: membership, initiatives, and process for the benefit of our network.

What the handbook is not: This is not a rigid, prescriptive, or punitive document. We are a community of humans. This document is here to help, not to rule.

The goal: Create shared working understanding of a set of norms and definitions, to enable a transparent, durable, and efficient network.

We ask that all neighbors in the NBkMA network read and follow our Code of Conduct.

Roles

This section describes ways to participate in the group project that is NBkMA. We endeavor to build a community that is non-hierarchical and participatory, where everyone can have a voice.

Admin

An admin is involved with the operations of the network as a whole.

Responsibilities

Keep up to date with the #admin-chat and have your notifications on
Vote on any proposals
Attend admin calls at least once a month
Commit to a holistic perspective on NBkMA, beyond any one initiative
Participate in transparent communication around duties/responsibilities (see Rotation)
Keep an up-to-date roster of active admin membership, including any admins in hibernation, what that means for proposal quorums, and with respect to possible rotation.

Coordinator

A coordinator is an organizer of a specific initiative. They may also be an admin, but there should be room for a coordinator to limit their responsibilities to their initiative.

Responsibilities

Provide monthly updates on their initiative

Coordinators who are also admins can post in the #admin-chat channel, and will naturally be able to give updates in the semi-weekly admin call.
In the case of coordinators who are not also admins (due to capacity or for other reasons), an admin should be responsible for checking in with that coordinator. This is also the person the coordinator should feel like they can always reach out to first about initiative news or organizing assistance.

Attend admin calls if they have a proposal under discussion
Coordinate initiative volunteer calls as needed
Handle rotation for any leadership positions within their initiative

Volunteer

Any neighbor working with NBkMA on a one-off or ongoing basis.

Responsibilities

Follow through on self-assigned commitments
Communicate clearly with initiative coordinators
Attend admin calls if they have a proposal under discussion (not expected to attend for the full call)
A volunteer should feel empowered to take the lead on projects on behalf of the network (and might be asked to make a proposal to that effect).

Network/Coalition Partner

A partner group is any organization that NBkMA or its initiatives collaborates with on projects with shared aims. With Network/Coalition Partners we share resources and information, provide complementary efforts, and/or highlight and amplify each other’s work in North Brooklyn. Coalition/Network Partners can advance requests for funding or other support through admin.

Membership

Rotation

Generally, we trust our neighbors to know when they need to step back, and to identify a replacement volunteer if needed that will ensure the work continues. We also encourage regular rotation within admin and coordinator roles to support a healthy and growing network where responsibilities are shared for the good of the community. If a volunteer needs help finding a new coordinator for an initiative, they can reach out to the admin team for support.

Hibernation

If an admin needs a break, wants to step back, or is unable to perform their responsibilities, they may go into hibernation.

For example, if an admin has a job transition coming up, and communicates to the network that they need to step back for some months, then they may hibernate until they’re ready to resume.

If an admin is not performing their duties, they are considered by default to be in hibernation. For example, if an admin misses two admin calls in a row without communicating about it, they may automatically be considered in hibernation. Another way of thinking about this is: if we don’t hear from you; we assume you need a break.

If a period of hibernation exceeds two months (three or more missed admin calls), the admin group should discuss Rotation for that role, ideally with the hibernating admin, if they are available and have capacity.

Admin in hibernation are not counted towards the admin total for the purpose of quorums.
If the hibernation period is less than a month, the admin may resume their role without further impact.

Returning from Extended Hibernation

These situations will likely be unique, and should be discussed on a per-case basis. It should be added to the next Admin Call as a discussion item. Some options for returning are:

Split responsibilities with the new coordinator
Relieve the new coordinator (if they would prefer)

Orientation

When a new admin or initiative is approved, we want to ensure a successful introduction to the network. The processes outlined below are intended to ensure newcomers have the resources they need to participate and succeed in their work, while also conveying the values of mutual aid and non-hierarchical organizing.

Step 1: Orientation Meeting
A member of the Admin team will meet with the new member to:

Communicate the responsibilities of the neighbor’s position
Add the neighbor to relevant communication channels (Slack, sharing their phone number, etc.
Share relevant passwords for network accounts and resources
Share specific information for the role or initiative that is being assumed
Identify overlapping or symbiotic domains between initiatives/volunteers
Review the guiding principles of mutual aid and NBkMA’s mission statement with the orientee

A leader in the network should understand the mission and be invested in its success

Answer any questions that orientee may have

Step 2: Welcome Meeting for New Admins or Coordinators
The member of the Admin team will have the new member join an Admin meeting to:

Introduce network to the new role/initiative/what will be done
Introduce new member to the admin group
Have new member share a short prepared intro and be ready to talk about what’s coming down the pipeline for their project.

