Member-workers
-Hypha has ten member-workers, or members, ten of which are full members and three are probationary members. Members are expected to acknowledge the duties of their relationship with Hypha by signing the Membership Acknowledgement.
+Hypha has ten member-workers, or members, ten of which are full members and two are probationary members. Members are expected to acknowledge the duties of their relationship with Hypha by signing the Membership Acknowledgement.
Being a Good Member
At our 2020 AGM we began the process of defining what it means to be a good member, we came up with the following initial description:
In order to be a good member, we commit to:
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","βοΈ","π","π΄πΉ","πΏπ","π","ππ»","π¬","ππ±ποΈ","π","π","π","πͺ","π","π","π","π","π","π","π§","π«","π","π","π","π,","π.","π","π","π","π§"],"pipeline":["stopWordFilter","stemmer"]},"store":{"./":{"url":"./","title":"Introduction","keywords":"","body":"Hypha Organizational Handbook\nHypha handbook describing the vision, processes, \nand culture of Hypha Worker Co-operative. πΏπ\nAbout This Handbook\n\nThis Handbook's primary audience is Hypha member-workers and collaborators,\nbut it will be publicly available for others who might find it useful. \nThe goal is to provide as much clarity and context as possible, \nwhile sharing our structures and practices with the outside world as well.\nThis resource is in perpetual beta and constantly changing. \nIf you see something that could be improved, \nconsider this your invitation to improve it!\nDistributed Web\nThis handbook is published using Distributed Press. You can use it to publish on the p2p and distributed web too. Distributed Web: ipns://handbook.hypha.coop/\n"},"Hypha-Worker-Co-operative/co-operative.html":{"url":"Hypha-Worker-Co-operative/co-operative.html","title":"About Us","keywords":"","body":"Hypha Worker Co-operative\nAbout Us\nHypha is a worker co-operative based in Toronto that collaborates with communities to build better relationships with technology. Our team of technologists, designers, and community organizers advise on sustainable practices, build capacity within organizations, and develop custom technologies to empower friends and neighbours β in the Great Lakes region and our virtual neighbourhoods.\nThe Co-operative\nHypha Worker Co-operative Inc. is a worker co-operative incorporated on August \n1, 2019 in Ontario, Canada (Ontario Corporation No. 5019866).\nHypha is incorporated as a non-share capital worker co-operative under the \nOntario Co-operative Corporations Act, 1990. \nThis entails specific conditions on our primary object, size of membership, \nand role of members, as addressed in Article [1], [144.1], and [145] of the Act.\nWe are a non-profit organization. \nThat means our organization does not operate with the primary purpose of generating profit. \nAs per 2017's Cutting Unnecessary Red Tape Act, \nHypha falls under neither the current Corporations Act, \nnor the Not-for-Profit Corporations Act, \nwhich both govern not-for-profit corporations in Ontario.\nInstead, we are a not-for-profit co-operative.\nHypha is a member of Canadian Worker Co-op Federation (CWCF), \nand through that affiliation is a member of the Ontario Co-operative Association (OCA) and Cooperatives and Mutuals Canada (CMC).1 \n\nYou can contact us the following ways:\n\nπ +1-437-887-6936\nπ« #1308-1403 Royal York Road, Etobicoke, Ontario M9P 0A1\nπ hypha.coop\nπ§ hello@hypha.coop\n\nNotes\n1. A full list of CWCF affiliations is on their website.\n\n"},"Hypha-Worker-Co-operative/vision.html":{"url":"Hypha-Worker-Co-operative/vision.html","title":"Mission, Vision and Values","keywords":"","body":"Our Vision\nMission and Vision\nHypha Worker Co-operative cultivates collective growth and meaningful livelihoods through learning and building technologies together.\nWorking in solidarity with our neighbours, we support each other and provide safe harbour to imagine and create alternative futures.\nValues\nAt our 2021 retreat, we aligned on the following short-list of values:\n\nCuriosity\nIntersectionality \nHonesty\nSelf-Agency\nSolidarity \n\nDuring our 2019 retreat we co-drafted a long list of values, consensing that the list has broad alignment to those of the participants of this co-operative.\nThis is an early group of collected approaches, motivations, and commitments:\n\nIntersectionality: recognize differences and work across those differences\nInclusivity\nMutual Aid\nJustice (Environmental)\nAnti-fascism\n[Anti-racism, Anti-oppression]\nPracticing what you preach\nCare for others\nForgiveness and having paths back in\n[Self-agency, self-determination]\nCapacity to share\nCourage\nSolidarity\nMulti-faceted knowledge\nCuriosity, diverse perspectives\nSustainability\nResilience\n\"Structured chaos\": recognizing changing ecosystem, less predictability, learn to embrace/find ways to progress through that\nInterdependent abundance (Collective self-agency)\nCommunity\nIntegrity\nTransparency\nFinancial security: so we can focus on the work and not worry about the financials\nRadical reflection\nGrace\nHonesty\n\n"},"Hypha-Worker-Co-operative/bylaws.html":{"url":"Hypha-Worker-Co-operative/bylaws.html","title":"Bylaws","keywords":"","body":"Bylaws\nBylaws adopted: June 13, 2020\n1. CORPORATION\n\nName β The Name of the Co-operative is Hypha Worker\nCo-operative Inc.\nObjects β The Co-operativeβs primary object is to provide\nemployment to its members. The Co-operative shall be carried on\nwithout the purpose of gain for its members and any profits or\nother accretions to the corporation shall be used in promoting\nits objects.\nHead Office β The head office of the Co-operative is\n#1308-1403 Royal York Road, Etobicoke, Ontario, Canada.\nCo-operative Corporations Act β The affairs of the\nCo-operative will be governed by and conducted in accordance\nwith the Co-operative Corporations Act of Ontario (the βActβ).\nIf any conflict arises between the mandatory provisions of the\nAct and the bylaws of the Co-operative, such provisions of the\nAct shall govern.\nRecords β Copies of the following documents shall be kept\nelectronically and at the head office of the Co-operative:\nA. the Co-operative Associations Act and the Regulations;B. the Articles of Incorporation and Bylaws;C. records of the minutes of all meetings of incorporators, directors,\n and members;D. the shares and transfer records containing the names of all members\n and the record address, shares held by each, and the designated\n beneficiary of each;E. all accounting books and documents; andF. all operating and trading policies of the Co-operative. \nThese records shall be available to members for viewing for purposes\nconsistent with the good faith exercise of membership rights and\nresponsibilities in the Co-operative.\nThe Co-operative shall provide each member with a copy of these bylaws\nand the Co-operative Association Act and the Regulations.\n\n\n2. MEMBERSHIP\n\nQualifications for Membership β The board of directors may\nadmit as a member in the Co-operative a person who:\nA. is an employee or foreign contractor of the Co-operative;B. supports the objects of the Co-operative as described in section 1.2\n of these bylaws;C. has performed at least 800 hours of paid work for the Co-operative\n in the last 52 weeks, and expect to continue this relationship with\n the Co-operative;D. agrees to participate in working groups and accept other management\n duties in the Co-operative, as determined by the board of directors. \nPersons who have not met the requirements of βCβ, due to work shortages\nor if they have not met the work requirement because the Co-operative\nhas not been in operation long enough, may retain membership, subject to\nthe approval of the board of directors.\n\nEmployment Requirements β All permanent employees must be members of \nthe Co-operative. An employee is a permanent employee if the employee has \nbeen employed for a probationary period of at least 1 year.\nThe probationary period commences from the first day of employment. Employees \nwho have less than 5 years of cumulative professional work experience may be \nsubject to additional probationary membership terms; this is at the discretion \nof the board.\n\nNon-Members on Casual Contracts β The Co-operative shall not\ncontract out work normally performed by its members to\nnon-members or non-employees without the prior approval of\ntwo-thirds of the membership.\n\nProbationary Members β Probationary members shall not have\nthe right to vote in the Co-operative. However, probationary\nmembers may be required by the board of directors to participate\nin management activities.\nOnce the probationary member has worked the required number of hours,\nthey are entitled to apply for membership in the Co-operative at any time.\nIf the worker does not wish to become a member in the Co-operative, they\nmay decline to apply for membership and continue to work for the Co-operative\nas a non-member at the boardβs discretion. If the worker declines to apply\nfor membership, they remain eligible to apply for membership at a future time. \nApplication for membership in the Co-operative shall be in writing to the board\nof directors. The Co-operative shall provide application forms for this purpose.\nUpon an application for membership, the members shall vote on whether to accept\nthe application:\nA. if the vote to accept is unanimous, a resolution is passed recommending to\n the board of directors that the probationary member will become a full member\n as soon as they meet all of the membership requirements as described in\n section 2.1; or\nB. if the vote to accept is not unanimous, the application is rejected.\nIf the application for membership is rejected, the members shall vote on a\nresolution, which is passed by a majority of two-thirds, to recommend to the board\nof directors to terminate the probationary memberβs employment with the Co-operative.\nIf the resolution does not pass, the worker may continue to work for the Co-operative\nas a non-member at the boardβs discretion. If their employment continues, they are\neligible to apply again in the future at the boardβs discretion.\n\nForeign Contractors β Foreign contractors must be non-residents of\nand conducting work remotely outside of Canada. They are eligible for\nprobationary membership upon special approval by the board of directors,\nand may apply for full membership according to the application process\ndetailed in section 2.4.\n\nBenefits of Membership β Members shall enjoy the following\nrights of membership:\nA. the right to vote at the annual, regular, or special meetings;B. the right to receive a percentage of the surplus earned by the\n Co-operative, as described in section 6.4 of these bylaws; andC. all rights of members otherwise set out in the Act, the articles and\n the bylaws of the Co-operative.\n\nActive β Members shall be considered βactiveβ if they meet\nall of the membership requirements as described in section 2.1\nand have not requested to change their status. Members shall be\nconsidered βinactiveβ if they have requested to change their\nstatus as such.\nInactive members are unable to vote, serve as director, participate in\nprojects, or work as an employee for so long as they remain that way.\nInactive members can request to become active at any time or can\nautomatically become active by attending a member meeting.\n\nTransfer β Membership shall not be transferable.\n\nWithdrawal β A member of the Co-operative may withdraw from\nmembership by giving the board 1 monthβs notice of their intention\nto withdraw. A member may only withdraw from membership if they also\nterminate their employment effective the same date.\n\nExclusion β Members may be excluded from membership according to\nSection 9 of the Co-operative Associations Act and Regulations 4 and\n6 of that Act, and also if one or more of the following grounds\nexist:\nA. they no longer meet the membership requirements;B. they have failed to perform work assigned in a satisfactory manner; orC. they have intentionally acted in a manner contrary to the best\n interests of the Co-operative. \nAny member may recommend that a member be dismissed if any of these\ngrounds are met. The board of directors shall notify the member by\nregistered mail of the grounds and schedule a hearing in which the\nmember will be given the opportunity to be heard by the directors. A\nvote of two-thirds of the directors is required before a member can be\ndismissed from the co-op. The member may appeal the decision as allowed\nunder Section 29, article 2 of the Co-operative Associations Act.\n\nRepurchase of Member Loans β Upon exclusion or withdrawal from\nmembership, the Co-operative shall repurchase the members loans,\nsubject to the Co-operative Associations Act, Section 29, Article 2.\n\nStatement of Non-discrimination β The Co-operative shall not\ndiscriminate on the basis of race, age, sex, gender, gender identity\nand expression, sexual orientation, religion, physical ability,\nphysical appearance, body size, or national origin when considering\na person for employment or membership.\n\n\n3. MEMBER MEETINGS\n\nAnnual Meeting β The annual meeting of the members shall be\nheld within 4 months of the fiscal year end and within 15 months\nof any previous annual meetings. The date, time and location of\nthe annual meeting shall be fixed by the board of directors. The\nannual meeting shall be held for the purpose of electing the\nboard of directors, accepting financial statements and any\nauditorβs report thereon, appointing the next auditor, and for\nthe transaction of any other business, which may properly be\nbrought before an annual meeting of the members.\n\nSpecial Meetings β Special meetings of the members may be\ncalled by any director under the direction of the board of\ndirectors at any time or by a written application of 20% of\nthe active members in accordance with the Act, at any time, and\nthe Secretary shall send the requisite notice of such meeting to\nmembers of the Co-operative.\n\nPlace of Meetings β Meetings of the members may be held at\nany place within the province of Ontario as determined by the\nboard of directors, this includes meeting by telephonic or\nelectronic means in accordance with Section 74 of the Act. A\nmeeting held under telephonic or electronic means is deemed to\nbe located at the head office of the Coβoperative.\n\nNotice of Meetings β A written notice of each annual or\nspecial membership meeting stating the time, place and purpose\nshall be given to each member by the board and shall be posted\nin the place of business at least 10 days before the meeting.\nNotice need not be given if a unanimous motion is passed to\nwaive the notice period for a special membership meeting.\nNotice will be given, either:\nA. in person;B. by telephonic and electronic means; orC. by mailing it to the membersβ address as shown on the records of the\n Co-operative. \n\nQuorum β At least 60% of the active members shall be\nrequired to constitute a quorum at any membership meeting. No\nbusiness shall be transacted at any meeting unless the quorum\nrequisite be present.\nIf at any meeting of the members, other than requisitioned meetings, a\nquorum is not present within thirty minutes of the time for which the\nmeeting is called, the presiding officer shall adjourn the meeting to a\ndate not more than 15 days thereafter. Notice of the reconvened meeting\nshall be given by the board at least 1 day previous to the date of the\nmeeting.\n\nNo Proxies β Voting by proxy is not permitted.\n\nDecision Making and Voting β Normally, discussions and\nresolutions arising at any meeting of the members shall be decided\nby consensus. Where the meeting cannot reach consensus, it goes to a\nsimple majority vote. A member may make a special motion requiring\nthe resolution be decided by a majority of two-thirds. This special\nmotion, which must have a seconder, may not be debated, and must\nitself have a majority of two-thirds.\nEach active member of record at the time of the meeting is entitled\nto one and only one vote on any matter requiring membership voting.\nVoting on resolutions happens by secret ballot.\n\nAction at a Meeting β The president or other designee, as\ndetermined by the board of directors, shall chair at membership\nmeetings. However, if at a meeting the boardβs designee is not\npresent for the meeting, the members present shall choose a person\nfrom their number to be the chairperson, provided a quorum is\npresent.\nWhen a quorum is present at a membership meeting, a majority of the\nmembers present and entitled to vote shall decide any matter to be voted\non by the members, unless a majority of two-thirds is required by law,\nby the Articles, or by these bylaws.\n\n\n4. BOARD OF DIRECTORS\n\nQualifications β Each member of the board of directors shall\nbe an active member of the Co-operative and at least 18 years of\nage.\n\nPowers β The board of directors will manage the Co-operative\nin all matters as delegated, excluding those requiring\nacceptance by the membership.\n\nElection and Size β The board of directors shall consist of\na minimum of three and a maximum of 20 directors, who shall be\nelected for a term of 2 years arranged so that at least 50%\nof directors are elected each year. Directors shall be eligible\nfor re-election upon completion of their term. In the event that\nthe number of members is less than the number of directors\ncalled for above, the board shall consist of the full\nmembership, and the length of the term shall be unlimited.\nNomination and self-nomination for all elections of directors may be\nmade prior to the election in writing to the secretary, or at a members\nmeeting. All elections of directors shall be by secret ballot.\n\nVacancies β If a vacancy occurs in the board of directors, the\ndirectors may appoint a member to fill that vacancy until the next\nannual meeting when the members shall hold an election to complete\nthe term of the vacancy.\n\nTenure β Except as otherwise provided by law, by the Articles,\nor by these bylaws, directors shall hold office until their\nsuccessors are elected.\n\nLeaving Office β The office of a director shall be vacated if a\ndirector:\nA. ceases to have the necessary qualifications for office;B. is absent without leave of the directors for three consecutive\n regular meetings of the directors;C. provides notice in writing to the Co-operative that they resign\n their office; orD. a resolution is passed by a vote of two-thirds of the active members\n at a special or annual meeting, then they are removed from office\n with or without cause. \n\nMeetings of the Directors β Regular meetings of the\ndirectors shall be held as often as the business of the\nCo-operative may require but in any event not less than\nannually.\nNotice of the time, place, and purposes of any meeting of the board\nshall be given to each director by the Secretary. Notice shall be given\nto each director in person or by telephonic or electronic means not less\nthan 24 hours before the meeting or by written notice mailed to the\ndirectorβs last known address at least 72 hours before the meeting.\nMeetings of the directors may be held at any place within the province\nof Ontario as determined by the board of directors, this includes\nmeeting by telephonic or electronic means in accordance with Section 74\nof the Act. A meeting held under telephonic or electronic means is\ndeemed to be located at the head office of the Coβoperative.\n\nQuorum β A simple majority of the number of directors authorized\nshall constitute a quorum at any meeting of the directors. If a quorum \nis present, a majority of the directors present may take any action on\nbehalf of the board of directors, unless a larger number is required by \nlaw, by the Articles, or by these bylaws.\n\nVoting β Normally, questions arising at any meeting of the board\nof directors shall be decided by consensus. Where a meeting cannot reach a\nconsensus, a director may make a special motion requiring the main motion \nbe decided by a majority of two thirds of the directors present. The \nmotion, which must have a seconder, may not be debated and must itself \nhave a majority of two thirds of the directors present.\n\nRemuneration β The directors shall serve without remuneration\nfor their work as directors and no director shall directly or\nindirectly receive any profit from their positions as such, provided\nthat directors may be paid reasonable expenses incurred by them in\nthe performance of their duties. Nothing herein contained shall\npreclude any director from serving the Co-operative in any other\ncapacity and receiving remuneration therefor.