Hypha 2020 Annual Members Meeting - June 13-14, 2020

These are draft minutes from our initial AGM.

Agenda

This AGM will celebrate our previous accomplishments while allowing us to check in on milestones and set a course for the year ahead both personally and collectively. There will be advance notice and planning so we all come prepared for the meeting. The time will be a mix of structured and unstructured with a casual vibe. There will be social events that grow our feelings of connectedness to each other and our neighbours. We will end the weekend more excited than we started.

Expected Outcomes

Pre-AGM

Time Required: 0.5-1 hour

  1. Review agenda.
  2. Read draft bylaws. Do you have questions? Anything confusing?
  3. Read draft articles of incorporation amendment. Do the “objects” make sense?
  4. Check out our AGM explainer. Any parts that remain unclear? comment!
  5. Complete the “How prepared do you feel for the AGM?” check-in.

Indicate when you have completed the above on Loomio: https://loomio.hypha.coop/d/yb9A78UV/pre-agm-tasks

Session I - Year in Review and Key Business (aka Members’ Meeting)

Length: 3 hours

Chair: Dawn Timekeeper: Benedict Scribe: Patcon

Time Length Description
00:00 - 00:15 15mins A. Welcome, format, and process
00:15 - 01:00 45mins B. Previous year, decision-making, & values: good member
01:00 - 01:15 15mins Break!
01:15 - 01:55 40mins C. Bylaws and amending articles
01:55 - 02:10 15mins D. Elections
02:10 - 03:00 50mins E. Team-building activity

A. Welcome, format, and process

B. Previous year, decision-making, & values: good member

[BREAK]

C. Bylaws and amending articles

D. Elections

E. Team-building activities

[LUNCH BREAK]

Session II - Key Governance Decisions (aka “Directors’ meeting”)

Length: 1 hour

Chair: Yurko Timekeeper: Dawn Scribe: Benedict

Time Length Description
00:00 - 00:15 10mins A. Welcome, format, and process
00:15 - 00:30 15mins B. Elections
00:30 - 01:00 35mins C. Passing key resolutions

A. Welcome, format, and process

B. Elections

C. Passing key resolutions

WRAP UP FOR TONIGHT!

Session III - Strategy Session

Length: 1.5 hours

Chair: Udit Timekeeper: Udit Scribe: Dawn

Time Length Description
00:00 - 00:15 5mins A. Welcome, peer recognition wake-up
00:15 - 01:00 15mins B. Context setting: Values, trends, and thematic areas
01:00 - 01:30 20mins C. Break outs: Thematic ideation
01:00 - 01:30 30mins D. Share backs
01:00 - 01:30 10mins E. Wrap up and Awards

A. Welcome, peer recognition wake-up

B. Context

C. Ideation

Breakout Ideation Pads:

D. Share-back

Highlights:

E. Wrap up and Awards

Held awards ceremony! Results shared and after the event available on our office bulletin board

Appendix - AGM Explainer

Articles of Incorporation contain the key elements of a co-op’s structure and are filed with the provincial government.

Bylaws supplement the Act and the provisions of the Articles. They are adopted and enforced by the co-op internally (by the board of directors and membership), but they must not contradict the mandatory provisions of the Act or of the Articles.

Policies are internal guidelines and standards that a co-op uses as a framework to guide the day-to-day activities and decision-making processes of its members, board, employees and volunteers. For Hypha these are contained in our handbook.

Decision-making at the AGM:

Governance is about the oversight, strategic planning, decision-making, and financial planning of an operation.

Different models (ways of framing it so that the parts and processes make sense) to think about governance:

Three key things that make [co-operative governance] function: “working well together, creating a successful view of the future, and building legitimacy” (from Governance in Co-operatives course prepared by Co-operatives First and Centre for the Study of Co-operatives).

Four pillars to address gaps and strengthen owner relationships and democratic practices

  • Teaming: successfully working together to achieve common purpose.
  • Accountable empowerment: success-fully empowering people while at the same time holding them accountable for the power granted.
  • Strategic Leadership: successfully articulating the cooperative’s direction/purpose and setting up the organization for movement in this direction.
  • Democracy: successfully practising, protecting, promoting, and perpetuating our healthy democracies.

Management is about the routine operational decisions and administrative work that makes the operation function.

