2019-11-27 Hypha Worker Co-op: All Hands Meeting

Time: Wed, Nov 27, 2019 @ 5-6:30pm
Location: https://jitsi.hypha.coop/hyphacoop
Attending: dc, el, bl, yj, pc, uv
Cultivator: dc
Notetaker: pc Next up: gi, dc, el, bl, yj, uv, pc

Agenda

Item	Time (min)
Personal Checkins	5
Task Board Review	25
— Working Group Updates
— Project Updates
Announcements	5
Discussions	20
Process Checkout	5

Notes

Personal Checkins

dc: obsessed with reaction videos to (previously derided) metalcore music videos: e.g., https://www.youtube.com/watch?v=8HFnXs3WAEs and https://www.youtube.com/watch?v=1coGoyz7pbI

Task Board Review

Archive Done tasks
- #134 credit card
  - dc and yj to sort
- #86 time tracking
  - #discuss time-tracking categories (ben)
  - udit recommitting to closing
  - yj: ill get my hours done by next meeting
  - el: I have been using it
- #85 complete biz plan
  - COTTAGE. no computer. dc on it.
- #92 publish handbook. done!
- #119 set up CRM. still open
- #143 virtual goups workshop. dc needs to push.
- #132 comms tools. ben feels blocked. 2 votes.
  - #discussion to unblock
- #135 upgrade loomio.
  - all checked. patcon passing on last comment. elon closed!
- #127 jitsi meet pilot. #discussion
- #145 labels. ready for review from dc. almost done.
- #131 email policy. was demo of pc’s proposal. feedback from el and yj. demo’ing revised proposal next infra WG. will bring to all-hands if good.
- #154 yj: in-process. still need to do payroll. going well
Review HIGH [priority-★★★]
- #132 comms. as-is for now.
- no other thoughts raised
Triage new tasks
- skip for the week.
missing labels wg:NULL | [priority-NULL]
- skip.

Working Group Updates

Business Planning wg:business-planning
- dc: haven’t been meeting regularly and haven’t discussed how to handle while bl and pc are remote
- dc: have started moving biz plan stuff to handbook
- dc: proposed review of the biz plan by external person be done closer to AGM
- dc: having invoiced client is great
- dc: #todo figure how to do bizdev remote
Governance wg:governance
- dc: haven’t met, should get the ball rolling on AGM planning
- dc: some work can support finance
Infra & Ops wg:infra-ops
- pc: had first meeting, el facilitated
- pc: trying to review tickets
- pc: (perhaps having a summary someone just reads is a better process [for wg])
Finance wg:finance
- (move into discussions)

Project Updates

Parked for time

Announcements

dc: first client invoice sent and payment deposited
pc: IDRC job application submitted, waiting to hear back
pc: React project from Code for Canada

Discussions

Finance (yurko)
- Payroll
  - pc: why short? if hard, do more. devops.
  - dc: disagree with patcon. more records is more complicated. wants to defer to fulltime ppl.
  - yj: comment on accounts receivable. missed.
  - bl: longer period. high overhead in org. easier to remember once/month. models often charge per run, but also monthly. don’t need to stick with what we choose. don’t want to do hard things more as principle.
  - yj: week leading up to payroll is “payroll week”. accountants seem stressed.
  - uv: agree it’s not that easy to run. takes work.
  - pc: proposing 1 mo
  - bl: how long does this take? dc: diff in large companies. yj: more than just automation issue. uv +1
  - dc: some experience in 6 ppl company, person doing payroll puts in a portion of a part-time of the week
  - pc: proposal establish a monthly pay period and revisit within a year (or sooner as needed)
    - consensed. all 6, but no gary!
- Pre Incoroporation Expenses
- HST and Corporations
  - CAD 30,000 mark for businesses (above which we need to charge HST)
  - bl: “zero-rated” for international
  - pc: mission work, local or international, is “exempt”
  - pc: for now, just check in with finance wg
  - dc: flag how honorarium should be handled (something that we can’t really loop thru hypha if HST needs to be added) #todo
    - how does this work for incoming money/honorarium to hypha?
    - pc: maybe not route through hypha until we understand
- USD dollar accounts
  - bl: we’re setting up transferwise
  - uv: does desjardins have USD account
  - pc: enspiral person (richdecibel) uses transferwise as his bank account, so +1 in support
- startup loan
  - yj: is the pay back period > 12 months?
    - dc: no term set, and so none expected (was agreed and noted on 2019-03-20: https://github.com/hyphacoop/organizing/blob/30ee0aaa17d67fd9ab4cf1d93adc1dbc23747b82/2019-03-20-all-hands-meeting.md)
    - pc: in docs, short-term owner loans are talked about more, long-term loan may be more complicated, want to speak to bookkeeper, possibly considered income if lasting > a year #todo for finance wg
- Declined on biz credit card
  - alternative is to pursue a personal card and call to have it linked
  - dc: also, possible followup with toronto business centre folks on credit product they have for small businesses
  - pc: we wanted biz earn credit initially, but personal option doesn’t help that
    - so we can just use a personal cash card and link it, instead of personal credit card.
- Credit card reimbursement process
Communications Tools (ben)
December hours+ cultivator (dc)
- dc: holiday sched? proposal: let’s take some period of time off. 1-1.5 week?
- #todo put proposal in loomio (dc)
- yurko trapped in data centre for holidays (home alone 7 storyline?)
Parked for next time:
- Jitsi: is it working? (elon+ben)
- Improve task workflow
- Time tracking practices
- employee READMEs (patcon)

Process Checkout

who’s next culviator: Ben!

Action Items for Cultivator

Migrate items with #todo:person to task board
Publish meeting notes to GitHub
Publish meeting template for next meeting

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