\n\nLimitation of Indemnity β No director or officer of the\nCo-operative shall be indemnified by the Co-operative with respect\nto any liability, costs, charges or expenses that they sustain or\nincur in or about any action, suit or other proceeding as a result\nof which they are adjudged to be in breach of any duty or\nresponsibility imposed upon them under the Act or under any other\nstatute unless, in an action brought against them in their capacity\nas director or officer, they have achieved complete or substantial\nsuccess as a defendant.\n\nInsurance β The Co-operative may purchase and maintain insurance\nfor the benefit of its directors and officers, except insurance\nagainst a liability, cost, charge or expense of the director or\nofficer incurred as a result of a contravention of the standard of\ncare required of officers and directors by the Act.\n\n\n5. OFFICERS\n\nElection and Appointed Officers β The board of directors\nshall annually or as often as may be required, elect a\npresident, and elect or appoint a vice-president, a secretary,\nand a treasurer from among the directors at its first meeting\nfollowing the annual membership meeting or following a special\nmeeting held in place thereof. Other officers may be elected by\nthe board of directors at its discretion.\n\nTenure β Any officer may resign by delivering to the board\ntheir written resignation, effective upon receipt or at some\nlater time specified.\n\nRemoval β The board of directors may remove any officer with\nor without cause. If an officer is removed for cause, they are\nentitled to reasonable notice and an opportunity to be heard by\nthe board of directors.\n\nVacancies β If any office becomes vacant for any reason, the\nboard of directors may elect or appoint a successor or\nsuccessors, who shall hold office for the unexpired term, except\nas otherwise provided by law, by the Articles, or by these\nbylaws.\n\nDuties of President β Subject to direction from the board of\ndirectors, the president shall:\nA. have power to chair meetings of directors or designate a member to\n chair;B. in case of equality of votes, they shall have cast the deciding vote\n to which they are entitled to as a director; andC. have such other duties and powers as determined by the board.\n\nDuties of Vice-President β Subject to direction from the\nboard, the vice-president shall:\nA. assume the duties and powers of the President whenever they are\n unable to perform such duties or exercising such powers; andB. have such other duties as determined by the board of directors.\n\nDuties of Secretary β Subject to direction from the board,\nthe secretary shall:\nA. issue or cause to be issued notices for all meetings of the members\n and directors when directed to do so;B. keep at the registered office those documents described in section\n 1.5 of these bylaws and any others as the board of directors shall\n determine; andC. shall have such other duties and powers as determined by the board.\n\nDuties of Treasurer β Subject to direction from the board,\nthe treasurer shall:\nA. have general charge of the finances and custody of the funds of the\n Co-operative;B. have power to endorse for deposit or collection all notes, cheques,\n drafts, and other obligations or payments to the Co-operative and to\n accept drafts on behalf of the Co-operative;C. cause to be kept accurate books of account, which shall be the\n property of the Co-operative;D. keep at the registered office those documents described in section\n 1.5 of these bylaws and any others as the board of directors shall\n determine; andE. shall have such other duties and powers as determined by the board.\n\nReports β The board shall require the president and/or the\nsecretary and/or the treasurer to submit financial statements\nand other reports in such form and at such frequency as the\nboard may require from time to time.\n\n\n6. SURPLUS, LOSS AND INTERNAL CAPITAL ACCOUNTS\n\nDefinitions\nThe net worth is the difference between the assets and liabilities of\nthe Co-operativeβs books, kept according to generally accepted\naccounting principles. Where liabilities exceed assets, the net worth is\nnegative.\nThe internal capital accounts reflect the allocation of the net worth\nof the Co-operative among individual membersβ capital accounts and the\nreserves. The sum of the balances in the internal capital accounts is\nthe net worth of the Co-operative.\nAn individual memberβs capital account records the part of the net\nworth contributed by and credited to each member through direct\ninvestment by the member in the form of member loans and by the\ninvestment of patronage returns determined by the memberβs share of\nlabour patronage described in section 6.1.\nThe reserve is the collective portion of the net worth that is not to\nbe returned to the individual members. An indivisible reserve is never\ndivided among members, it is permanent co-operative capital that\nrepresents the value of the common effort of the members. The\nindivisible reserve is like any other retained earnings and controlled\nby members while the Co-operative is operating however they will not be\navailable to the individual members if the Co-operative ceases to exist.\nThe net income is the book net income for the financial year, after\ninterest on member loans and special allocations, computed in accordance\nwith generally accepted accounting principles.\nThe surplus or loss with respect to a financial year of the\nCo-operative is:\nI. the book net income or loss for the financial year; \nII. less tax payable on the net income of the Co-operative; \nIII. plus the amount of tax on the income of the Co-operative recoverable owing to a loss for that financial year;\nIV. all as computed in accordance with generally accepted accounting\n principles consistently applied and after payment or recovery of\n income tax on the Co-operativeβs income. If the total is positive,\n it is a surplus. If the total is negative, it is a loss.\nThe labour patronage of a member is the total hours worked for the\nCo-operative during the financial year regardless of the rate of pay.\nWork performed while a probationary member or a casual worker shall not\nbe included in the calculation of labour patronage. A minimum of 16\nhours must be contributed by the member in any year before labour\npatronage will be calculated.\nThe memberβs share of labour patronage is the individualβs labour\npatronage divided by the total labour patronage of all members.\nThe patronage return is the amount that is allocated, credited or paid\nin each fiscal year to members based on the business done by them with\nor through the Co-operative.\n\nMember Loans β The Co-operative may hold loans from its members.\nThese loans may result from:\nA. mandatory deductions from wages paid by the Co-operative, as may be\n required by and at a rate set by the board of directors;B. the retention of interest paid on an individual memberβs loans;C. the retention of an individual memberβs portion of net income; orD. voluntary loans made by the member to the Co-operative. \nInterest rates paid on member loans shall be the lesser of: the\nprescribed maximum annual percentage of 2% above the prime rate\nestablished by the Bank of Canada on the first day of the month before\nthe month in which the rate of interest is set, or an annual percentage\ndetermined by the board of directors.\n\nReserves β The reserve funds are held in a general reserve\naccount and consist of the collective portion of the net worth that\nis not returned to the members based on the allocation as defined in\nsection 6.4. All reserve funds are indivisible and allocated into\nspecific reserve accounts in order to maintain a general reserve for\nrainy days, support member and coop development, and provide\nsolidarity to movement-building projects.\n\nAllocation of Net Income, Surplus, and Loss β At the end of each\nfinancial year, the finance working group shall calculate interest\ndue on member loans and credit this interest to the loan portion of\ntheir individual memberβs capital account. The board of directors\nmay, according to operating policies approved by the members, assign\nspecial allocations to individual membersβ capital accounts, in\nrecognition of past uncompensated contributions to the Co-operative.\nIn the event of a surplus, the net income shall be credited to internal\ncapital accounts as follows:\nA. 80 percent of net income less the co-opβs taxes shall be credited to\n the reserve funds as defined in section 6.3. The distribution into\n specific reserve accounts will be determined by a resolution passed\n at the AGM based on proposals brought forward that further the\n mission of the Co-operative;B. the remaining net income shall be credited to the loan portion of\n the individual memberβs capital account, according to each memberβs\n share of labour patronage. \nIn the event of a loss, the loss shall be allocated as follows:\nA. 50 percent shall be charged against the general reserve account,\n unless this exceeds the reserve account balance, in which case the\n full balance of the reserve shall be charged, andB. the remainder shall be charged against the individual memberβs\n capital account, \nin proportion to each memberβs share of labour patronage.\nAfter this allocation is made, as cash flow and capital requirements\npermit, the board of directors may direct the Co-operative to pay out in\ncash a fixed percentage of all member loans as they stand after the\nyearβs surplus or loss allocations. The balance of the individual memberβs\ncapital account shall be adjusted accordingly.\nWithin 3 months after the end of every financial year, the treasurer\nshall provide all members with a statement showing the amount of their\nloan accounts in the Co-operative.\n\n\n7. FINANCIAL\n\nFinancial Year - The financial year of the Co-operative\nshall end on June 30 each year.\n\nDissolution - If for any reason the affairs of the\nCo-operative are dissolved or wound up and after satisfaction of\nall debts and liabilities, including loans, any remaining\nproperty shall be distributed to a co-op development fund, a\nfederation or another co-operative organization as shall be\nidentified by a resolution of the Co-operative.\n\n\n8. MANAGEMENT OF CO-OPERATIVE\nManagement and general supervision of the business of the Co-operative\nshall, subject to the direction of the board, be undertaken by its\nmembers through their participation in working groups. Within limits\nprescribed by Co-operative policies, these members act as managers and\nhave the power to enter into contracts in the name of the Co-operative.\nSuch contracts shall be binding on the Co-operative.\n9. OPERATING POLICIES\nWritten policies, separate from these bylaws, may be established by the\nmembers or by the board of directors. The operating policies shall be\nmaintained in a handbook and be binding on all members and directors,\nunless inconsistent with the law, the Articles, or these bylaws.\n10. AMENDMENTS AND INTERPRETATION\n\nAmendments - These bylaws or any of them may be repealed or\namended in accordance with Section 70 of the Act. Neither these\nbylaws nor any bylaws to amend these bylaws are effective until\nthey are passed by the directors and confirmed, with or without\nvariation, by at least two-thirds of the votes cast at a general\nmeeting of members of the Co-operative duly called for that\npurpose.\n\nInterpretation - In all bylaws of the Co-operative, the\nsingular shall include the plural and the plural the singular;\nthe masculine shall include the feminine. Whenever reference is\nmade in this bylaw to any statute or section thereof, such\nreference shall be deemed to extend and apply to any amendment\nto said statute or section, as the case may be.\n\nSeverability - If a court finds any part of these bylaws to\nbe void, the rest of the bylaws are still in force.\n\n\n"},"Hypha-Worker-Co-operative/co-operative-principles.html":{"url":"Hypha-Worker-Co-operative/co-operative-principles.html","title":"Co-operative Principles","keywords":"","body":"Co-operative Principles\nThe updated 1995 International Cooperative Association \nStatement on the Cooperative Identity have a definition of a cooperative, \nthe values of cooperatives, and the seven cooperative principles. \nThese principles serve as the guidelines by which cooperatives put their values into practice.\nCo-operative Values\nCooperatives are based on the values of self-help, self-responsibility, \ndemocracy, equality, equity, and solidarity. In the tradition of their founders, \ncooperative members believe in the ethical values of honesty, openness, \nsocial responsibility and caring for others.\nSeven Principles\n\nVoluntary and Open MembershipCooperatives are voluntary organisations, \nopen to all persons able to use their services and willing to accept the responsibilities of membership, \nwithout gender, social, racial, political or religious discrimination.\nDemocratic Member ControlCooperatives are democratic organisations controlled by their members, \nwho actively participate in setting their policies and making decisions. \nMen and women serving as elected representatives are accountable to the membership. \nIn primary cooperatives members have equal voting rights (one member, one vote) \nand cooperatives at other levels are also organised in a democratic manner.\nMember Economic ParticipationMembers contribute equitably to, and democratically control, the capital of their cooperative. \nAt least part of that capital is usually the common property of the cooperative. \nMembers usually receive limited compensation, if any, on capital subscribed as a condition of membership. \nMembers allocate surpluses for any or all of the following purposes: developing their cooperative, \npossibly by setting up reserves, part of which at least would be indivisible; \nbenefiting members in proportion to their transactions with the cooperative; \nand supporting other activities approved by the membership.\nAutonomy and IndependenceCooperatives are autonomous, self-help organisations controlled by their members. \nIf they enter into agreements with other organisations, including governments, \nor raise capital from external sources, \nthey do so on terms that ensure democratic control by their members and maintain their cooperative autonomy.\nEducation, Training, and InformationCooperatives provide education and training for their members, elected representatives, \nmanagers, and employees so they can contribute effectively to the development of their co-operatives. \nThey inform the general public - particularly young people and opinion leaders - about the nature and benefits of co-operation.\nCooperation among CooperativesCooperatives serve their members most effectively and strengthen the cooperative movement by working together through local, \nnational, regional and international structures.\nConcern for CommunityCooperatives work for the sustainable development of their communities through policies approved by their members.\n\n\n"},"Hypha-Worker-Co-operative/fiscal-sponsorship.html":{"url":"Hypha-Worker-Co-operative/fiscal-sponsorship.html","title":"Fiscal Sponsorship","keywords":"","body":"Fiscal Sponsorship\nHypha is a Canadian Fiscal Host on the Open Collective platform. Our fiscal sponsorship program allows Hypha to support our neighbours by providing a financial home, enabling them to accept and disburse money without having to create their own legal entity and bank account.\nSome examples of Collectives include:\n\nMutual aid and citizen groups\nMeetup groups and other informal communities\nGrassroot events and conferences\nShared resources supported by member contributions\nOpen source projects and other unincorporated collaborations\n\nUsing the Open Collective platform, Collectives can keep transparent financial records and be accountable to funders while staying fully focused on carrying out their positive social impact activities.\nThe terms of the fiscal sponsorship is described below in the legally binding Fiscal Sponsorship Agreement. If you would like to have Hypha as a Fiscal Host, please read through the agreement carefully, then visit here to apply.\nWe would like to acknowledge the Canadian Worker Co-op Federation (CWCF) for their financial support in helping us launch our fiscal sponsorship program.\nFiscal Sponsorship Agreement\nThis Fiscal Sponsorship Agreement sets out how Hypha Worker Co-operative Inc. will provide an umbrella structure under which to operate your Collective, and the ways we will interact.\n\nParties. These are the terms of the relationship entered into between:\n\nHypha Worker Co-operative Inc. (Ontario Corporation No. 5019866) (\"Us\" or \"Hypha\"); and\nthe Collective, which has agreed to these terms and conditions (\"You\" or \"the Collective\").\nThis agreement (\"Agreement\") is entered into with effect from the date (\"Effective Date\") that you confirm, by ticking the relevant box, that you have read and agree to these terms and that Hypha has accepted your request to include your Collective as part of Hypha and provide support to You for the purposes you described in your application.\n\n\n\nRecitals. The parties enter into this Agreement with reference to the following facts:\n\nHypha is a non-share capital worker co-operative based in Toronto. We are a non-profit organization.\n\nHypha's mission is to cultivate collective growth and meaningful livelihoods through learning and building technologies together. We work in solidarity with our neighbours, where we support each other and provide safe harbour to imagine and create alternative futures (\"Hypha's Mission\").\n\nThe Collective, with its stated mission, meets the criteria for engaging Hypha as a fiscal sponsor as according to Exhibit A (\"Protocols\"). The Collective agrees to continue to align with Hypha's Mission in the future.\n\nThe Collective and Hypha mutually desire to enter a fiscal sponsorship relationship as according to the terms set out in this Agreement.\n\nThe parties agree that Hypha shall:\n\nreceive funds for the Collective (\"Funds\") to be held by Hypha; and\nafter discussing with You, control these funds for the use of the Collective (less any administrative charges, interest, and expenses).\n\n\n\n\nTerm. This Agreement shall commence on the Effective Date, and will continue unless and until terminated under clause 10 of this Agreement.\n\nRelationship. Nothing in this Agreement means that the Collective or its members and/or agents is an agent or legal representative of Hypha for any purpose whatsoever except as provided in this Agreement.\n\nProtocols. Hypha has established certain protocols set out in Exhibit A. This sets out how Hypha shall manage and operate and deal with any funds.\n Hypha will provide the Protocols to the Collective and may from time to time update the Protocols to assist Hypha in performing its obligations effectively.\n\nFunds. You may solicit unconditional gifts, contributions, sponsorships, and grants to Hypha for the purpose of the Collective, where the payer is not receiving any specific good or service in return.\n The Collective understands, acknowledges and agrees that Hypha is not a registered charity or donee organisation, and that such funds collected by Hypha for the Collective will not have donation tax receipts issued for them and will not entitle the giver to a donation tax credit or a tax deduction.\n If the Collective wishes to accept conditional payments, where the payer receives a specific good or service in return, you must provide notice in writing to Hypha so that we can ensure any applicable Harmonized Sales Tax (HST) or other taxes are applied.\n\nThird party agreements. If You want to enter into any agreement or obligation with a donor, sponsor, vendor or other third party, to provide or receive services beyond simply receiving a donor's financial contributions, you must first provide notice of the specific details to Us and obtain Hypha's prior written consent, as these agreements or obligations will legally be between Hypha and the third party.