Appendix - Peer Feedback

Today:

  1. (Already) Collectively draft good member chat

  2. Solicit peer recognition (shoutouts to members) for public sharing

    • 🏅 I appreciate when [member-owner] did …
    • 🏅 I value how [member-owner] …
    • 🏅 I respect the way that [member-owner] …
    • 🏅 … [your own]

    Ranked voting 🏵️🎖️💪🏼:

    • 🏆 The Early Bird: Who’s always first to the video call?
    • 🏆 The Private Concert Award: Who spends the most time rocking out to music on a co-work session or a call?
    • 🏆 Loud Typist Award: Watch out, because you can hear this member-owner’s keyboard from the back of the room!
    • 🏆 The New Hobby Award: For the member-owner who is always trying something new, from crocheting to Rosetta Stone.
    • 🏆 The One Liner: This person always has the perfect quip — whether it’s in a meeting or the chat.
    • 🏆 The Matrix Maestro: No matter when you ping this member-owner in chat, whether they’re in a meeting or dead asleep, somehow, they manage to respond in 0.2 seconds.
    • 🏆 The Notetaker: You know if you zone out in a meeting, this member-owner has your back with their perfect notes!
    • 🏆 The Nomad Award: You’ll find this person searching for inspiration in new places–you never know where they will be joining the call from. They’re always looking for the perfect place to get some work done.
    • 🏆 The Calender Colour-coder: Every spare second in this member-owner’s day is catalogued according to their calendar. (Or don’t — they probably like their own!)
    • 🏆 The Coach / Pep-talker: When you need a pep talk, this member-owner is there to get you back in the game. Get them a whistle!

    Credit for award names to https://www.signupgenius.com/business/funny-office-awards-trophies.cfm

  3. Pair / pod folks for feedback (have a random distribution below)

    1. 5 minutes to reflect on work over last year and areas to identify:
      • at least 1 thing you did well
      • 1-3 things you’d like to improve
    2. choose what to share with your partner
    3. periodic check-in (at quarterly calls)
      • record these personal feedback and actionable approaches, you will check in with your peer around the next OKR meeting

Random peers: (dc, yj, uv); (bl, gi); (pc, el)

Process: roll 7 dice using https://www.random.org/dice/?num=7, work left from right and assign, skip once you have 3 then 2 of a number, re-roll if necessary

name number
dc 2
pc 3
el 3
bl 5
yj 2
uv 2
gi 5

Appendix - Annual Resolution of the Board

# ANNUAL RESOLUTIONS OF THE BOARD OF DIRECTORS

**Resolution(s) in writing** of the board of directors of Hypha Worker Co-operative Inc. (the "Co-operative") 
from the meeting of the directors held by electronic means on this 13 day of June, 2020.

**BACKGROUND:**

1.  For the first annual meeting of the members the directors have put forward bylaws and an amendment the articles of the co-operative to vary the provisions in its articles to better align its worker and non-share capital status.

2.  Two new directors have been elected to the board.

**IT WAS RESOLVED THAT:**

1.  The directors of the board unanimously put forward the bylaws for adoption by the membership.

2.  The directors of the board unanimously adopt an amendment of the articles for adoption 

3.  [  ] of the Co-operative is authorized to sign all documents and perform such acts as may be necessary or desirable to give effect to the above resolution.

4.  The following individuals are appointed and confirmed as officers of the Co-operative for a term of one year or until replaced:

Yurko J: President; 
Patrick Connolly: Vice-President; 
Udit Vira: Treasurer; and
Benedict Lau: Secretary




Dated in the Province of Ontario on the 13 day of June, 2020.

__________________________________ :lock_with_ink_pen: [digital signature][sigfile-[director]]\
[Director Name]

__________________________________ :lock_with_ink_pen: [digital signature][sigfile-[director]]\
[Director Name]

__________________________________ :lock_with_ink_pen: [digital signature][sigfile-[director]]\
[Director Name]


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   [sigfile-[director]]: resolution-XXX.md.[director].asc

Appendix - Strategic Ideation Notes

Ideation Toolkit

Example goal: Collaborate with Great Lakes Region Coops.
Example strategic initiative: Host a meet and greet with other cooperatives in the Great Lakes region to discuss possibilities of collaboration and ways we can support each other.

Trend 1: Growing adoption of digital technology; cost and tech literacy are barriers Trend 2: Canadians are concerned about their security and privacy Trend 3: Declining trust in most tech companies Trend 4: Feelings of vulnerability and social inequity driving Canadians toward coop models Trend 5: Desire to secure worker’s rights and livelihoods as we transition to post-carbon/sustainable economies COVID-19 + Protests against Police Brutality: What will be the long term effects? How can we help?

Hypha AGM Themes

Goals and Initiatives

Brief

With your pod, generate a list of possible goals and strategic initiatives within your assigned focus area - incorporating the trends and surfaced themes.

Come up with 5+ ideas in 20 minutes.

Strategic Ideation - 1

Pod 1: dc, yj, uv Focus area: GET PAID!

Ideation Area…

Strategic Ideation - 2

Pod 2: bl, gi Focus area: BE NEIGHBOURLY!

Ideation Area…

Strategic Ideation - 3

Pod 3: el, pc Focus area: DO SICK WORK!

Ideation Area…

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