2021-10-27 Hypha Worker Co-op Quarterly Planning - Quarter 4 2021 🐛🌱🎛️

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Time: 5:00-7:00pm ET
Location: https://link.hypha.coop/calls
Attending: yj, el, bl, uv, dc
Cultivator: uv
Notetaker: bl

Agenda

Item	Time (min)
Personal Checkins	5
Announcements	5
Working Group Updates	15
Project Updates	15
Discussions	20

Notes

Personal Checkins

Q: Are you planning on travelling/doing anything for december holidays? bl: staying here el: no plans dc: no plans, not sure if visiting family yj: toronto uv: too lazy to sort visa

Announcements

• …

Quarterly planning

template: https://github.com/hyphacoop/organizing/blob/main/templates/planning.md

last meeting we did: https://meetings.hypha.coop/2021-04-21-quarterly-planning-spring-2021.html

Proposed Process

Before the call

1. Ask people to update their hours in clockify
2. Use this generic link, replace STARTDATE + ENDDATE for that quarter: https://clockify.me/reports/summary?start=STARTDATET00:00:00.000Z&end=ENDDATET23:59:59.999Z&filterValuesData>T23:59:59.999Z&filterValuesData=%7B%22clients%22:%5B%225d0ba1b0a02f7a3e65052013%22%5D%7D&filterOptions=%7B%22clients%22:%7B%22status%22:%22ACTIVE%22%7D%7D
3. Go to our CRM and make a copy of this sheet: https://docs.google.com/spreadsheets/d/1LyElXvLj7ASclSPQqcgOnuEWqBWBStilEfOhIosZzhA/edit#gid=858595530

During the call

1. Share screen with both
   • Last quarter spending
   • Copy of initiative sheet
2. For each initiatve, put in actual hours + get updates from initiative members, on the right side
3. Ask if we are sunsetting any initiatives
4. Ask if we are adding new initiatives
5. Add next quarter initiatives to the left side
6. Update/fine tune hours as a whole

For today

• Clockify hours: https://clockify.me/reports/summary?start=2021-07-01T00:00:00.000Z&end=2021-09-30T23:59:59.999Z&filterValuesData=%7B%22clients%22:%5B%225d0ba1b0a02f7a3e65052013%22%5D%7D&filterOptions=%7B%22clients%22:%7B%22status%22:%22ACTIVE%22%7D%7D
• Copy of iniatives (Q4 initiative planning sheet): https://docs.google.com/spreadsheets/d/1LyElXvLj7ASclSPQqcgOnuEWqBWBStilEfOhIosZzhA/edit#gid=1614045077

BACK OFFICE

• Operations
  • some slippage between onboarding + regular operations
• Finance
  • did a lot of async work
  • require context
  • lots of year end
  • expect to do more work because things are getting more complex
  • 30 hours estimate without year end
  • bl feels proposal on salary model will reduce these costs
  • quickbooks numbers are inaccurate
• Opportunities
  • leave at 10 hours a quarter
  • 40 hours expected for q4 (ben changed to 40)
• Infrastructure
  • some lack of clarity around old vs. new tags
  • leave hours as is
  • TODO dc add ARCHIVED in front of all old tags OTHER INITIATIVES
• Open Collective F. Host
  • in stasis
  • reduce to 1 hr a month = 3 hrs a quarter
• Homeostasis
  • uv has some hours coming up
  • 30 hours
    • ad hoc strat session end of november
    • TODO uv to help plan it
• CMC
  • 20 mins left end of september and then closed
  • kill it from Q4
• Improving Tech Stack
  • Spin off into a new
  • Use BE’s audit to plan out future initiatves
    • Current ansibles to be updated
• Migrate CI
  • Migrating from travis to gh actions
    • Hypha.coop
    • one of the scripts repo
  • on budget
  • (also used for COMPOST, but different budget)
• Back office automation
  • Was planned for Q4
  • bl: don’t think we should optimize this for this quarter
  • uv: maybe start an issue for now to collect automations?
    • TODO bl making issue
  • skip as an initiative for Q4
• Dripline
  • keep like 24 hrs
• Hello Hypha
  • keep at 24 hrs
• Rad Coop Development
  • uv + dc joining CWCF 4 hrs
  • TODO uv to tell dc which sessions to attend
• Social spaces
  • Where we could invest:
    • Instagram
      • reference imagery that ep prepared could be used
    • LinkedIn
      • TODO uv send Linkedin a/c to hypha chat
• Hiring
  • keep at 75 hrs

Potential new initiatives:

• Benefits + compensation
  • disentangle from hiring
• Handbook refresh
  • IT sections
  • Dc’s handbook sprint
    • update gitbook

TODO add to handbook

• Defer to the initiative lead if you’re not on the project but are unsure about how to log hours to the project

TODO

• Monthly check-in to reflect on hours

CONSENSED 315 hours proposed ~ 63 hrs of work per member over three months

Action Items for Cultivator

• Migrate items with #todo:person to task board
• Publish meeting notes as open access, or publicly indexed with restricted access
• Reset meeting pad for next meeting

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