\n\nIntellectual property. Any and all tangible or intangible property, including intellectual property, such as copyrights of the Collective, belong to You. Furthermore, You represent that you have the power and right to advance the Collective. We acknowledge and agree that any trademarks, trade names, artwork, designs, logos, copy, and all other intellectual property provided to Hypha by the Collective or its agents (for example, to be put on websites) belongs to the Collective and not to Us. For the avoidance of doubt, you should register ownership in the name of an individual associated with the Collective rather than in the name of Hypha.\n\nThe Collective. Hypha will receive funds earmarked for support of the Collective, and make disbursements for expenses incurred in furtherance of the Collective. Beginning on the Effective Date, Hypha will place all such revenues received by Hypha and identified with the Collective into an account to be used for the benefit of the Collective's mission as that mission periodically may be defined by the Collective with the approval of Hypha. Hypha will exercise full control over the Collective's financial administration, management, and disbursement of the Fund.\n For the avoidance of doubt, the parties note that all money will be reported as the income of Hypha, for both tax purposes and for purposes of Hypha's financial statements. Accordingly, Hypha is responsible for the processing and deposit in the Fund of all monies received for the Collective.\n We will consult together around any payments to be made out to cover expenses of the Collective as detailed in the Protocols.\n\nTermination. Either Hypha or the Collective may terminate this Agreement on 30 days' written notice to the other party.\nUpon a termination notice being given, the Collective will notify Hypha of how the funds will be dealt with, from the following three options:\n\nsubmit a request that the balance is paid out as a legitimate Collective expense (submitted and processed as per the Protocols);\ndonate the funds of the Collective to another Collective hosted by Hypha; or\nHypha will donate the funds to a Canadian registered charity.\n\nIf no notice is provided that elects one of these options by the Collective within the 30 days' written notice period, then the default is for the funds to be donated to a registered charity by Hypha (option 3).\nIn addition, if no member of the Collective has responded to a request for termination instructions by Hypha for a period of 12 months then the funds will automatically be donated to a registered charity by Hypha.\n\nNotice. Each notice under this Agreement shall be in writing and delivered personally or sent by post or email to the person at the address or email notified in writing from time to time.\nA notice is deemed to be received:\n\nif delivered personally, when delivered;\nif posted, five business days after posting; or\nif sent by email, when actually received.\n\n\nDisputes. Before taking any Court action, a party must use best efforts to resolve any dispute under, or in connection with, the Agreement through good faith negotiations.\nIf there is a dispute between the parties in relation to this Agreement, either party may give the other party notice of the dispute.\nWithin 10 business days of receipt of the notice of dispute, the parties shall meet (in person or online) to endeavour to resolve the dispute.\nIf the dispute is not resolved within 20 business days of receipt of the notice of the dispute, either party may by notice to the other party refer the dispute to mediation, which will take place in person or online, with each party paying half of the cost of the mediation.\nWhile any dispute remains unresolved, each party shall continue to perform this Agreement to the extent practicable, but without prejudice to their respective rights and remedies.\n\nLiabilities & indemnification. You are responsible for all activities of the Collective, including any financial or other liabilities, and you indemnify and hold harmless Hypha and its representatives from any and all claims, damages, losses, liabilities, costs and expenses (including reasonable attorney's fees) resulting from your performance of your obligations contained in this Agreement.\nYou also indemnify Us from any loss or liability resulting from injury (including sickness, disease or loss of life) to any person, or damage to any property of any third party at or as a result of your activities or the Collective.\nYou also indemnity Us in relation to any claims from third parties that you have violated any intellectual property laws.\n\nForce majeure. Neither party is liable to the other for any failure to perform its obligations under the Agreement to the extent caused by force majeure (which are events beyond the reasonable control of the affected party, such as a pandemic or natural disaster), provided that the affected party:\n\nimmediately notifies the other party and provides full information about the force majeure;\nuses best efforts to overcome the force majeure; and\ncontinues to perform its obligations to the extent practicable.\n\nEach party must take reasonable steps to mitigate any loss or damage, cost or expense it may suffer or incur arising out of anything done or not done by the other party under or in connection with the Agreement.\n\nJurisdiction. This Agreement shall be construed and enforced in accordance with the laws of Ontario and Canada as they apply in Ontario.\n\nEntire agreement & modification. This Agreement supersedes any prior oral or written understandings or communications between the parties and constitutes the entire agreement of the parties with respect to the subject matter hereof. This Agreement may be amended by Us from time to time by posting new versions of these terms on our website and notifying You. By continuing to use the services of Hypha you will confirm that you agree to the modified terms.\n\nMiscellaneous. If there is any inconsistency between these terms and any other document submitted by You or any other arrangement with Us, these terms prevail unless otherwise agreed by Us in writing.\nTo waive a right under this Agreement, that waiver must be in writing and signed by the waiving party.\nThe parties are independent, and this Agreement does not create any partnership, agency or employment relationship between them.\nIf any provision of these terms and conditions is held by any court to be illegal, void or unenforceable, such determination shall not impair the enforceability of the remaining provisions.\n\n\nExhibit A: Protocols\nThe following are the policies and processes of Hypha's fiscal sponsorship.\nCriteria: The Collective will provide evidence and Hypha will confirm that the Collective has met the criteria for engaging Hypha as a fiscal sponsor, being that the Collective has a mission that is value-aligned with Hypha's mission and carry out activities that create positive social impact.\nHypha fees and expenses: The Collective will be required to pay membership fees (\"Fees\") and cover any expenses Hypha incurred on the Collective's behalf as a result of this Agreement. The Collective is responsible to pay from the Fund the Fees that consist of:\n\n5% of all of the funds deposited into the Fund, regardless of source, for purposes of becoming a Collective of Hypha and maintaining such membership; or\nany specific amounts agreed between us in writing (due, for example, to there being a specific sum which we agree to look after for a specific fee); and\nall interest earned on the Fund which will be retained in Hypha's general fund.\n\nPayment processor expenses: In addition to the Fees, the Collective is responsible for any merchant account credit card processing expenses incurred by Hypha as a result of administration of the Fund, which are directly related to the Collective's purpose. Such expenses shall be pulled directly from the Fund by Hypha.\nPlatform: Upon execution of this Agreement, the Collective will be featured on Open Collective, an accounting and crowdfunding platform (the \"Platform\"), specifically on Hypha's page, which is owned by Hypha.\nHypha will set the Collective up on the Platform such that the Collective will have its own dedicated page that tracks, in total transparency, the funds that it raises and the expenses it incurs in relation to the Collective.\nThe Collective's page on the Platform will be linked to Hypha's Stripe account, PayPal account, TransferWise account, and bank account, so that Hypha has control over the funds received and disbursed under the Platform for purposes of the Collective. The Platform thus serves as a fundraising avenue for the Collective, enabling it to raise funds and be reimbursed for expenses incurred in relation to the Collective.\nThe Platform makes the revenue and expenses of the Collective available to the public through a transparent ledger.\nDisbursements: In order to receive a disbursement from the funds raised to cover expenses incurred in furtherance of the Collective, those seeking payment must submit receipts/invoices onto the Platform for review by the Hypha staff, via the \"Submit Expense\" feature on the Collective's page.\nUpon Hypha's receipt of receipts/invoices, it will review all documentation to ensure the expenses incurred are valid. Upon approval by the Hypha staff, Hypha will reimburse those expenses to the payee through the Platform using PayPal, TransferWise, bank transfer, or another mutually agreed payment option. Each time Hypha reimburses the Collective for such expenses, the funds allocated to the Collective on the Platform will automatically decrease by the amount reimbursed.\nFunds received & expenses paid outside platform: In the event that the Collective receives funding outside of the Platform (that which does not go automatically and directly into the Fund), Hypha will use a feature enabled on the Platform to 'Manually Add Funds' to the Collective's balance. This means that Hypha will assign the funds received in the Fund destined to the Collective, thus increasing its budget. In the same fashion, if an expense is paid outside of the Platform by the Collective, because, for example, the recipient does not hold a PayPal account or another payout method is required, then Hypha will use the 'Mark as Paid' feature on the Platform, which allows Hypha to record that an expense has already been paid through a different method and that amount is automatically deducted from the Collective's Fund balance.\nThis page was last updated on November 11, 2020. You can see previous versions on GitHub.\n"},"Hypha-Worker-Co-operative/member-workers.html":{"url":"Hypha-Worker-Co-operative/member-workers.html","title":"Member-workers","keywords":"","body":"Member-workers\nHypha has ten member-workers, or members, ten of which are full members and three are probationary members. Members are expected to acknowledge the duties of their relationship with Hypha by signing the Membership Acknowledgement.\nBeing a Good Member\nAt our 2020 AGM we began the process of defining what it means to be a good member, we came up with the following initial description:\nIn order to be a good member, we commit to:\n\nfollowing Hyphaβs Code of Conduct and Conflict Transformation processes\nbeing accountable to others, doing the work you've committed to, and coming prepared to all initiatives and meetings\nmaking time to learn and grow through co-working and peer sessions\nactively soliciting and providing feedback as you work on specific tasks\ntaking initiative to better yourself and Hypha\nsetting a high standard for the work you produce\ncultivating a healthy, collaborative environment, which means celebrating the accomplishments of your team and supporting each other through failure\n\nOur understanding was shaped from the following prompts and examples:\n\nPrompts:\nHow do you feel accomplished or that you have completed a task?\nWhat are the things you do before you come to a meeting?\nWhat do you need to (effectively) make a decision together?\nWhen do you feel like you've collaborated with hypha members well, what did you do?\n\n\nWhat our member statement is / isn't:\nIS:\nSkill-based, looking at individual capacities\n\"We\" and \"us\"-focused (i.e., \"I think this will help us work better together\")\n\n\nISN'T:\nList of working group or initiative responsibilities\nManagerial (\"I think that others need to do...\")\n\n\n\n\nExamples:\nSelf-Management is the art of autonomously recognizing what needs to be done, combined with the initiative to work cooperatively, in order to best meeting the collective needs of yourself and the cooperative.\n\nCasa Nueva\nCareful listening, summarizing and synthesis help us reach a good knowledge and understanding of what everyone needs, and find solutions everyone can accept. Put simply:\ngood listening enables us to hear what others are saying;\nsummaries help remind us of the key points in the discussion and check we have the same understanding;\nsynthesis is the skill that allows us to draw together different views and ideas to form one proposal that works for everyone.\nSeeds for Change \"Skills for Consensus\"\n\n\n\n\n\n\nMembers and Employees\nEvery member is both a member and an employee of Hypha, \nhowever there is a distinction between member duties and employee work.\nOur bylaws do not allow for members to be contractors and we do not employ dependent contractors.\nEmployees, as well as contractors and collaborators engaged in certain initiatives with Hypha,\nare expected to sign an Employee and Contractor Intellectual Property Agreement and comply with\ntax obligations as applicable to them.\nA member:\n\nHas completed a membership application (and/or been officially welcomed into \nthe membership)\nIs a founding, or permanent, member if they are one of the seven members who founded Hypha\nIs considered:\nactive if they have not requested to change their status\ninactive if they have requested to change their status\nInactive members are unable to vote, serve as a director, participate in \nprojects, or work as an employee for so long as they remain so\nInactive members can request to become active at any time\n\n\n\n\n\nAn employee: \n\nWorks as an employee under a contract of service with Hypha, see the CWCF's \"Guidelines for Determining Whether or Not There Is an Employer-Employee Relationship in a worker Co-op\" for clarification\nIs \"someone who performs work for an employer for wages,\" meeting the \nEmployment Standards Act, 2000 definition of employee \nIs considered permanent if they:\nHave completed a probationary period of one year \nAre not working under contract\n\n\n\nIn addition, people may had additional relationships with Hypha:\nA contractor:\n\nWorks as an independent contractor under a contract for service with Hypha\nProvides services clearly specified in a time-limited contractor agreement\nMay be a natural person or incorporated entity, domestic or foreign\n\nA collaborator:\n\nParticipates in open Hypha activities and projects without a formal employment\nrelationship\n\nNote: As a worker co-operative, there are specific conditions regarding members and employees, \naddressed in Article [1], [144.1] and [145] of the Ontario Co-operative Corporations Act. \nA summary is provided below:\n\nArticle 1 (1)\n\"Worker co-operative\" means a co-operative whose primary object is to provide employment to its members and as a condition of membership that, except in certain circumstances, a member must be employed by the co-operative (roughly at least 75 % of all employees are members of the co-operative, there are specific exemptions).\nArticle 1 (1.2) (and repeated in 144.1 (2))\nAn employee is not a permanent full-time employee if they are employed for a probationary period of one year or less; are employed under a contract for a term of two years or less; or have regular hours of work [that are] less than fifteen hours per week.\nArticle 145 (4)The co-operative must maintain a minimum of three members.\n\n\n"},"Hypha-Worker-Co-operative/member-application.html":{"url":"Hypha-Worker-Co-operative/member-application.html","title":"Member Application Process","keywords":"","body":"Member Application Process\nHypha is a worker co-operative that is governed and operated by its member-workers. Two weeks before probationary members become eligible for membership, i.e., two weeks before the completion of a full year as a probationary member, they should submit a completed member application form to members@hypha.coop in the body of an email or as a text attachment.\nThe application form consists of three questions. Probationary members should answer all questions to the best of their ability. There is no limit to the length, however, ideally the length of the completed application form will not exceed three pages at typical font sizes, to make reviews manageable.\nMembers will review submitted applications and vote to confirm membership of the applicants.\n\nApplications will not be evaluated on writing style as much as the content of the responses. \nThe focus of the evaluation is on the ability of applicants to be good members and steer the cooperative into the future. Applicants' execution on client projects is not the focus of the evaluation. \nEvaluations will take into account applicants' level of experience and opportunities to participate in internal activities of the organization. Those who have had limited opportunities to participate in organization decisionmaking due to other cooperative priotiies (such as project work) will not be needlessly penalized for it.\nApplicants must demonstrate a commitment to co-operative values in their responses.\n\nApplications should feel free to reach out to full members for support during the application process.\nMember Application Form\n\nv1.0 (2023-05)\n\nIntake information\n\nWhat is your full name?\nWhat date do you complete your probationary membership?\n\nQuestions\n\nWhy do you want to be a member of Hypha?\nAs an organization, what are Hypha's strengths and weaknesses?\nPerhaps the most important quality in a member is \"caring for the organization.\" What does this mean to you? How do you see yourself caring for Hypha in the coming years?\n\n"},"Hypha-Worker-Co-operative/board-of-directors.html":{"url":"Hypha-Worker-Co-operative/board-of-directors.html","title":"Board of Directors","keywords":"","body":"Board of Directors\nHypha has a board of directors that consists of a minimum of three and a maximum of twenty directors.\nThe current board includes four of our full members:\n\nCameron (term ending in 2026)\nDante (term ending in 2025)\nLexa (term ending in 2025)\nUdit (term ending in 2026)\n\nwith four officer positions (one vacant).\nOfficers\nPresident\nAim: Chair board meetings and cast the deciding vote in the event of a tie.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Dante (term ending in 2025)\nVice-President\nAim: Assume the President's duties when the President is unavailable.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Vacant\nSecretary\nAim: Call member/board meetings and steward of our legal documents.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Lexa (term ending in 2025)\nTreasurer\nAim: Hold custody of the Co-operative's funds and steward our books of account.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Cameron (term ending in 2026)\n"},"Hypha-Worker-Co-operative/look-and-feel.html":{"url":"Hypha-Worker-Co-operative/look-and-feel.html","title":"Look and Feel","keywords":"","body":"Look and Feel\nName and wordmark\nIn prose or body text our name is in title case:\n\nHypha Worker Co-operative [when referenced for the first time in body text]\nHypha [short form and after initial reference]\nHypha Worker Co-operative Inc. [our legal name] \n\nFor web or print treatments we uppercase \"Hypha\": \n\nHYPHA Worker Co-operative \nHYPHA \n\nWe use the following wordmark in online spaces, services, and social media where we represent the organization: \n\nTypography\nOur heading typeface is Work Sans and our secondary (body) typeface is Proxima Nova. For the web we prefer using the sans-serif system font stack as our typeface.\nBody typeface (web)\n\nfont-family: -apple-system, BlinkMacSystemFont, avenir next, avenir, helvetica neue, helvetica, ubuntu, roboto, noto, segoe ui, arial, sans-serif\n\nColours\n\nBlack (X11 Black) \n\n#000000;rgb(0, 0, 0); \n\nGrey \n\n#777777;rgb(119, 119, 119);\n\nWhite \n\n#FFFFFF;rgb(255, 255, 255); \n\nVivid Violet \n\n#9900FC;rgb(153, 0, 252); \n\nLime (Web) (X11 Green) \n\n#00ff00;rgb(0, 255, 0); \n\nPreferred icons and emoji\nWe tend to use the following emoji and iconography: \nπ :mushroom:πΏ :herb:π΄ :black_flag: or β ⚑π :bug:π± :seedling:ποΈ :control_knobs:π΄ :palm_tree:πΉ :tropical_drink:βοΈ :sunny:π°οΈ :artificial_satellite: \nAssets and templates\nLook and feel assets are available in our Public Drive, and include:\n\nWordmark\nImage bank\n\n"},"Hypha-Worker-Co-operative/press.html":{"url":"Hypha-Worker-Co-operative/press.html","title":"Press","keywords":"","body":"Press and Public Speaking\nA selection of our press coverage and public talks. \nPress Coverage\n\nThe case against carbon emissions as a universal metric; Lee Harris, Financial Times, April 15 2024 (Hypha built the Spice tool) mentioned in the article).