Roles 🚧

Table of Contents

• Roles 🚧
  • Cultivator (aka Meeting Chair)
  • Finance Steward
  • Initiative Lead
  • Notetaker
  • Payroll Coordinator
  • Social Media Steward
  • Key Holder
  • Operations Coordinator

Cultivator (aka Meeting Chair)

The Cultivator is responsible for tending to the all hands meetings and important shared fields of the co-operative: where we make decisions (Loomio), where we keep our documents (GitHub), and where we keep our calendar (Google Calendar).

Tasks:

• chair all hands meetings (Weekly):
  • prepare meeting pad in advance so we start on time
  • ask for additional agenda items at start of meeting
  • facilitate discussion
  • keep time
• review and merge notes (Weekly)
• host and plan activity for social call (Monthly)
• help member-workers stay organized (As needed):
  • add meetings and important dates to calendar after meeting
  • set up required loomio theads and decisions
  • send reminders on time-sensitive action items

Authority:

• set agenda and determine discussion items for all hands

Limits: (on Authority)

• permission of member-workers needed to:
  • cancel or reschedule call for week

Time Budget: Up to 2 hours/week.

Length and Succession: 1 month, rotates through member-workers. Last meeting of each month, the Cultivator asks for volunteers for the next person, if no one volunteers they can request those who have not been one recently to do so, which can be declined within based on discussion and with cause.

Support: The previous Cultivator is responsible for making time to mentor and support the incoming Cultivator for the first week as needed.

Finance Steward

Parent WG: Finance

Aim: Facilitate income and expense transactions for the organization, and steward our financial accounts, records, and projections.

Tasks:

• invoice clients and settle income transactions
  • work with project leads to draft and send invoices
• make timely bill payments and ensure organization is in good financial standing
• keep our books synchronized with bank accounts and match transactions to appropriate categories
• review quarterly financial reports
• update financial projections and communicate financial health to members
• upload bank statement to 🔒 Finance > Desjardins Account > Monthly Statements each month
• serve as contact person for our accountant and bookkeeper
• oversee all tax obligations
  • familiarize with GST/HST Information for Non-Profit Organizations
  • report and remit HST and any other non-payroll taxes as applicable
  • file annual tax return with our accountant at fiscal year-end

Authority:

• move balances across our internal accounts for amounts <= CAD$10,000
• work with our accountant and bookkeeper as needed

Limits: (on Authority)

• permission of parent WG needed to:
  • move balances across our internal accounts for amounts > CAD$10,000
  • move balances outside of our internal accounts for any reason and amount
  • make non-routine adjustments to our financial accounts, records, and projections
  • submit our annual tax return
• permission of project lead needed to:
  • alter or send an invoice to a client

Time Budget: Up to 2 hours/week.

Length and Succession: 6 months, with renewal. Max 2 terms.

Initiative Lead

The Initiative lead is part-PM, part-coach and is responsible for ensuring initiatives are on track and that all members of the squad are able to work.

Parent Initiative: Per initative

Aim: Ensuring initiatives are on track and all members of the squad are able to work on tasks.

Tasks:

• report on inititative progress at all hands and strategic meetings
• chair inititative meetings (as needed):
  • prepare for meetings in advance
  • facilitate discussion and times
• review and merge notes (as needed)
• help squad members stay organized (as needed):
  • add meetings and important dates to calendar after meeting
  • set up required tasks on GitHub or documents
  • send reminders on time-sensitive action items
• work with Back Office for project setup, invoicing, payroll and contracts
• track and record project work hours using Clockify

Authority:

• set strategy and direction within intiative

Limits: (on Authority)

• permissions of all member-workers needed to:
  • start an initiative
  • change the scope or extend the length of the initiative
  • increase the budget

Time Budget: Variable depending on needs of initative.

Length and Succession: Variable depending on needs of initative.

Notetaker

The Notetaker

Tasks (Weekly):

• taking notes
• cleaning up notes, adding to GH and pinging for review

Length Succession: Single meeting. Moves through alphabetical list of active member names.

Payroll Coordinator

Parent WG: Finance

Aim: Fulfill financial responsibilities to employees and contractors, and adhere to associated legal and tax obligations.

Tasks:

• run payroll for each pay period
  • approve reimbursement of expenses
  • prepare payroll
  • ensure payroll taxes are remitted, manually file a nil remittance if a pay period is skipped
  • archive Employee Payroll sheet and payroll reports
• issue T4 (to each employee) and T4A (to each contractor) for each year
• assist Operations WG in employee and contractor onboarding and keep appropriate records
• adhere to legal requirements around keeping records and handling of Social Insurance Number, and our sensitive data practices

Authority:

• access to sensitive data on employee records
• approve reimbursement of employee and project expenses <= CAD$200

Limits: (on Authority)

• permission of parent WG needed to:
  • approve reimbursement of employee and project expenses > CAD$200
  • approve payroll for employees and contractors

Time Budget: Up to 2 hours/week.

Length and Succession: 6 months, with renewal. Max 2 terms.

Social Media Steward

Parent WG: Business Development

Aim: Maintain an active online presence amongst neighbors and co-operative allies.

Tasks:

• interact on approved platforms
• support or initiate discussions about presence on new platforms
• share monthly updates with parent WG
• track time under a specific tag

Authority:

• any interactions on our approved platforms:
  • Twitter
  • Linkedin

Limits: (on Authority)

• permission of parent WG needed to:
  • create and activate new social media accounts
  • squat namespaces on new platforms

Time Budget: Up to 2 hours/week.

Length and Succession: 3 months, with renewal. Max 2 terms.

Key Holder

Parent WG: Finance

Aim: Keep Hypha's cryptocurrency secure by safely managing our keys and making transactions on our behalf.

What kinds of transactions might Hypha be doing on blockchains?

• Receiving or sending tokens between wallets
• Delegating our tokens to a validator
• Voting on governance proposals

Responsibilities:

• Basic knowledge of the features and capabilities of their hardware device
• Clearly understand the security risks associated with a leaked key
• Awareness of various attack vectors (e.g., phishing etc.) that could lead to a leaked key
• Keeping both your backup mnemonic and your hardware device safe
• Ensure that there is a redundant backup of their mnemonic kept safely
• Knowledge of how to create transactions for blockchains (scoped to Cosmos Hub for now, but can change)
• Participate in signing on-chain transactions on behalf of Hypha for various blockchains (scoped to Cosmos Hub for now, but can change)

Standards

• No standards for storing pin. Don't keep anywhere near your hardware device
• Standards for storing mnemonic
  • Sealed envelope, lots of tape is fine, ideally in a safe deposit box
  • Try to keep the hardware device in a separate locked drawer

Availability expectations

• Can make an on-chain transaction within 36 hours from when a decision is made by Hypha membership

Length and Succession: 2 year terms

Operations Coordinator

Parent WG: Operations

Aim: Track and manage time spent on internal (Hypha-related) projects.

Tasks:

• ensure fair distribution of internal work among Hypha members

Authority:

Limits: (on Authority)

Time Budget:

Length and Succession:

• 6 months, with renewal. Max 2 terms.