Roles

Table of Contents

• Cultivator
• Finance Steward
• Notetaker
• Payroll Coordinator
• Social Media Steward

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)
• help member-owners 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
• run OKR review and identification process (Quarterly)

For more details, see our Guides for scheduling and hosting meetings (summarized above).

Length and Succession: 1 month. 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
  • settle invoice payments
• 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 2h/week.

Term: 6 mo, with renewal. Max 2 terms.

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
  • verify timesheets
  • 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 2h/week.

Term: 6 mo, 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 2h/week.

Term: 3 mo, with renewal. Max 2 terms.