\nFinding the Friends of HEK Basel: How to Bring Membership Online with a DAO; WAC Lab - Web3 for the Arts and Culture, Dec 5, 2023\nCo-operatives, Work, and the Digital Economy: A Knowledge Synthesis Report; Cultural Workers Organize, May 19, 2022\nWorker Co-ops and the Sixth Principle; Canadian Worker Co-operative Federation, March 24, 2022\nCan a Worker's Co-Op Thrive in Big Tech?; Early, August 19, 2021\nEmergent Practices from the Decentralized Co-operative Web; OpenCollective Blog, May 27, 2021\nDesigning Radical Futures; Design Radical Futuresβ Instagram series, April 7, 2021\nHypha Worker Co-operative Seeks to Build Bridges; Canadian Worker Co-operative Federation, June 21, 2020\n\nSessions, Workshops & Talks\n\nThe Dweb in your Back Pocket, DWeb Camp, June 2023\nHolistic Local First Software, Causal Islands, April 2023\n564: Innovative uses of data, Spark - CBC Radio, January 6, 2023\nDecentralized web movement imagines 'a web with many winners' that puts community first, Spark - CBC Radio, October 7, 2022\nHuman Rights & Web3 for Activists: Salon #8, Amnesty International & Fight for the Future, September 29, 2022\nMozilla Festival, This Is What Solidarity Looks Like β Emergent Practices from the Decentralized Co-operative Web, March 2021\nDweb Meetup β The Latest in the DWeb Ecosystem. COMPOST Magazine & Distributed Press, March 2021\n#TechTalks with Chris Glover MPP, May 18, 2021\nX University CFE Series: Taming Big Tech: Exploring the Alternatives, Defund Big Tech, Refund Communities Panel, June 10, 2021 \nTreaty Lands, Global Stories, Co-Opt: A Symposium on Worker Co-operatives as Alternatives to Traditional Workplaces, November 18, 2021\n\nSubmitting Press Coverage\nTo submit press coverage and related content, follow these steps:\n\nOpen New Issue:\n\nGo to the Issues tab in the organizing-private GitHub repository.\nClick on New Issue.\n\n\nSelect the Template:\n\nChoose the Press Coverage Submission issue template.\n\n\nFill in the Details:\n\nTitle: Enter the content's title.\nHost: Specify where it was presented or the host organization.\nCategory: Select from Press Coverage, Session, Workshop, or Talk.\nDate: Input the date (YYYY-MM-DD).\nDescription: Provide a brief description.\nLink: Add a URL to the content.\n\n\nSubmit:\n\nReview your information for accuracy.\nClick Submit new issue to complete the process.\n\n\n\nThe communications team will review the submission and may reach out for additional details.\n"},"Policies/coc.html":{"url":"Policies/coc.html","title":"Code of Conduct","keywords":"","body":"Hypha Worker Co-operative Code of Conduct\nHypha Worker Co-operative strives to cultivate collective and inclusive growth in our communities, and to support meaningful livelihoods for our members, employees, contractors and collaborators. We offer a respectful and open workplace. Hypha is committed to providing a welcoming and harassment-free environment for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion, or technical skill level. \nOur Code of Conduct states our shared ideals. We strive to be considerate, respectful, and collaborative in our conversations and interactions with one another.\nWhen conflict arises, we follow the Conflict Transformation Process to collaboratively reach a resolution. \nOur Standards\nWe do not tolerate harassment of organization members, employees, contractors, or collaborators in any form. Harassment includes, but is not limited to:\n\nVerbal comments that reinforce social structures of domination related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion, technical skill level;\nSexual images in public and online spaces;\nDeliberate intimidation, stalking, following;\nHarassing photography or recording;\nSustained disruption of talks or other events;\nInappropriate physical contact;\nUnwelcome sexual attention;\nAdvocating for, or encouraging, any of the above behaviour.\n\nSexual language and imagery is not appropriate for any project interactions, including in online spaces.\nScope\nThis Code of Conduct applies to project and work spaces both online and in-person, and to public spaces (e.g. events, conferences etc.) when an individual is representing Hypha Worker Co-operative.\nInvoking Hyphaβs Code of Conduct\nParticipants asked to stop any harassing behavior are expected to comply immediately. Participants violating these rules may be sanctioned or asked to leave, at the discretion of the Hypha members and employees. If a participant engages in harassing behaviour, we may take any action we deem appropriate, including warning the offender or expulsion from events and online forums.\nCode of Conduct violations exist on a spectrum. The Code of Conduct exists to protect our participants and values, not simply to punish offenders. Worker-members, employees and other participants and collaborators are encouraged to invoke the Code of Conduct at a level appropriate to the offense, e.g. a 1:1 conversation expressing concern may be appropriate in some scenarios, immediate banning may be appropriate in others, and other scales of intervention might suit in-between situations. \nIf you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a worker-member or employee immediately. Those who wish to report a violation but donβt feel comfortable talking to the organizers online or at an event can email coc@hypha.coop, which sends an email to Udit Vira and Andi Argast.\nWhen reporting a Code of Conduct violation/reaching out for help, please use the chart below to help the Hypha member you are reaching out to understand your level of concern.\n\n\n\nSeverity\nDescription\n\n\n\n\n1\nSomething egregiously bad happened and I am seeking immediate restitution\n\n\n2\nSomeone was harmed and we need to address it but itβs not immediate\n\n\n3\nThe CoC was violated, Iβm not sure if anyone was harmed, but we should do something to make sure it doesnβt happen again\n\n\n4\nIβm not sure if this is a CoC violation per se but Iβd like to talk this through with someone and see if we should do more\n\n\n\nThis code of conduct is based on Toronto Meshβs Code of Conduct, and EDGIβs Code of Conduct. Please see these resources for their respective inspirations and influences. \n"},"Policies/conflict-transformation.html":{"url":"Policies/conflict-transformation.html","title":"Conflict Transformation","keywords":"","body":"Conflict Transformation Process\n\nThe idea is not to eliminate conflict... The aim is to transform it. \nβDiane Musho Hamilton\n\nAll member-workers, employees and contractors of Hypha Worker Co-operative must agree to follow Hypha's Code of Conduct, principles of being a good member and uphold the co-op's values when working together. These form the guidelines for our work together.\nWhen conflict within the co-operative arises, which is both natural, expected, and normal, the following process should be followed to transform the conflict into a better, or at the minimum, neutral experience for those involved. The goal of this process is to transform the conflict at the lowest level of escalation. \nStep 1. Personal reflection and support\nBefore discussing the conflict with the person(s) involved, take some time to reflect and consider the situation. Focus on understanding and naming your own feelings and reactions. Connect with a neutral third party (they can be a Hypha employee/member/contractor or someone outside the co-op) to discuss the situation, if this is an option. Move to Step 2 if the situation feels unresolved after working through it individually. \nStep 2. Have a direct conversation with the person\nBefore engaging in discussion with the person(s) involved, consider what you want to say. Resources for framing this discussion can be found in the NVC (non-violent communication) process or the DESC (Describe, Express, Specify and Consequences) framework. Pick a time and place that works for both parties. Use the framings outlined in the suggested resources to guide the discussion. Try to be considerate of the other person's perspective and feelings. Bring your best, most professional self to the discussion. If this isn't possible with your current mindframe, consider postponing until you feel calmer.\nStep 3. Engage in a supported conversation\nIf you can't resolve the problem after meeting and talking it through, a neutral mediator or third-party should be brought in (note: they don't need to be a trained mediator). This person should be trusted by all involved in the conflict, and they must commit to listening to everyone equally. The mediator in the conversation will not seek to solve the conflict but will instead keep people focused and on track during the discussion, while encouraging them to come to a resolution to the challenge. The mediator commits to active and equal listening and to asking clarifying questions throughout the discussion. These 4 non-violent communications tips for mediators can be used as a guide. \nStep 4. Consult a panel of colleagues\nIf the conflict cannot be managed by direct discussion or mediation, then the next step is to convene a panel of colleagues. As Hypha does not have a group dedicated to this, the Board of Directors is tasked with either appointing a neutral and external third-party organization, or participating directly by listening to both sides and ideally, staying in the conversation until a resolution is reached. If the conflict includes members of the Board, those parties will not be included on the panel.\nStep 5. Move from conflict transformation process to employment matter\nIf the above steps are not successful in resolving the conflict, the situation will become an employment matter. At this stage, members not engaged in the conflict will be asked to gather information about the situation and recommend next steps. Irresolvable conflicts may lead to someone leaving the co-operative, referral to external authorities if relevant, and/or systemic/structural changes to the co-op.\nThis process was shaped by drawing on resources from Loomio, Corporate Rebels, and New Ways of Working. \n"},"Policies/working-open.html":{"url":"Policies/working-open.html","title":"Working Open","keywords":"","body":"Working Open\nHypha operates with democratic organizing principles informed by our values. As part of that, we've developed a set of guidelines for how (and exactly what) and why we work in the open.\nWhy?\n\nIn order to share and provide opportunities for self- and collective- learning as we work in solidarity with others seeking to create meaningful livelihoods.\nNot because \"default to open\" is an ideal in itself, but because it orients us toward negotiating a set of practices around our shared intentions.\nYet we recognize openly sharing might prevent frank and necessary discussion beneficial to our members, and so we want to clearly lay out our practices of consent and privacy.\n\nHow and what?\n\nWe currently accommodate redactions and going off-the-record for meeting notes. Participants can request to stop taking notes, or redact and correct notes after they have been taken.\nWe recognize that some information should be treated as sensitive and confidential for the benefit of Hypha and its clients and collaborators. Anyone with access to confidential information is responsible for doing their best to keep that information secret and are expected to adhere to these guidelines.\n\nLegendπ view onlyπ view and participate \nDefault open to public:\n\nScope: Organization\nMeeting notes (all hands, working groups) and final documents (handbook) π\nTask tracking π\nAggregated financial statements π\n\n\nScope: Project\nProject deliverables*, task tracking, meeting notes, and aggregated financial statements π\n\n\n\n*This would include source repositories and code (e.g., on GitHub) and other process materials based on consensus on licensing and usage constraints.\nDefault open to members:\n\nScope: Organization\nMeeting notes and documents π \nTask tracking, project management (PM), and decision making (DM) tools π \nFinances (budget, expenses, and cash flow projections) and audit records π\nPotential opportunities and leads π \n\n\nScope: Project\nProject proposal(s), statement(s) of work (in-progress/signed), in-progress deliverables, and finances (budget, expenses, and cash flow projections) π\n\n\n\nDefault closed to specific working groups and project members:\n\nScope: Organization\nFull financial and personal information of members (e.g., home addresses, banking information, and social insurance numbers) π \nPersonal/financial information involving external parties π \nAdministration privileges including financial for services and infrastructure π \n\n\nScope: Project\nProject sensitive data sets (especially all non-anonymized/identifiable) and critical infrastructure π \n\n\n\nRequire consent before releasing:\n\nAudio, visual, and video recordings (e.g., photographs or recorded interviews)\nChat transcripts\nNotes involving external parties and collaborators\nMaterials from project retrospectives\n\nSensitive and confidential:\n\nPasswords, credentials, and sensitive personal information\nData sets, software, and other content in project work that we don't have consent to share\nFinancial or other business information of our clients and collaborators that we don't have consent to share\nData collected through our digital infrastructure, which may contain user account information or personal information\n\n"},"Policies/health-and-safety.html":{"url":"Policies/health-and-safety.html","title":"Health and Safety","keywords":"","body":"Occupational Health and Safety Policy\nHypha prides itself on being a healthy and safe place to work and conduct business. Every team member is responsible for maintaining a safe and healthy workplace by reporting hazards, accidents and unsafe conditions. We act in accordance with the Occupational Health and Safety Act of Ontario. \nRemote work\nErgonomics\nAs a remote-first workplace, employees are responsible for the ergonomics of their own workspace. \n\nOffice Ergonomics Resource List\nComputer Ergonomics\n\nSocial connection\nWhen working remotely, it can be difficult to maintain social connection both with coworkers and other people in your life. We encourage employees to be mindful of their social needs and develop strategies for meeting their needs both in and outside of the workplace. Some strategies for maintaining social connection with coworkers:\n\nRegular 1x1 meetings with people on other project teams, such as 30 minutes every other week)\nAttending org-wide social calls such as coffee breaks or social hangs.\nWorking outside of your residence, such as in a coworking space, library, or cafΓ©. Be mindful of client privacy and internet safety when using unsecured networks!\nDisconnect from work obligations outside of working hours to give yourself time to dedicate to family, friends, and other social activities.\nTalking to other remote employees about the strategies they use to stay connected :)\n\nDisconnecting from work \nEmployees must be familiar with Hyphaβs vacation and time-off policy. When on personal time (e.g., When on vacation, taking sick days, or after an employeeβs scheduled working hours), employees are expected to be unreachable for non-emergency project matters.\nPhysically co-located work\nWhen working in the same physical location, we encourage you to inquire who on the current Hypha team has formal first aid training and certification.\nHealth and Safety Resources:\n\nWSIB\nMinistry of Labour- Health and Safety\nOccupational Health and Safety Act\nOntario Health and Safety Partners\n\nFuture development\n\nHypha will establish a Joint Health & Safety Committee prior to bringing on its 20th team member to comply with the Occupational Health and Safety Act. \nHypha will establish a βdisconnect from workβ policy prior to bringing on its 25th team member, to comply with the Employment Standards Act, 2000 (ESA).\n\n"},"Policies/pet.html":{"url":"Policies/pet.html","title":"Pet Policy","keywords":"","body":"Pet Policy\nHypha is a pet-friendly workplace. You may run into personal pets of our staff during calls, or encounter digital office pets in our chat spaces.\nRoo\nRoo was born on the 25th of February 2022 to the collective care of Hypha staff.\nRoo is a lifeform on the Polygon blockchain. It wanders into our chat rooms and helps with office chores. You can teach Roo new tricks by contributing to this GitHub repository.\n\n\nSteps for transferring Roo\nThis guide assumes that you are currently in possession of Roo, which implies that you have a Polygon address connected to MetaMask (where Roo is located) and a few spare MATIC for gas fees. \n\nLogin to your account via MetaMask.\nVisit https://lifeforms.supply/ and click βConnectβ in the upper right corner.\nYou ought to see Roo with his usual name tag in the lower right. It should now have a βGiveβ option. \nClick βGiveβ and enter the recipientβs Polygon address. Double check the address!\nFiddle with gas settings as needed for your comfort level with processing time (MetaMask will likely give you an estimate of how long to expect).\nConfirm the transaction!\nEnsure that Roo has safely made it to a new wallet by visiting him at https://roobot.hypha.coop/ \nCalculate when the new custodian should start thinking about transferring Roo again (suggested: 85 days after the current date because Roo will die if he lives in the same wallet for 90 days - https://www.timeanddate.com/date/dateadd.html)\nCreate a calendar event on this date (βGet ready to transfer Roo!β) and invite the new custodian. Include a link to these instructions in the event description for easy reference. \n\n"},"Policies/peer-feedback.html":{"url":"Policies/peer-feedback.html","title":"Peer Feedback","keywords":"","body":"Peer feedback program\nWho it applies to\nGenerally speaking, there are three groups of people involved with Hypha:\n\nEstablished member: People who hold full membership in the co-op and are actively involved in the governance of Hypha. Generally able to act without support (but support is always nice).\nMember path: People who work with the co-op with the intention to co-govern Hypha in the future. This can include new members who still need support, probationary members, and contractors or employees who are on the path to probationary membership.\nNon-member path: People who work with us to fulfill project goals and with no intention to co-govern Hypha. This can be a contractor or an organization (dev shop).\nThe peer feedback program applies to members and people on the member path.\n\nProcess\n\nEvery January, all participants will engage in the peer feedback program.\nBefore beginning, all participants will review a one-pager document on soliciting, giving, and receiving effective feedback.\nEach individual will identify three specific areas they would like feedback on. These areas should be co-op focused items that peers have a path to forming an opinion on (i.e., Internal work, mannerisms, attitude, but not client-project-specific tasks). Open-ended questions are encouraged, but it is the joint responsibility of the asker and the feedback-giver to make sure thoughtful, detailed feedback can be generated. For example:\nHow can I grow in my ability to contribute to the co-op?\nDo I participate effectively in strategic problem-solving? Whatβs working vs. not working?\nAm I available and easy to connect with when people want time with me?\n\n\nEach participant will enter their questions on a Google form. Everyone will be able to see everyone elseβs requests for feedback but only the receiver can see the responses. \nParticipants must, at minimum, write feedback to their practice area team.\nEveryone is encouraged to give feedback to as many colleagues as possible.