Decision Making

Proposals

Proposals are formal requests of the network for organizational or financial purposes. New, ongoing, and/or large requests for money, resources, or member bandwidth should be proposals. Also anything related to roles and membership, or partnerships with outside organizations/elected officials. We seek to meet all needs, however we recognize our collective works with limited and shifting resources and therefore strive for transparent decision making on these collective resources.

Activities Requiring Proposal and Consensus

Money: Any new recurring expense or any single expense over $250
Resources: Any significant or newly-recurring use of limited, shared assets
Member Bandwidth: Any significant new increase in volunteer and admin engagement affecting more than one initiative or the group overall
Campaigns, etc: Any significant new campaign or other initiative activity affecting more than one initiative or the group overall

Example Proposals

Add an admin to the network
Add a new project or initiative

This should always involve a discussion on the next admin-call
The expectation is that there should be a greater level of depth for proposals of this kind

Spend $900 on a new fridge
Reimburse buying supplies for a new weekly event
An event with a local councilmember

Contents of a Proposal

A message with context
The “ask”

Money or bandwidth, how much, and for what
Who’s involved, especially if it associates the network with an outside org
Whether it’s a one-off or an ongoing action
Urgency

The proposer, and (if relevant) the initiative associated with it
Brief description of how your proposal fits each criteria of the NBkMA mission
Confirmation that the proposer has taken a look at the latest NBkMA account balances

[Optional] Based on this review, the proposer shares any ideas fow how to fundraise for this proposal

Description of the urgency
Please include a 2-3 sentence blurb on this proposal if you feel comfortable including in our newsletter for visibility of other neighbors! If you do not feel comfortable with this proposal being public, please let us know.

How we Discuss Proposals

Local Focus & Local Impact
Builds Solidarity
Builds Community
Democratic & Accountable
Responsible & Sustainable

Lifecycle of a Proposal

Proposal is shared with an admin who adds it to an upcoming admin meeting agenda.
Proposal is shared with the community, for example through the newsletter, website, or Slack.
Proposer joins the admin meeting and shares an overview of the proposal with attendees.
Attendees ask clarifying questions, discuss as needed.
Decision is made on the proposal following the Consensus-Based Decision Making process (described below).
Results of decisions will be shared with the broader community, for example through the newsletter, website, or Slack.

Consensus-Based Decision Making
Decision making on proposals happens during admin meetings. Any volunteer can join the admin meeting and can review proposals. In general, we look for a healthy quorum of at least half the admin group to consider a proposal properly reviewed.

A proposal can either be passed, blocked, or paused for discussion. The proposer (or proposers) is responsible for sharing their plan, clarifying points of confusion, and allaying community concerns. This means responding to calls for additional details or discussion with diligence and empathy.

Goals

Everyone should have a voice
We should drive towards consensus through conversation

Types of Responses

Yes
Yes with suggestions
No (block = the proposal cannot proceed, used sparingly. Aims to encourage consensus)
Abstain
Call for Discussion (replaces any notion of a veto) pauses decision-making, and adds proposal to docket for the next Admin call

Initiatives

An initiative is a dedicated arm of operation within the NBkMA network.

Initiatives intentionally have independent structures and organization, supported by the network at large.

An initiative is expected to align with the mission and values of the organization. Initiatives are at minimum constituted by one or more initiative coordinators, and are often supported by volunteers.

An initiative that does not sustain its own volunteer group might be better grouped under an existing initiative.

Processes

The network’s admin team has regularly scheduled opportunities to share knowledge, discuss various initiatives, and socialize and build community with our neighbors. The two primary recurring events are the semi-weekly admin call and a seasonal social/open meeting.

The Admin Call
The admin call is an at least monthly meeting currently held on Monday evenings either virtually or in-person. All volunteers are invited to a monthly open admin meeting. A facilitator and notetaker rotate for each meeting. This meeting is the forum for discussion and decision-making on proposals.

Current agenda format:

Trickle-in/Intros
Assignment of Notetaker
Immediate Discussion Items
Ongoing Discussion Items
Wrap-up

Social/Open Meeting
At least once a season, the network organizes an in-person social event where admin, volunteers, and neighbors can meet, get to know each other, and strengthen our community bonds. Dates and locations of the socials will be posted for any interested attendee on our calendar, Instagram, Slack, newsletter, and other networks.