\n\nResources for soliciting, giving, and receiving feedback\n\nSeeds For Change\n\nDesired outcomes for peer feedback process:\n\nEveryone gets anonymized feedback from their peers. \nEveryone can self-select, if they so choose, to write feedback for additional people. \nThe person writing feedback knows who itβs for, but the person receiving it does not know who wrote it. \nNo one aside from the receiver is able to see the feedback. \n\n"},"Policies/salary-review.html":{"url":"Policies/salary-review.html","title":"Salary Review","keywords":"","body":"Salary Review Process\nObjective: Each member or employee completes a self-assessment and has their salary set based on the Hypha salary grid\nTiming: Annual salary reviews will follow the peer-review process and should occur in the first quarter of the year. Peer reviews must be completed before the salary review takes place, but the two processes should take place consecutively.\nSalary adjustments: To avoid the operational overhead of adjusting salaries multiple times per year, our annual cost-of-living increases (if approved at AGM) will be applied to the full matrix at the same time as the next annual salary review. Members and employees undertaking a 6 month re-review to hit particular L/R goals may have their salary adjusted twice in a single year if necessary. \nHow it works\nPart 1: Self-Assessment\nAssess where you are currently on the salary grid and consider whether you want to:\n\nMove up\nMove down\nStay where you are\n\nTo make this decision, use the following self-assessment questions to help you decide whether the current L and R make sense:\n\nWhat are your strengths?\nWhat are you most proud of accomplishing at work in the past year?\nWhat are your opportunities for improvement?\nWhat could you have done better at work over the past year?\nHow do you think you have contributed the most to the co-op over the past year?\nThink about the things you do well, and the things you like doing at Hypha. How can you build on your strengths to level up your career in the coming year? \n\nUse this resource for tips on how to craft your self-assessment, but remember that this document is for you, so use whatever format will be most valuable in your conversation with your review group.\nAlso consider the feedback you received during their peer review process.\nLastly, before you meet with your review group, make any prep material available to the members of your review group.\nPart 2: Review Group\nOnce the self-assessment is complete, you will schedule a meeting with your review group, which will consist of two or more people from Hypha. The review group will consist of one person you work closely with on a project, and someone with whom you share less direct project work. Review groups will be assigned and communicated by the Operations working group.\nWhat to expect during the review:\n\nAt the outset of this hour-long meeting, clearly state your intent to either change or retain your current position on the salary grid.\nIn cases where you are advocating for a salary increase, the review group will come to consensus about your L/R and time commitment within the review meeting.\nThere is no appeal process following this decision; however, you may request an additional review process 6 months from the date of the original decision\n\n\nIn cases where you would like to work fewer days or hold less responsibility, resulting in a salary decrease, the review group can only approve the reduction if the project lead thinks the project will be manageable with the change in commitment. A transition plan may be required.\nAfter the review meeting, you will send an email with your new L/R and time commitment to the Operations working group, who will meet with Finance to approve and finalize any salary changes.\n\nResources\n\nS.M.A.R.T. goals: plan your year by setting goals for yourself. These can be both personal and professional\nMiro Board SMART template\nSMART goal deep-dive reference\n\n\nReview peer feedback. Even if you received feedback that you did not agree with, use this as an opportunity to look at the feedback objectively\nConsider Hypha: review the relevant parts of the handbook and website to refresh your understanding of what it is we do, and how your work support and aligns with this\n\n"},"Policies/data.html":{"url":"Policies/data.html","title":"How We Use Data","keywords":"","body":"How We Use Data\nHypha is a worker co-operative incorporated in Ontario, Canada. \nWe run our public website, this member handbook, and a variety of services at the domain hypha.coop and its subdomains. \nThis page identifes what data we collect and why, as well as where and how long we store collected data for.\nThis page was last updated on April 29, 2024. You can see previous versions on GitHub. The outline and format is inspired by Projects by IF: How IF uses data.\nContents\n\nOur Websites and Hosted Services\nWhat data we collect\nWhy we collect data\nWhere we keep data\nHow long we keep data\n\n\nOur Social Media Accounts and Third-party Services\n\nOur Websites and Hosted Services\nThe following sites and services are at the domain hypha.coop and its subdomains:\n\nWebsite: hypha.coop\nHandbook: handbook.hypha.coop\nMeetings: meetings.hypha.coop\nShortlinks: link.hypha.coop\nCOVID-19 Solidarity: covid19.hypha.coop\n\nWhat data we collect\nSystem logs may contain:\n\nTimestamp of visit\nIP address\nOperating system\nBrowser type\nUser-specified URL to access the service\n\nUser accounts may contain:\n\nFirst and last name\nEmail address\n\nWe do not knowingly collect any information from children under the age of 13 without appropriate consent and authorization.\nIf you believe we have inadvertently collected personal information from a child under 13 without proper consents please contact data@hypha.coop so that we may delete such information as soon as possible.\nWhy we collect data\nWe keep standard system logs for monitoring of system performance and debugging purposes.\nSome of our hosted services automatically log the time you access your account on our systems, and may store \"cookies\" on your computer.\n\"Cookies\" are small pieces of information that a website sends to your computer's hard drive while you are viewing a website, which may stay on your computer until you delete them.\nThese are used by some of our hosted services to deliver a more personal and interactive experience.\nIn general, personal information you submit to us is used either to respond to requests that you make, or to aid us in serving you better.\nWe do our best to protect the personal information you share with us, and do not share them with third parties.\nWe may however, display and share anonymized feedback or personal testimonials on our website and social media, or in other publicly viewable places.\nWhere we keep data\nOur services are hosted on servers managed by third-party service providers, physically located in Canada.\nThese servers are accessible to members of Hypha, and specific collaborators as deemed necessary to deliver the services and content.\nWhere necessary, servers may also be accessed by other parties to comply with laws or to respond to lawful requests and legal process and in an emergency to protect the personal safety of any person.\nHow long we keep data\nSystem logs are generally retained for a duration that is appropriate for the particular system.\nUser accounts necessary to deliver services and content are generally kept indefinitely, and periodically backed up, until the account holders have requested to delete them.\nDeleting your account on a particular service generally does not mean all your information is deleted from our periodic backups.\nIf you have a concern, please email data@hypha.coop.\nThe Matrix chat in Hypha rooms are periodically wiped to keep only the most recent 3 months of history.\nHowever, as Matrix is a federated chat protocol, chat history older than 3 months may be retained by other homeservers, and in particular, public rooms with users from other homeservers.\nOur Social Media Accounts and Third-party Services\nWe use several social media accounts to share our work. We occasionally use the analytics tools provided by these platforms.\nOur social media accounts include:\n\n @hyphacoop on Mastodon (privacy policy)\n @hyphacoop on Twitter (privacy policy)\n Hypha Worker Co-operative on LinkedIn (privacy policy)\n\n\nWe also use third-party services to host and deliver services and content, almost exclusively to our members, however in some cases we may use them with our collaborators:\n\nBigBlueButton by The Online Meeting Cooperative\nDigital Ocean\nGitHub\nGoogle Workplace\nMatrix chat by Toronto Mesh\nSlack\nPlausible\n\nFor a full list of services we use, please refer to our Services Inventory.\n"},"How-we-work/virtual-office.html":{"url":"How-we-work/virtual-office.html","title":"Virtual Office","keywords":"","body":"Our Virtual Office\nWe interact with the public though the following channels:\n\nπ +1-437-887-6936 (We have specific guides for Accessing and Managing Voicemail)\nπ« #1308-1403 Royal York Road, Etobicoke, Ontario M9P 0A1\nπ§ hello@hypha.coop (we have specific guides for Using Email)\n\nInstead of a physical place we have virtual office with the following spaces:\n\nMatrix Chat (chat.tomesh.net)\nGitHub Organization, with a task tracker\nGoogle Drive (with both privileged π and public folders)\n\nWe also have the following \"helper\" tools to navigate our office spaces:\n\nLink Shortener (link.hypha.coop)\n\nBulletin Board\nCheck out the board for announcements and notices! Please feel free to add your own and put a readable copy in the folder.\n\n\n"},"How-we-work/onboarding.html":{"url":"How-we-work/onboarding.html","title":"Onboarding","keywords":"","body":"Onboarding\nWelcome to Hypha! This page is to help those getting situated in our organization.\nOnboarding Checklist\nThis is a checklist for onboarding new members, workers, and contractors to the Co-operative that should be done by the Operations WG. π\nNew workers and contractors will provide...\n\nPreferred pronouns\nA permanent and/or mailing address\nA personal email for communications\nA google-friendly email address (this could be a prior personal address or a hypha email can be used once set up)\nA Signal-friendly number \nA Matrix account (feel free to register on the Toronto Mesh homeserver where Hypha rooms exist)\nA Github account\nFor members and workers:\nTheir Social Insurance Number (SIN) \nCompleted TD1 and TD1-ON forms \n\n\n\nOperations will...\nSet up contractor documents\n\nPrepare and provide an Independent Contractor Agreement outlining the service description, contractor relationship, including the Intellectual Property Agreement\n\nSet up employee documents, employee record and payroll\n\nPrepare and provide an Employee Acknowledgement outlining the job description, employment relationship, including the Intellectual Property Agreement\n\nCollect information above and complete employee record\n\nAdd member SIN to BitWarden and share access with People Operations group.\nChange the member access to the entry as read-only, as this information is for recording keeping and the Member should not be able to modify it\n\nCollect encrypted (see Sensitive Data guide) TD1 and TD1-ON forms to Drive\n\nAdd member to Clockify and as Employee in Wagepoint for payroll\n\n\nSet up communications\nGoogle Account\nThese actions require the Super Admin permission.\nCreating a new user\nLogin to Google Admin\n\nOn the admin home page click on Add a user\nFill in their information\nLeave the Secondary email and Phone number blank\nClick on Manage user's password, organizational unit, and profile photo\nSelect Automatically generate a password\nClick on ADD NEW USER button\nCopy the password\nSend a email to the new user using their personal email with instructions to log in using the password above\nUpdate the emails document with the new email\nAdd the new user to the everyone group\n\nGoogle Drive\n\nAdd to Google Drive and invite to calendars:\nhttps://link.hypha.coop/calendar\nhttps://link.hypha.coop/availability\n\n\n\nSignal\nAn admin user of the hyphacoop (Emergency Channel) room needs to add the new employee.\n\nOpen the Signal app and open the room\nOpen the room setting\nClick on the Add members button\nEnter the number or select the contact of the new employee\n\nMatrix (Channels as needed)\nIf the user already has a Matrix account, they can use their own.\nIf they don't have an account, send a link to our preferred Matrix server (https://chat.tomesh.net) to register. The access token needed to register is hyphaworkercoop.\n\nInvite the user to mandatory channels \nhyphacoop\nhypha:private-general\n\n\nInvite to other channels as required\n\nIf the user needs to be admin in a room and they are on a homeserver other than @tomesh.net only give them a max power of 99. Giving the user a maximum power of 100 will make it impossible to remove the user from the room.\nGitHub\nTo add users to the repos, someone in the Owner group is needed to invite new Outside collaborators for contractors and Members for employees.\n\nLogin to GitHub and go to https://github.com/orgs/hyphacoop/people\nClick the Invite member button\nIn the search box enter their provided GitHub handle and select the user and click Invite\nInvite to repos as needed\n\nSlack (As needed)\nOpen the Slack web app and invite using their @hypha.coop email to the Hypha workspace.\nBitwarden (As needed)\nThese action needs the admin admin user privileges.\n\nLogin to Bitwarden\nClick on Organizations on the top menu\nClick on the Manage tab\nClick on Invite user button and invite the user with their @hypha.coop email\nMake sure USER TYPE is set to User\nUnder ACCESS CONTROL select This user can access only the selected collections.\nSelect the collections that the new user should have access to. This can also be modified after the user is created\nClick save and let the user know about the login instructions\n\n\n\n\n"},"How-we-work/time-commitment.html":{"url":"How-we-work/time-commitment.html","title":"Time commitment","keywords":"","body":"Time Commitment\nWhen the co-op was founded, Hypha maintained a four-day work week; however, some members and employees have opted to work five-day weeks, while others work part-time hours. As a consultancy, Hypha requires members to have a mix of billable and non-billable time commitments. Initiative leads (i.e. project leads) are responsible for determining the appropriate time commitment of their team members; this is revised per quarter across the organization. Each member is also alloted at least one half-day per week to spend on internal work related to the co-operative.\nInitiative leads invoice clients based on the team capacity committed to their initiative. Team members are responsible for managing their own time accordingly, and for ensuring they are meeting the delivery expectations set out by their leads.\nHow this works in practice\nIf Alice works 4 days a week at Hypha and works on two client initiatives, her commitment will look something like this:\n\n\n\nInitiative\nCommitment\n\n\n\n\nClient initiative A\n2.0 day\n\n\nClient initiative B\n1.5 day\n\n\nHypha (non-billable)\n0.5 day\n\n\n\nBased on this, Alice's time is 87.5% billable. When we invoice the clients, Hypha bills Alice's day rate, for example at $1,600 x 2 for Client A and $1,600 x 1.5 for Client B = $5,600 per week.\nFinancial forecasting\nFor the Finance Working Group's projections, we know that Hypha:\n\nhas 12 days of public holiday equivalent to three 4-day weeks\nhas Christmas week closure (Dec 27-Jan 1) roughly equal to one 4-day week\nhas three weeks of vacation for the employee\n\nTherefore, Alice works 45 of the 52 calendar weeks in a year. 45 x $5,600 = $252,000 is effectively the revenue that Alice brings in over the calendar year.\n"},"How-we-work/compensation-benefits.html":{"url":"How-we-work/compensation-benefits.html","title":"Compensation and Benefits","keywords":"","body":"Compensation and Benefits\nCash Compensation\nMembers at Hypha, full-time or part-time, permanent or otherwise, are evaluated based on the following criteria:\n\nskills and experiences\nresponsibilities\nseniority in organization\n\nFull details and salary tiers are specified in our Employee Salary Guide.\nVacation Days\nMembers are entitled to three weeks of flexible plus one week of fixed time off. For a full-time member working four-day weeks, that amounts to 12 days of flexible vacation days plus the fixed week of December Holidays.\nFull details about time off is specified in our Holidays, Time Off, and Leaves page.\nHealth Benefits\nCanadian employees are eligible for enrolment into our group benefits plan three months after their start date. Foreign contractors receive a modifier to their cash salary in place of group benefits.\nOur provider is the Co-operators and we are able to provide the following to members based on hours worked:\n\n\n\nEmployee Status\nBenefits\n\n\n\n\nPT (0.25 or 1 day/week )\nNo benefits\n\n\nPT (0.50 or 2 days/week)\nLife, AD&D, LTD + HSA\n\n\nFT (0.75 or 3 days/week, and above)\nLife, AD&D, LTD, EHC, Dental + HSA\n\n\n\nWhat do all of those mean? See their definitions by the Co-operators.\nLabour Patronage\nAs a worker co-operative, Hypha has a policy of allocating part of our annual surplus (or loss) towards individual members' capital accounts, as defined in section 6.4 of our bylaws.\nThe co-operative keeps an account balance for each full member. After each fiscal year, 20% of the co-operative's surplus/loss in that year is allocated among all the members according to labour contribution (i.e., time commitment) through the fiscal year.\nCurrently, the account balance is loaned to the co-operative at 0% interest as liquidity for business activities. There is no process for members to receive the balance, except when a member resigns their membership, at which point their account balance is paid out.\nClient Initiative Allocations\nHypha participates in projects where clients may offer incentives to key individual contributors in the form of shares (e.g., founders shares, stock options, Restricted Stock Units (RSUs)), tokens, bonuses, or other incentive-alignment mechanisms. Members are free to make these arrangements directly with clients as appropriate. These incentives are owned and managed by the individual, and do not involve the co-op.\nHistorically, there have been cases where Hypha receives a small allocation, or where the co-operative participates in the capitalization table. There are also instances where neither individuals nor the co-op are involved in the allocation agreements. The arrangement depends on the client's intention and Hypha's role in the project. In cases where the co-op receives asset allocations, they become part of Hypha's assets and are collectively managed by the membership, similar to other asset types.\nDemocratic Governance Participation\nA worker co-operative is democratically managed by its membership; this means that all key decisions require one-person-one-vote approvals as defined in our bylaws. These decisions are made throughout the year, and most importantly at our Annual General Meeting.\nIn their first year, probationary members participate in many of the important Hypha-related discussions without actual voting power. Once someone is accepted as a full member, they become a voting worker-member who is responsible for the strategic direction of the co-operative and its obligations to the membership.\n"},"How-we-work/salary.html":{"url":"How-we-work/salary.html","title":"Employee Salary Guide","keywords":"","body":"Employee Salary Guide\nThis document outlines the salary tiers of Hypha members and the review process.\nEvaluation\nThe base salary for each member is determined according to:\nBase Salary = 51,250 CAD * L^l * R^r * S^s * Modifiers + Adjustment\nwith the following criteria:\n\n\n\nCriteria\nScaling factor\nDescription\n\n\n\n\nLevel\nL=1.160\nSkills and experiences l=[0-6]\n\n\nResponsibility\nR=1.120\nResponsibilities r=[0-4]\n\n\nSeniority\nS=1.025\nSeniority in organization s=[0-3]\n\n\nCommitment\n0.250-1.200\nModifier applied to members working part-time or over-time each week\n\n\nContractor\n1.050\nModifier applied to contractors who do not receive employee benefits\n\n\nGeo-upscaling\n1.150\nModifier applied to members living in higher cost of living regions compared to Toronto\n\n\nGeo-downscaling\n0.850\nModifier applied to members living in lower cost of living regions compared to Toronto\n\n\nAdjustment\n\nCustom dollar amount adjustment applied on a case-by-case basis\n\n\n\nAt salary review time, each member will perform a self-assessment to suggest their L and R to an review group made up of other members who are most suited to contribute to their evaluation. Together they will determine the appropriate values for the upcoming cycle. S and the Modifiers are based largely on objective factors, and a custom dollar amount Adjustment may be applied to retain members with high market demand skills, or in other special circumstances.\nSalaries are reassessed at minimum annually, or more frequently, at maximum quarterly. If a new hire or existing member negotiates a higher salary, we should reassess all roles to ensure pay consistency.\nSkills and experiences\nL0: Entry-level with proficiency in a few core skills for relevant position. Not self-sufficient and needs mentorship and peer learning to progress both in execution and self-growth.\nL1: Proficient in core skills necessary for the position, and can execute on tasks once they are defined. Needs mentorship in acquiring new skills as needed.\nL2: Years using core skills for relevant position. Able to self-motivate and independently acquire new skills as required for the role. Needs mentorship for big-picture thinking but self-sufficient in working to an abstract plan.\nL3: Many years with core skills and broad set of adjacent skills for position. Self-motivating and self-managing, able to mentor others. Comfortable signing off on deliverables relevant to areas of expertise.\nL4: Confident with core skills and adjacent skills. Leads and mentors others. Leads in defining initiative strategy and independently manage end-to-end delivery of initiatives. Effectively contributes to the overall growth and direction of the organization.\nL5: Brings their own distinct approach to a relevant position, and is able to articulate and execute on this to achieve the mission of the organization. Has a least 10 years (or equivalent) of relevant work experience and ability to lead the execution and delivery of large complex initiatives.\nL6: Widely regarded as a domain expert both internally and externally, and is regularly approached for advice and expertise in their relevant field. Ability to lead the execution of large complex initiatives while simultaneously guiding the strategic vision and mission of the organization.\nResponsibilities\nR0: Meets good member requirements. Performs tasks as defined by others.\nR1: Takes ownership of key deliverables and occasional leadership of small initiatives or sub-initiatives within larger initiatives. Supports others in small ways (e.g., peering).\nR2: Leads initiatives and/or back office functions regularly and reliably. Defines objectives and tasks, ensures the quality of deliverables. Can reliably interact independently with internal and external teams without guidance or oversight.\nR3: Manages internal and/or client and partner relationships. Often serves as the go-to person on an internal topic, or to interface with external teams. Contributes reliable and thoughtful feedback to organizational strategy and recognizes new opportunities.\nR4: Leads one or more major initiatives regularly and reliably. Serves as point person to long-running client initiatives. Actively contributes to developing the organizational strategy and represents the organization publicly. Leads the exploration of new opportunities for the organization and responsible for its long-term sustainability.\nSeniority in organization\nS0: A new employee who is a probationary member, or foreign contractor who is specially approved to be a probationary member.\nS1: A member who is in their first year of full membership.\nS2: A member who is in their second or third year of full membership.\nS3: A member who has been a full member for more than three years, or is a founding member.\n*A year implies full-time commitment. For part-time workers, a year is the time commitment equivalent of a full-time year.\nBase salaries\nThe table below lists base salaries at S=0 in CAD for four-day work weeks. This is also called 1.00 commitment. Part-time members will have a 0.75, 0.50, 0.25 multipler proportional to their days worked per week. If a member works five-day weeks, a 1.20 multiplier is applied. S, Modifiers, and Adjustment are based on top of these values.\n\n\n\nS=0\nR0\nR1\nR2\nR3\nR4\n\n\n\n\nL0\n51,250\n57,400\n64,288\n72,003\n80,643\n\n\nL1\n59,450\n66,584\n74,574\n83,523\n93,546\n\n\nL2\n68,962\n77,237\n86,506\n96,887\n108,513\n\n\nL3\n79,996\n89,595\n100,347\n112,389\n125,875\n\n\nL4\n92,795\n103,931\n116,402\n130,371\n146,015\n\n\nL5\n107,643\n120,560\n135,027\n151,230\n169,378\n\n\nL6\n124,865\n139,849\n156,631\n175,427\n196,478\n\n\n\nThis table is reassessed each year at our Annual General Meeting, taking into consideration inflation and other factors.\n"},"How-we-work/holidays.html":{"url":"How-we-work/holidays.html","title":"Holidays, Time off, and Leaves","keywords":"","body":"Holidays, Time Off, and Leaves\nVacation and PTO Days\nOn a quarterly basis, members should identify their time commitment (i.e., three- or four-day work week). Based on this, members are entitled to 3 weeks of flexible time off, plus the December Holidays between Christmas Day and New Year's Day, when Hypha's virtual office is closed.\n\n\n\nDays in work week\nFlexible vacation days over year\n\n\n\n\n1\n3\n\n\n2\n6\n\n\n3\n9\n\n\n4\n12\n\n\n5\n15\n\n\n\nIt is strongly recommended that members take all their alloted days, and in the event that they are not fully utilized, only a maximum of 2 weeks can be paid out each year.\nHow to track vacation time\n\nSend an email to Operations. Include vacation start and end dates, and number of days you will be taking off. \nAlso note: your usual day off should not be tracked as a vacation day (eg: You donβt work Fridays in a regular work week)\nOperations coordinator will update the vacation tracking spreadsheetπ\nOperations coordinator will add your vacation to the shared Availability calendarπ\nBlock out your personal Hypha calendar with out of office/vacation time to ensure people donβt book meetings during the time you are away.\nPlease post a message in #private-general chat right before you go on vacation, as a reminder you will be away and when.\n\nLieu Days\nWhen a member works beyond the allotted hours in their full work week, they are expected to take a lieu day at a later date so as not to overwork themself. For example, if Alice commits to working a four-day work week but ends up working five days in a particular week, they should work three days the next week (or within a reasonable amount of time).\nLieu days are self-tracked and arranged with the member's initiative leads as to be not distruptive to the initiative.\nSick Days\nWe have no policy limiting the number of sick days that members take.\nLeaves of Absence\nProlonged absences beyond the allocated vacation days are not limited, but they are not considered paid vacation, and arrangements should be made with initiative leads with corresponding time commitment adjustments.\nPublic and Additional Holidays\nOur virtual office is closed during Ontario's nine public holidays. We recognize three additional holidays where the office is closed and members are encouraged not to work:\n\nCivic Holiday (first Monday in August)\nMay Day or International Workers' Day (May 1)\nRemembrance Day (November 11)\n\nAdditionally, the December Holidays where the virtual office is closed between Dec 25 and Jan 1.\nIf a public holiday lands on a member's off-day under a four-day work week, the member should take one of the work days off as a make-up holiday.\n\n\n\nHoliday\n2024\n2025\n\n\n\n\nNew Year's DayJanuary 1\nMon, January 1\nWeds, January 1\n\n\nOntario Family DayThird Monday in February\nMon, February 19\nMon, February 17\n\n\nGood FridayFriday before Easter Sunday\nFri, March 29\nFri, April 18\n\n\nMay Day (International Workers' Day)May 1\nWeds, May 1\nThurs, May 1\n\n\nVictoria DayMonday before May 25\nMon, May 20\nMon, May 19\n\n\nCanada DayJuly 1\nMon, July 1\nTues, July 1\n\n\nCivic HolidayFirst Monday in August\nMon, August 5\nMon, August 4\n\n\nLabour DayFirst Monday in September\nMon, September 2\nMon, September 1\n\n\nThanksgivingSecond Monday in October\nMon, October 14\nMon, October 13\n\n\nRemembrance DayNovember 11\nMon, November 11\nTues, November 11\n\n\nChristmas DayDecember 25\nWeds, December 25\nThurs, December 25\n\n\nBoxing DayDecember 26\nTues, December 26\nFri, December 26\n\n\n\n"},"How-we-work/initiatives.html":{"url":"How-we-work/initiatives.html","title":"Initiatives","keywords":"","body":"Initiatives\nInitiatives are mission-oriented projects that are executed by a self-organising team of 2-4 Hypha members who have the skills and tools to design, build, gather feedback or test, and finalize/release on the project. \nBelow we have the list of active initiatives as of 2023 Q2. Detailed information about our client projects is in our initiatives database π. \n\nAll hands\nResponsible for facilitating the monthly All-Hands meeting series where we share monthly updates on client projects, internal working groups, and discuss co-op business.\nβ
Tasks: GitHub board > all-hands label \nCommunity cultivating\nSupports the social connections and team bonding within the co-op by hosting social events.\nβ
Tasks: GitHub board > community-cultivating label \nCoop dev\nSupport cooperative ecosystem developments.\nβ
Tasks: GitHub board > coop-dev label \nData centre\nResponsible for monitoring and maintaining infrastructure stored in our data centre, and responding to infrastructure emergencies.\nβ
Tasks: GitHub board > data-centre label \nDripline\nResponsible for maintaining our reading/writing practice and publishing posts to our Dripline blog.\nβ
Tasks: GitHub board > dripline label \nEngineering culture\nFacilitates the sharing of engineering knowledge across client projects to upskill engineers and define Hypha's engineering values.\nβ
Tasks: GitHub board > engineering-culture label \nHandbook\nHolds primary responsibility for maintaining our internal handbook at handbook.hypha.coop (e.g., Noticing and fixing broken links, calling for adjustments to out-of-date material).\nβ
Tasks: GitHub board > handbook label\nπ Repo: handbook-repo\nHello Hypha\nFacilitates the external meeting series in which we meet with new organizations or companies. First point of contact for new contacts looking to get in touch with Hypha.\nβ
Tasks: GitHub board > hello-hypha label\nInnovation circle\nOrganizes regular meetings with domain experts to share problems and stimulate creative thinking on various issues. Each person brings a problem statement + resource list + desired output for their problem and the circle briefly discusses and checks in each session.\nβ
Tasks: GitHub board > innovation-circle label\nRoo dev\nDevelops and maintains our Matrix chatbot.\nβ
Tasks: GitHub board > roo-dev label\nπ Repo: roo-repo\nSubject matter support\nResponsible for providing subject matter expertise on a particular topic.\nβ
Tasks: GitHub board > subject-matter-support label\nWebsite\nMaintains the content in our public-facing website at hypha.coop.\nβ
Tasks: GitHub board > website label\nπ Repo: hypha-coop-repo\nBack office working groups\nContains core business activities for sustaining Hypha's virtual office. \nFinance\nResponsibilities: Stewarding the financial sustainability of the organization, ensuring that a clear picture of the organizationβs financial status is available.Tasks: Establishing accounting practices, maintaining financial accounts, processing invoices, expenses, and payroll, and creating reports on our financial statements and tax obligations. \nπͺ Squad Members: Dante (lead), Andi, Cameron, Yurko \nβ
Tasks: GitHub board > finance label\nInfrastructure\nResponsibilities: Managing technical infrastructure and providing technical support for our organizationβs internal tools and services.Tasks: Maintaining servers, configuring tools such as Google Workspace and Slack. \nπͺ Squad Members: Elon (lead), Mauve, Yurko\nβ
Tasks: GitHub board > infrastructure label\nOperations\nResponsibilities: Managing and overseeing day-to-day operational activities and processes, creating and refining org-wide policies and processes.Tasks: Creating, reviewing, signing contracts; creating and documenting workplace policies; planning and executing org-wide events such as our Annual Retreat, AGM, and other internal-focused meetings such as All-Hands; supporting practice areas in operational tasks such as hiring. \nπͺ Squad Members: Violet (lead), Lexa, Mauve\nβ
Tasks: GitHub board > operations label\nStrategy / Opportunities\nResponsibilities: Defining the organizationβs overall strategy and approach to business.Tasks: Identifying and seeking out new opportunities for business growth and development. \nπͺ Squad Members: Ben (lead), Andi, Cameron, Mauve, Udit\nβ
Tasks: GitHub board > strategy label and opportunities label\nGovernance\nResponsibilities: Responsible for the organization's corporate governance, including records and bylaws.Tasks: Designing the co-operative's organizational structure to best fulfill the expectations of its key stakeholders, including but not limited to the membership and the board of directors. Ensuring that the co-operative maintains accurate and sufficient corporate records, maintains and interprets the bylaws. \nπͺ Squad Members: Lexa (lead), Ben, Dante, Udit\nβ
Tasks: GitHub board > governance label \nCommunications\nResponsibilities: Guiding internal and external communications in alignment with its strategic vision.Tasks: Crafting Hypha's communication strategy, aligning messaging with the co-operative's core values, leading marketing and branding initiatives and ensuring cohesive internal communications.\nπͺ Squad Members: Vincent (lead), Andi, Dante, Violet\nβ
Tasks: GitHub board > comms label \n\n\n"},"How-we-work/roles.html":{"url":"How-we-work/roles.html","title":"Roles","keywords":"","body":"Roles\nRoles are loosely defined one-person jobs/responsibilities held within the co-op. Some roles exist only within the constraints of a particular meeting, while others persist as part of a working group or relationship with another member.\nPer-meeting / sporadic roles\nThese roles occur within meetings or as-needed.\nCultivator (meeting chair)\n\nEligibility: A person present at the meeting\nResponsibilities: Clearly define meeting topics and objectives, keep meeting on-track and within the allotted time\nTasks: Solicit agenda items, set agenda, guide conversation around meeting topics, ensure action items and notes are distributed/uploaded as appropriate\n\nNotetaker\n\nEligibility: A person present at the meeting\nResponsibilities: Ensure that the meeting is documented and important information is recorded\nTasks: Create meeting notes, record important ideas and outcomes from meeting\n\n\n\nSocial Media Steward\n\nEligibility: Anyone in the co-op\nResponsibilities: Manage Hyphaβs social media presence with guidance from other members. Facilitate posting and social media strategy.\nTasks: Post content on existing platforms (Twitter, LinkedIn) behalf of other members and project teams, create accounts to squat namespace as needed.\n\nChat Facilitor\n\nEligibility: Any full members in the co-op. Rotated every quarter, with a backup volunteer in case of illness or vacation.\nResponsibilities: Ensure that online chats stay effective, respectful, and on-topic. Initiate decision-making processes when needed.\nTasks: Read chat messages promptly in private-general and members-only. Recognize and respond to certain scenarios:\n\n\n\n\nRecognize\nAct\n\n\n\n\nPeople are getting off-topic\nReminder to refocus, restate the topic\n\n\nConversation is heated\nReminder to follow CoC, non-violent comms, take a break\n\n\nConversation is too long\nAssign someone to summarize in a GitHub issue / schedule meeting\n\n\nImportant people are missing\nSuggest waiting to continue conversation\n\n\nImportant conversation concludes\nAssign someone to write the conclusion in a GitHub issue for preservation\n\n\nImportant conversation stops inconclusively\nPrompt contributors for next steps\n\n\n\nRoles within working groups\nFinance Steward (role within Finance)\n\nEligibility: Full and probationary members in the Finance WG\nResponsibilities: Work in collaboration with the Finance WG to manage and execute on financial related tasks on behalf of Hypha\nTasks: AP/AR, monthly invoicing, financial reporting, coordination with the bookkeeper, paying contractors, payroll, coordinating employee expenses, etc.\n\nPayroll Coordinator (role within Finance)\n\nEligibility: Full and probationary members in the Finance WG\nResponsibilities: Ensuring payroll is submitted to Wagepoint before the processing deadline (8th or 9th) each month, and paid out on the 15th.\nTasks: Verifying LTD rates from Co-operators, entering accurate monthly hours and salary, and entering employee expenses quarterly.\n\nKey Holder (role within Finance)\n\nEligibility: Full members in the Finance WG\nResponsibilities: Keep Hypha's cryptocurrency secure by safely managing our keys and making transactions on our behalf.\nBasic knowledge of the features and capabilities of their hardware device\nClearly understand the security risks associated with a leaked key\nAwareness of various attack vectors (e.g., phishing etc.) that could lead to a leaked key\n\n\n\n\nTasks: Create and sign on-chain transactions within 36 hours of a decision being made by Hypha membership. Keep mnemonic, backup mnemonic, and hardware device safe.\n\nOperations Coordinator (role within Operations)\n\nEligibility: Full and probationary members in the Finance WG\nResponsibilities: Working with the Operations WG and the Finance WG to oversee, manage, and execute on both operational and financial tasks on behalf of Hypha.\nTasks: A full range of tasks related to finance, operations, HR, assisting with planning annual events (AGM, retreat), etc.\n\n\n\nRelational roles\nRelational roles are part of helping incoming members develop in their path towards membership.\nMembership mentor\n\nEligibility: Full members\nResponsibilities: Ensure that assigned mentee understands and is prepared for the responsibilities of membership\nTasks: Regular check-in meetings with membership mentee, answering questions and supporting menteeβs growth towards membership\nTerm: One year (length of menteeβs probationary membership period)\n\nMembership buddy\n\nEligibility: Probationary member\nResponsibilities: Calibrate progress and provide peer support to a fellow membership-path person\nTasks: Regular check-in meetings with membership buddy for peer learning and support \nTerm: Up to one year (length of menteeβs probationary membership period)\n\nLeadership roles\nPractice lead\n\nEligibility: Full and probationary members \nResponsibilities: Manages the strategy and opportunities within a particular practice area that stretches beyond single-client projects.\nTasks: Hold context around a practice area and make decisions about resourcing, opportunities, long-term strategic decisions. \n\nProject lead\n\nEligibility: Full and probationary members \nResponsibilities: Oversees a particular client account and is accountable for its deliverables.\nTasks: Organize and support a project team in their work.\n\nWorking group lead\n\nEligibility: Full or probationary member who is a consistent part of the working group\nResponsibilities: Oversee working groupβs overall pace and direction, supporting other members in their work and priorities\nTasks: Regular working group meetings, monitoring org-wide kanban board for relevant tasks\n\n"},"How-we-work/meetings.html":{"url":"How-we-work/meetings.html","title":"Meetings","keywords":"","body":"Meetings\nThe purpose of this resource is to share details about how and when we\nmeet.\nContents\n\nTypes\nAll Hands\nQuarterly Planning\nSemi-annual Retreat\nMembers Meeting\nBoard Meeting\nSocial Time\n\n\nCalendar Holds\n\nTypes\nAll formal meetings are expected to have someone in the Cultivator &\nNotetaker roles.\nAll Hands\nπ Schedule: Monthlyπ Duration: 60 minutesπ Template: link.hypha.coop/template\nAll Hands meetings are our general sync-up. We all try our best to be there. These meetings are intended to enable cross-initiative discussion, provide a space to seek input, build trust through co-presense, to identify and re-assign issues to appropriate initiatives, to vote and consense on organization-wide decisions. \nThis format involves: check-ins, announcements, initiative updates, and discussions (See template for specifics). We adjust the regularity and format based on our workload (inside and outside co-op), the time of year, and the needs of organization-wide initiatives.\nQuarterly Planning ππ±ποΈ\nπ Schedule: Every 3 months (supplanted by retreat and AGM)π Duration: 2.0 hoursπ Template: \nQuarterly Planning meetings are our place to sync on strategic goals and initiative progress and timelines. We also make some organization-wide decisions on priorities and member capacity. This is a place to vote and consense on organization-wide decisions. It is important for us all to be there, preferrably in-person. \nThis format involves: check-ins, announcements, initiative updates and budgeting, member and organization capacity, and finances.\nSemi-annual Retreat π΄πΉ\nπ Schedule: Every 6 months (co-scheduled with AGM every second retreat)π Duration: 1 dayπ Template: \nSemi-annual Retreat meetings are our place to propose strategic goals (3-5), align on initiatives, develop key results (measures) and links those to both goals and initatives, to identify and re-assign issues to appropriate initiatives, to vote and consense on organization-wide decisions and build trust through co-presense. \nIt is important for us all to be there, preferrably in-person.\nThis format involves: check-ins, announcements, strategic goal development, initiative updates and budgeting, member and organization capacity, and finances. We adjust the specific scheduling based on our workload and timing of organization-wide initiatives.\nInitiative Calls\nπ Schedule: As needed\nπ Duration: As neededπ Template: link.hypha.coop/wg-template\nThese meetings are set up by initiative leads and member-workers on an as needed basis to enable the work of initatives, manage tasks and check-in on progress.\nAnnual Members Meeting βοΈπ°οΈ\nπ Schedule: Annually, per our Bylaws they \"shall be held within 4 months of the fiscal year end and within 15 months of any previous annual meetings\", with appropriate notice givenπ Duration: 0.5 dayπ Template: \nAnnual members meetings (AGMs) are our annual review where we elect the board, accept finance statements, and hear updates on the work done over the previous year. We schedule this with a board meeting and strategic retreat and adjust the specific scheduling based on timing of organization-wide initiatives.\nSpecial Members Meeting\nThis format is a variation of the members meeting that can be called by the board or any 20% portion of the active members to cover urgent matters that can't be handled at a All Hands (e.g., something requiring a formal motion or vote by the member).\nBoard Meeting\nπ Schedule: As often as required with appropriate notice, per our Bylawsπ Duration: 60 minsπ Template: \nBoard of Directors meetings are our ad hoc meetings open to all members where the board conducts votes on and approves resolutions. Meetings have to happen at least annually in order to approve resolutions in advance or arising from members meetings. We tend to schedule this with the annual members meeting and strategic retreat.\nSocial Time\nMuch more casual than meetings, these social activities do not require formal cultivation and notetaking.\nSocial humpday hang ππ»\nπ Schedule: Monthly, last Wednesdayπ Duration: 60 mins \nCasual social hangout with an activity led by the Cultivator and sometimes including outside collaborators.\nCoffee Break! β\nπ Schedule: Tuesday afternoonsπ Duration: 15 mins \nCasual drop-in space in our main BBB room without an official structure.\nCalendar Holds\nHolds are unclaimed spots in our shared schedule when most members are\navailable, that we try to leave open. They could be used for:\n\nDiscussions requiring the whole organization\nLast-minute or urgent meetings, for which a new scheduling is\ndifficult\n\nWe periodically re-poll members for the best time, often using our\nup-to-date weekly availability schedules.\n"},"How-we-work/coordination.html":{"url":"How-we-work/coordination.html","title":"Coordination","keywords":"","body":"Coordination π§\nMembers of Hypha adopt the following practices for mostly asynchoronous coordination using a couple digital platforms.\nPrimary Coordination\nGitHub is our primary tool for coordinating asynchronously. We use GitHub Projects to track tasks that primarily come from two repositories:\n\nhyphacoop/organizing: Default tasks\nhyphacoop/organizing-private: Confidential tasks\n\nA task is assigned to a Working Group (WG) or Project Group (PG) using Labels,\nthen it becomes the responsibility of the group.\nA task may further be assigned to a specific member.\nLabels are also used to indicate priorities of tasks.\nNote that while most tasks show up as Issues from hyphacoop/organizing and hyphacoop/organizing-private, there will also be Issues from other repositories, and some items that require your attention will show up as Pull Requests. The above search filters will catch everything. It is recommended for members to bookmark the search filters that apply to them in their browser and check them everyday.\nMembers are encouraged to use emojis liberally to indicate they have, for example: π read the comment, π agree or π disagree with the comment, etc. This applies generally to all our tools.\nWhen to open an Issue in organizing or organizing-private\nHypha mainly uses the organizing Issues to track the internal work that keeps the co-op running.\nThis includes, but isn't limited to:\n\nAllocating budget to attend a conference\nTracking datacenter updates\nHiring and onboarding, including for contractors\nAcquiring clients\nProcess improvements\n\nReal-time Chat\nWe use Matrix as real-time chat for day-to-day task discussions and pinging members for urgent requests.\nAll members are encouraged to install a Matrix client on their phone, and configure notifications for +hyphacoop:tomesh.net rooms to Mentions only. In messages, we refer to members by initials and only use handles when trying to trigger a notification to bring someone to a conversation (i.e., an urgent ping). There is otherwise no expectation that members will check the chat regularly, or catch up on backscrolls, therefore it is important to be intentional in bringing summaries of decisions made back into Issues in GitHub.\nShared Calendar\nWe have two shared Google Calendars:\n\nhyphacoop: Internal meetings and public events of interest\nhyphacoop: availability: Member office hours and member travels (as all-day events)\n\nMembers can use office hours to identify work hour overlaps with each other, where they can expect peers to be on chat and likely to be available for calls. The travels allow people to figure out the timezone other members are in.\nSignal\nWe use Signal for emergency communications.\nGoogle Drive\nWe use Google Drive (with both privileged π and public folders).\n"},"Finance/finance.html":{"url":"Finance/finance.html","title":"Finance","keywords":"","body":"Finance\nThis document outlines finance and accounting practices of Hypha Worker Co-operative, including:\n\nList of accounts at our financial institutions\nClient invoicing and accepted payment methods\nMember payroll and expense reimbursements\nTools and procedures for bookkeeping, accounting, and tax remittances\n\nThere are two organizational roles associated with carrying out the day-to-day financial processes at Hyphaβthe Finance Steward and Payroll Coordinator.\nContents\n\nFinance\nContents\nFinancial Accounts\nInvoicing Clients\nMember Payroll\n\n\nCalculating Member Wages\nExpense Reimbursement\nPublic Holiday Pay\nReporting & Remitting Taxes\n\n\nCorporate Income Tax (RC)\nPayroll Deduction (RP)\nGST/HST (RT)\nHolding crypto-currency\n\n\n\nFinancial Accounts\n\nFinancial institution: Desjardins\nAccount type: business chequing\nPayment requirements from account:\n: sign-off by one signing member in the Finance WG\n> CAD$200: sign-off by two signing members in the Finance WG\n\n\n\nHypha is expected to conduct business with clients from other countries and is ready to accept funds in CAD, USD, EUR, and GBP.\nWe use TransferWise to minimize transaction and currency exchange fees.\nOur TransferWise account has local accounts in Canada, United States, Europe, and the United Kingdom, so we can bill clients as a local financial institution in their local currency.\nOur TransferWise account does not require multiple signatures, and the Finance WG is responsible for transferring money into our main Desjardins account when accumulated funds exceed a CAD 10,000 threshold, or earlier as deemed appropriate.\nInvoicing Clients\nHypha charges clients on a sliding scale, and projects may be billed hourly, weekly, monthly, or per project, depending on the specifics of each project.\nThe recommended practice is to send an invoice every month, or a quote if the amount for the month is small and at the discretion of the project.\nMember Payroll\nMember wages are paid on the pay day, which is the 15th of each month or the last working day prior if the 15th happens to land on a holiday.\nA Member's wage is calculated based on the billable hours of work rendered up to the end of the previous month.\nFor example:\n\nThe March 15 pay day covers the \"pay period\" of February, and it pays for the work rendered throughout the month of February.\n\nBefore the 7th of each month, Members must submit payroll information to the Employee Payroll sheet in order to be paid for the pay period covering the previous month.\nAll wages, expense reimbursements, and withheld taxes are managed by the Payroll Coordinator using Wagepoint and Quickbooks Online, which are linked to our main Desjardins account.\nCalculating Member Wages\nEach Member's wage for a pay period is calculated based on the projects and roles they participate in, and it usually varies from month to month.\nPay from billable project work will have a percent-based portion (the \"clip\") deducted from it to fund administrative costs and collective programs of the Co-operative.\nCollective programs, current and prospective, include:\n\nVacation pay\nPublic holiday pay\nCPP & EI employer contributions\nMember health benefits (future)\nSolidarity projects fund (future)\nMember & co-op development fund (future)\nReserve fund (future)\nOther collective expenses of the Co-operative\n\nThe regular pay of a Member is calculated with:\nREGULAR_PAY = (1 - CLIP) * BILLED_AMOUNT (before transaction costs)\nThe clip is currently set at 35% and is the same across all projects over a period, but can be revised as necessary by consensus.\nIn addition to the regular pay, Members are entitled to:\n\n5% public holiday pay based on the regular pay amount\n4% vacation pay based on the regular + public holiday pay amount\nCPP & EI employer contributions\n\nThese annualized amounts are calculated and included for each pay period.\nYou can use the Wage Calculator to determine these amounts.\nAfter tax withholdings and other applicable deductions (e.g. CPP & EI employee contributions), the net amount is electronically transferred to the Member's bank account on pay day using Wagepoint.\nRefer to the guides for Payroll to set up the payroll run for each pay period.\nExpense Reimbursement\nMember expenses eligible for reimbursement should be submitted to the Expense Reimbursement sheet and receipts uploaded to Employee Expense Receipts in the same quarter they are incurred.\nReimbursements are paid out with wages on the next pay day, but do not appear on tax forms.\nFollow the guides for Expense Reimbursement to submit an eligible expense.\nPublic Holiday Pay\nHypha is closed on public holidays and Members recieve 5% annualized public holiday pay in their wages every pay period. \nIn the case where Member-workers work on holidays, they receive regular wages with \"substitute time off\" and there is no expectation of \"public holiday plus premium pay\", following the Employment Standards Act of Ontario. Wages for work performed on public holidays are calculated without \"premium pay\" because Members have significantly variable hours of work per period and a 5% annualized public holiday pay is included in Member wages in every pay period. Members are already adequately compensated for any \"substitute time off\" and set their own schedule. This strikes a balance between those who want the time off and those who want the flexibility to work on the day. \nReporting & Remitting Taxes\nHypha has the following program accounts with the Canada Revenue Agency (CRA):\n\nβοΈ RC0001 Corporate Income Tax (RC) is filed/reported and remitted/paid each tax year\nβοΈ RP0001 Payroll Deduction (RP) is reported and paid each pay period\nβοΈ RT0001 GST/HST (RT) is reported and paid each quarter\n\nCorporate Income Tax (RC)\nHypha is incorporated as a non-share capital worker co-operative under the Ontario Co-operative Corporations Act, and is organizationally a non-profit.\nFor income tax purposes, Hypha is a non-profit organization under the Canadian Income Tax Act.\nNet assets are put into funds restricted for a particular purpose in accordance with our organizational mission, and our balance sheets show zero retained earnings/profit.\nAt each fiscal year-end, set on June 30, the Finance WG works with our accountant and bookkeeper to file our annual corporation income tax return, even though we pay no corporate income tax as a non-profit organization.\nPayroll Deduction (RP)\nWage deductions and remittances are handled through Wagepoint on their non-accelerated remittance schedule.\nIf any pay period is skipped, a nil remittance is manually filed to CRA directly.\nAt the end of each year, Hypha issues a T4 to each employee and a T4A to each contractor to support personal income tax filings, and reports to CRA accordingly. This is also handled using Wagepoint.\nGST/HST (RT)\nThe GST/HST Information for Non-Profit Organizations applies to Hypha for GST/HST purposes.\nWe started collecting GST/HST as of May 15, 2020 with a quarterly reporting period and our fiscal year end date for GST/HST return on June 30.\nMuch of our digital services (e.g. software development, system administration, design) for international clients (outside of Canada) are GST/HST zero-rated as they are classified as exported goods and services.\nThis is different from GST/HST exempt because zero-rated items are still eligible for Input Tax Credit (ITC) on related expenditures.\nThis is described under Intangible personal property and Excise Tax Act section 10 of Part V of Schedule VI.\nWhether we will charge and claim GST/HST is dependent on a few factors.\nHere are some likely scenarios that may apply to Hypha projects:\n\nHypha provides IT consultation and software development service to a Canadian client and subcontracts a Canadian web developer, spends $100 on web hosting and $1,000 on a laptop to help us fulfill the contract.\n\nWe will charge 13% HST when invoicing the Canadian client\nThe Canadian subcontractor:\nif incorporated (e.g. a company), may charge us 13% HST when invoicing us, which we can reclaim as ITC\nif unincorporated (e.g. a person), has no GST/HST implications as we will add them to payroll and issue a T4A at the end of the year\n\n\nWe are eligible to reclaim the 13% HST of $100 paid to acquire web hosting as ITC\nWe are eligible to reclaim the 13% HST of $1,000 paid to acquire the laptop as ITC\n\ni. Same scenario, but the client is a non-Canadian company.\n\nWe will charge no HST when invoicing the client, and mark as zero-rated on the invoice since the service is considered intellectual property exports\nThe Canadian subcontractor may charge us 13% HST when invoicing us, which we can still reclaim as ITC\nWe are still eligible for all ITC claims as above\n\nii. Same scenario, but the subcontractor is a non-resident of Canada and the service is rendered outside the country.\n\nThe international subcontractor, incorporated or unincorporated, will charge us no GST/HST when invoicing us (Hypha can pay the invoice via TransferWise in a supported currency of their preference), there is no ITC claim on the payment\nWe are still eligible for all other ITC claims as above\n\niii. Same scenario, but the subcontractor is a non-resident of Canada and the service is rendered inside the country.\n\nHypha needs to open a non-resident tax withholding account with CRA and remit 25% of the gross payment as withholding tax, and handle applicable end of year filings\n\n\nHypha receives a grant from a private company to facilitate a free digital security workshop that is open to public, and spends $100 on materials.\n\nHST does not apply, and we do not need to collect or remit GST/HST on the grant amount\nThe $100 materials is not eligible as ITC because the grant is GST/HST exempt (different from zero-rated)\n\ni. Same scenario, but the workshop has a registration fee collected by the client, and is not open to public.\n\nWe need to charge 13% HST when invoicing the client, this is no longer a \"grant\"\nWe are eligible to reclaim the 13% HST of $100 materials as ITC\n\n\n\nIf none of these scenarios apply to your situation, and you are unsure whether to charge GST/HST on an invoice, or whether an expense is eligible as ITC, please reach out to the Finance WG.\nHolding crypto-currency\nHypha may sometimes need to hold cryptocurrencies. \n\nWe have a key holder role to manage our keys.\nWe have a Cosmos multisig treasury wallet π, a hot wallet, and various purpose-specific wallets listed in our account information π\n\n"},"Finance/areas-of-responsibility.html":{"url":"Finance/areas-of-responsibility.html","title":"Areas of Responsibility","keywords":"","body":"Finance Working Group\nAreas of Responsibility\nMonthly\n\nRun payroll\nSend client invoices\nReport HST\nReimburse expenses\nGenerate monthly reports\nSupport bookkeeper with monthly reports\nReview monthly reports from bookkeeper\nTrack invoice payments\nTrack accounts payable\nMove money between accounts (monthly or as needed)\n\nQuarterly\n\nRebalance treasury\nSend crypto invoices (quarterly right now, but this may change)\n\nYearly\n\nGenerate T4/T4As (in February)\nSupport accountant with FYE\nGenerate FYE reports before AGM\nUpdate member/reserve accounts\n\nAs needed\n\nService a request for crypto\nUpdate employee records in Wagepoint\n\n"},"Finance/sending-invoices.html":{"url":"Finance/sending-invoices.html","title":"Sending Invoices","keywords":"","body":"Sending Invoices\nThe process for collecting payments from clients is as follows:\n\nThe project lead enters the billing information for the relevant time period in the Financial Planning spreadsheet.\nA member of the Finance Working Group (WG) creates an invoice and sends it to the client using QuickBooks Online using the information from the spreadsheet.\nThe Operations Coordinator settles the invoice payment after it is received.\nMonthly bookkeeping and reconciliation of books.\n\n1. Populate Financial Planning Spreadsheet (Project Lead)\n\nIf this is the first time the client is being invoiced:\n\nConfirm with the client which currency they will be invoiced in, and in what country their financial institution is based.\nWork with the Finance WG to set up the right invoice template and cost centres.\n\n\nGo to the Customer Invoices sheet of the Financial Planning spreadsheet and fill in the details for the invoice:\n\nCompleted by Lead: Copy the value from the Service Period cell at the top of the sheet (last day of the month), do not enter the current date.\nService Date: The end date of the provided service. If a client is billed monthly, this would list the last day of the billed month.\nDescription\nQty\nRate ()\nSales Tax\n\n\nNotify the Finance WG that the invoice data is ready.\n\n\nAccess to the Financial Planning spreadsheet is controlled by the Finance WG.\n\n2. Send Invoice in QuickBooks Online (Finance WG)\nBookkeper + Hypha process\n\nNotify the bookkeeper that invoices are ready to submit.\nReview the QuickBooks invoice after the bookkeeper sets is up.\nSend the invoice to the client.\n\nHypha-only process\nGo to Quickbooks Online.\nIf the client has not been set up:\n\nOpen the Customers & leads menu and select Customers.\nClick New customer.\nEnter the client details and click Save.\n\nIf the project has not been set up:\n\nOpen the Projects menu.\nClick New project.\nEnter the project details, including the correct client, and click Save.\n\nTo create an invoice:\n\nOpen the Sales menu and select Invoices.\nClick Create invoice\nSelect the Project from the dropdown menu. QuickBooks will autofill all the client information.\nSelect the Location from the dropdown menu that matches the one in the Financial Planning spreadsheet.\nCopy and paste all the line items from the Financial Planning spreadsheet:\nService Date\nDescription\nQty\nRate\nSales Tax\nLeave the Class column blank\n\n\nAt the bottom of the page, click Customize to select the invoice template listed in the Financial Planning spreadsheet.\nIf a new template is required or the payment information needs to be changed:\nSelect the Content tab, click on the bottom section of the template preview to reveal the Add payment details and footer section.\nEnter the applicable payment information, you can look at a previous invoices for examples.\nReview the invoice preview, then click Done.\n\n\n\n\nClick Preview and review the information. The calculated total must match the one from the Financial Planning spreadsheet.\nIf this is the first time the client is being invoiced, the invoice must be reviewed by the project lead before it is sent out.\n\n\nClick Save and Send to send the invoice to the client.\n\n3. Accounts Receivable on client invoices (Operations Coordinator)\nBefore sending new ones, review invoices from the previous month(s) in Quickbooks, and send reminders on any items that are overdue.\nEnsure each client has paid their invoices each month, and these payments have been matched and applied to invoices in Quickbooks (QB). Most of these come through Wise, or by cheque and direct deposit to our Desjardins account. Refresh feeds in QB to ensure the most up-to-date transactions are available. Invoices are Net 15, and are due roughly mid-month depending on when they were sent out\nMonthly bookkeeping hand-off (Finance WG)\nMonthly checklist for hand-off to bookkeeper\n\nAccounts Receivable - Match previous month's payments to the client invoices in QB, and send out reminders on any overdue invoices.\nMake sure all of the receipts have been forwarded to QuickBooks, including contractor invoices\nLogin and download invoice from the Amanah account\n\n\nDesjardins: Login to the account and download the bank statement and Visa statement. Add to the Desjardins folders in Drive.\nWagepoint: Login into the account and download Payroll Register and Posting Journal documents. Add to the Payroll Information folder in Drive. There is usually an email notification from Wagepoint when these documents are available by the 9th or 10th of the month.\nEnsure that all of the bank feeds in QB have been refreshed and are up to date.\nNotify the bookkeeper when everything is ready for them to do the monthly bookkeeping\nThe bookkeeper sends a follow up email with their reports when they have completed the bookkeeping for the month.\n\nPrepare spreadsheet for next cycle (Finance WG)\nAfter all the invoices for the current service period have been processed, the Finance WG must create a snapshot of the Financial Planning spreadsheet and place it in the Financial Planning Snapshots folder.\n\nIf there are any invoices that have not been populated completely, check with the Project Lead to see if they still want to submit an invoice.\nClick \"Make a Copy\".\nEnter - Financial Planning in the Name field.\nSelect the Financial Planning Snapshots folder.\nCheck the following boxes:\nShare it with the same people\nCopy comments\nInclude resolve comments\n\n\nClick \"Make a Copy\".\nClose the newly created file.\nBack in the Financial Planning spreadsheet, set the \"Service Period\" cell to the next month.\n\n"},"Finance/paying-invoices.html":{"url":"Finance/paying-invoices.html","title":"Paying Invoices","keywords":"","body":"Paying Invoices\nNew contractors\nPrior to paying the first invoice for a contractor:\n\nIf there was no notice of a new contractor/invoice to be paid, confirm invoice with project lead.\nConfirm what currency the invoice is in. If not in CAD make sure it is identified somewhere on the invoice.\nConfirm with contractor and project lead in what currency they would be paid in (CAD, USD, EUR, or GBP).\nCollect banking details from contractor and enter them into Wise.\nAfter entering the banking information, provide screenshot to contractor to confirm.\n\nPaying an Invoice through Wise\nThe contractor must be set up as a Recipient before following the steps below.\n\nGo to Wise.\nSelect the Account based on the currency listed in the invoice.\nClick Send.\nEnter the total amount listed in the invoice and click Continue.\nEnter the name of the recipient in the search bar and click the matching entry.\nReview the details of the transfer.\nEnter the invoice number and click Confirm and send.\nClick Track your transfer in the next page.\nClick Share with recipient, and then Copy link.\nConfirm the link works and send it to the contractor to confirm the invoice has been paid (reply-all to their invoice, and cc finance@ if it isn't in the recipients list).\nForward the invoice email to the QuickBooks address, or upload it through QuickBooks Online.\n\n"},"Finance/payroll.html":{"url":"Finance/payroll.html","title":"Payroll","keywords":"","body":"Payroll\nThis guide describes how to to set up a payroll run for the pay period. The process is as follows:\n\nVerify the Employee Payroll sheet.\nCollect the Long Term Disability (LTD) deductions.\nVerify benefit deductions via Wagepoint.\nSubmit payroll via Wagepoint.\n\nWe use Wagepoint to run payroll. If this is the first time you use Wagepoint, watch this introductory video: Running your first payroll with Wagepoint - Canada video.\n1. Confirm Wages\nYou should have a completed Employee Payroll sheet for the pay period ready, which indicates the wage information for each employee, as well as reimbursements.\n2. Collect LTD Deductions\n\nLog into the Co-operators portal using the Plan Sponsor credentials found in BitWarden.\nGo to the Account Information menu\nClick 'View Bills`\nClick View for the bill for the relevant time period (usually the second from the top at the time of running payroll)\nSelect Billing Statement and click View. A PDF version of the bill will open.\nFor each employee, add the values from the CURRENT PERIOD DETAIL LIST and PRIOR PERIOD ADJUSTMENTS DETAIL LIST:\nPremium column, Employee subcolumn\nTotal Amount Due for Member row\n\n\n\n\nAdjustments are optional and typically there will not be any.\n\n3. Verify Deductions in Wagepoint\n\nLog into Wagepoint as a user with admin privileges.\nClick the EMPLOYEES tab.\nClick on an employee's name.\nClick DEDUCTIONS.\nThe Long-term disability premium deduction must match the value calculated using the benefits plan billing statement.\nRepeat steps 3-5 for all employees.\n\n4. Submit Payroll in Wagepoint\n\nThe payroll is not submitted until the last step of this procedure, and you must click SAVE/NEXT during each step to preserve the \"draft\" progress.\nYou can review past payrolls under the REPORTS tab.\n\n\nLog into Wagepoint as a user with admin privileges.\nClick the PAYROLL tab.\nPaygroup: Click NEXT (we only have one monthly paygroup).\nPaydates: During the current pay cycle, we settle amounts owed up to the end of the previous month.\n4.1. Set the pay cycle to cover the previous month (e.g., First day of pay cycle: Feb 1, Last day of pay cycle: Feb 28).\n4.2. Set the Pay Date to be the 15th of the current month (e.g., March 15) or the last working day prior if the 15th happens to land on a weekend or holiday (e.g., March 13).\n4.3 Make sure Off Cycle is set to No.\n4.3. Click NEXT.\n\n\nHours: Click SAVE/NEXT to skip this step (we do not use the Hourly pay type).\nSalary: Copy and paste all the entries from the Employee Payroll sheet for the current pay cycle for each employee. Ensure that the hours and pay line up, these are the basis for ensuring legal minimum wage:\n6.1. HOURS: Copy the value from the Hours spreadsheet column.\n6.2. CURRENT PAY: Copy the value from the Regular / Current Pay spreadsheet column.\n6.3 PUBLIC HOLIDAY PAY and VACATION HRS must be set to 0.00.\n6.4 In the PAY? column, select YES for any Employee who will be paid in this payroll.\nFollow 6.1-6.4 for each employee.\n6.6 Click SAVE/NEXT.\n\n\nProcess: Click VIEW ALL to verify each Employee's amount, and that we have sufficient funds in our bank account to pay the invoice total. Click APPROVE PAYROLL.\nConfirm: Confirm the payroll run for this pay period. Payroll will be queued for processing and deposits to Employee accounts will happen on the Pay Date.\nThree working days ahead of the Pay Date, Wagepoint will withdraw funds from our bank account.\n After we receive a notification from Wagepoint that payroll reports are ready, we must upload the following documents for our bookkeeper to update Quickbooks (all of these are available under the REPORTS tab in Wagepoint):\nCopy the Payroll Register and Posting Journal to π Finance > Payroll > Payroll Information. \nSend the Payroll Invoice to the QuickBooks receipt address.\n\n\n\n"},"Finance/reporting-hst.html":{"url":"Finance/reporting-hst.html","title":"Reporting HST","keywords":"","body":"Reporting HST\nHypha reports HST to the Government of Canada quarterly. Deadlines for submitting HST to the CRA is at the end of the following month after the end of each quarter is completed. This means end of April, July, October and January. The process has three parts. Preparing the HST (this is done by the bookkeeper), filing the HST with CRA and if required payment of the amount owed.\nPreparing HST\nThe bookkeeper will prepare the HST reporting shortly after each quarter is over. They will send an e-mail to the Finance WG that looks like this:\nPlease file and pay the HST as per following lines:\n\nLine 101 : 10,000.00\nLine 105: 2,000.00\nLine 108: 1,000.00\n\n109-NET TAX 1000-will be automatically calculated\n115- Amount Owing 1000- will be automatically calculated\nThis will trigger Finance to take action.\nFiling HST\nTo Filing the HST you will need to access the CRA's GST/HST NETFILE website. The website and all relative identifying information can be found in BitWarden.\n\nVisit the GST/HST NETFILE website\nPress the Ready to file button\nPress the Continue button at the bottom of the page\nEnter the Business Number from BitWarden. Note the number does not include spaces. Note that on the site the number is broken into two fields seperated at RT\nEnter the Access Code from BitWarden's password field\nEnter the first day and last day of the quarter you are reporting for\nConfirm no checkboxes need to be checked (as of September 2021, no checkboxes are required to be checked)\nPress Next\nEnter line 101, 105 and 108 from the bookkeeper's email. Make sure you do not have any leading or trailing spaces and only one decimal place\nClick Next\nReview summary, and check line 109 and 114 or 115 for matching values from the bookkeeper's email\nCheck Yes regarding payment (if applicable)\nCheck the box under Certification\nClick Submit\nClick Save as PDF at the bottom of the page\nRename file in correct format with today's date and last day of quarter yyyy-mm-dd-hst-ending-20xx-xx-xx-netfile.pdf`\nUpload file to Google Drive until -Backoffice/Finance/HST\n\nPayment of HST\nIf payment is required for HST, you will need to coordinate with another member that has signing authority at the bank. The payment must be confirmed by the 2nd person within 48 hours.\n\nLogin to Desjardins\nSelect the Payments button on the right, a pulldown menu will appear\nSelect Government remittances - Can-Act\nSelect Confirm on the popup\nSelect Federal - GST/HST\nSelect Pay at the top bar\nEnter last day of the quarter as Period Ending\nEnter amount from Line 115 as Amount owing\nConfirm right amount displays in Total payment field\nSelect Next\nConfirm values are correct\nSelect Submit\nConfirm message The transaction is now in Pending Approval status and requires 1 approver(s). Displays at the top\nClick Done\n\n"},"Finance/expense-reimbursement.html":{"url":"Finance/expense-reimbursement.html","title":"Expense Reimbursement","keywords":"","body":"Expense Reimbursement\nEmployees should submit eligible expenses in the same quarter they are incurred.\nThe Finance WG reviews submitted expenses before each pay period, and pays out reimbursement amounts on the next pay day.\nSubmitting an expense\n\nUpload the expense receipt to Employee Expense Receipts with file name xx-YYYY-MM-DD-title.ext where xx is the initials of the member, title describes the expense, and ext is the file extension, then make note of the URL.\n\nOpen the Employee Expenses sheet and fill in a new row according to instructions in the sheet.\n\nDate of Expense: [date on your receipt]\nEmployee: [employee to reimburse]\nDescription of Expense: [short description of what the expense is for]\nTotal Amount: [total receipt amount, including HST]\nHST Amount: [total HST on the receipt] \nCurrency: [currency of the receipt] (default to CAD)\nExchange Rate: [currency exchange rate to CAD] (default to 1.000 for CAD, you can use the rate on your credit card statement or Bank of Canada rate on the receipt date)\nReceipt Link: [link to uploaded receipt]\n\n\nThat's it.\n Once finance approves the expense it will show up beside your name on the Employee Payroll sheet and you will be reimbursed in that pay period.\n The amount will not appear on your tax forms.\n\n\nApproving an expense for reimbursement\nFor the Finance WG to approve an expense:\n\nVerify all expenses that do not have a Pay Period of Reimbursement selected.\n\nSelect a Cost Center / Project and Pay Period of Reimbursement.\n\nVerify that the Total Amount (CAD) is added to the Reimbursement Summary sheet to the correct Pay Period of Reimbursement and Employee.\n\nVerify that the amount shows up correctly on the Expense Reimbursement column on Employee Payroll of the applicable pay period, so it gets entered into Wagepoint on the next payroll run.\n\nAfter reimbursements are paid out through Wagepoint, our bookkeeper will file the the amounts into expense accounts in Quickbooks Online based on the Posting Journals and Employee Expenses sheet.\n\n\n"},"Finance/add-employee.html":{"url":"Finance/add-employee.html","title":"Add an Employee","keywords":"","body":"Add a New Employee\nFollow this guide to add a new employee in Wagepoint.\n\nLog into Wagepoint as a user with admin privileges.\nClick the EMPLOYEES tab and then the ADD NEW EMPLOYEE button at the bottom right corner.\nAdd stub details for new employee.\n Since we calculate wages per pay period outside of Wagepoint, set:\nPay Type: Yearly\nPay Rate: 0\n\n\nReturn to the EMPLOYEES tab and click the Employee's name.\nYou should now be on their profile, specifically THE PERSON tab, which you can fill out with info from our employee records.\nMake sure to use a personal email, not the @hypha email so that the employee gets tax-related emails even after they leave Hypha.\nFill out everything you can, but leave External ID blank.\n\n\nIn the THE JOB tab, set up the Employee with the salaried method:\nPay Type: Yearly\nAnnual Salary: $0.00\nExpected Hour per Week: 0.00\nJob Title: No title\nDepartment: Salary\nVacation will: not be applicable\n\n\nIn the TAX INFO tab, set up the Employee's tax info based on the TD1 and TD1-ON forms they submitted.\nIn the DIRECT DEPOSIT tab, set up the bank account for direct deposit based on account information or a void cheque they submitted.\nReturn to the \"Employee\" tab listing, and use the \"mail\" icon to send an invite to the Employee to Wagepoint.\n\n"},"Finance/glossary.html":{"url":"Finance/glossary.html","title":"Glossary","keywords":"","body":"Finance Glossary\nAccounts Payable (AP)\nA company's short-term obligations to pay for goods and services it has received but has not yet paid for. It reflects the amount of money tht a Hypha owes to its suppliers, vendors, and creditors.\nAccounts Receivable (AR)\nThe amount of money owed to a business by its customers or clients for goods sold or services provided on credit.\n\nTogther with recoverable cash, this is what is owed to Hypha\n\nAssets\nAll the resources and items of value that the company owns. These include:\n\nCash\nCryptocurrency\nAccounts receivable and recoverable money\nPrepaid expenses\nCapital assets\n\nCapital Assets\n\nAlso known as \"fixed assets\" or \"long-term assets\", they are expected to provide benefits over an extended period of time, typically exceeding one year.\nThey are not intended for resale in the normal course of business.\nThey depreciate over time.\nExample: our servers at the data centre.\n\nCash\nMoney we hold in the bank.\nCryptocurrency\nCryptocurrency tokens we hold in our wallets.\nDeferred income\n\nAlso known as \"deferred revenue\" or \"unearned revenue\", this is income that a company has received but has not yet earned.\nConsidered a liability on the balance sheet until the company fulfills its obligation by delivering the products or services.\n\nDirect Costs\nAlso known as variable as \"variable costs\" or \"prime costs\", these are expenses that can be specifically and directly attributed to the production of a particular product, the delivery of a particular service, or a specific project.\nExpenditures\nMoney that a company spends or pays out in order to cover various costs, expenses, or investments. Expenditures can encompass a wide range of financial transactions and can be categorized into different types based on their purpose. \nGross Profit\nThe profit a company earns after deducting the cost of goods sold (COGS) from its total revenue. It's a fundamental measure of a company's profitability, focusing specifically on the profitability of the company's core operations.\nLiabilities\nDebts, obligations, or financial responsibilities that Hypha owes to another party. They represent claims against a company's assets and are typically categorized on a company's balance sheet.\n\nWhat Hypha owes\n\nLiquidity\nHow much money we have access to right now to pay expenses. This includes access to money we hold, but may not belong to us (e.g. credit cards).\nNet Assets\nThe amount of money Hypha holds in its Members, Reserve, and Treasury funds.\nPrepaid Expenses\nSomething that has been paid in advance: we either get the goods, services, or our money back.\nRecoverable Cash\nMoney we paid that we will get back (e.g., HST).\n\nTogether with AR, this is what is owed to Hypha\n\nRevenue\nThe total income generated by a Hypha from its primary activities, such as the sale of goods, provision of services, or other sources of income.\n\nHow much Hypha billed\n\nStatement of Financial Position\n\nAlso known as a \"balance sheet\", it's the snapshot of a company's financial positon at a specific point in time.\nIt helps stakeholders assess the company's financial health and its ability to meet its financial obligations\n\nWages Payable\nHow much the company owes to its employees for work they have performed but has not yet been paid.\n"},"Infrastructure/areas-of-responsibility.html":{"url":"Infrastructure/areas-of-responsibility.html","title":"Areas of Responsibility","keywords":"","body":"Infrastructure Working Group\nAreas of Responsibility\nOngoing\n\nMonitor infrastructure\n\nAs needed\n\nOnboard/Offboarding\nSet up accounts on our Software-as-a-Service tools\nManage privileges\nProvisioning hardware / Virtual Machines\nSupport projects requiring Hypha infra resources\n\n"},"Infrastructure/calendar.html":{"url":"Infrastructure/calendar.html","title":"Calendar","keywords":"","body":"Calendar\nDepending on your e-mail client, Calendar may automaticaly be added when setting up your e-mail address with google. \nIf you need to add your e-mail manually some links that may help.\n\nGeneral - https://support.google.com/calendar/answer/37648?hl=en\nOutlook - https://support.microsoft.com/en-us/office/see-your-google-calendar-in-outlook-c1dab514-0ad4-4811-824a-7d02c5e77126\n\n"},"Infrastructure/email.html":{"url":"Infrastructure/email.html","title":"Email","keywords":"","body":"Email\nCreating new inboxes (Administrators)\nWhat you'll need:\n\nAdmin access Google Admin\nThe following user info (from https://link.hypha.coop/employees):\npreferred email handle e.g., handle@hypha.coop (under \"@hypha.coop\" column)\npreferred public name (under \"Public Name\")\nemail they'd like @hypha.coop forwarded to (under \"Primary Email\")\nSignal-friendly phone number (under \"Signal Phone\" or \"Phone\")\n\n\n\nNote: Consider creating a new GitHub issue in hyphacoop/organizing to track email onboarding.\n\nSign into Google Admin: https://admin.google.com \n View Screenshot π\n \n \nClick \"+Add a user\" from the User's section on the Home screen. \n View Screenshot π\n \n \nFill out the following fields, noting the password:\n\nFirst Name, Last Name: [use preferred public name]\nNote: Last name is mandatory. This will be the default name that will show up in e-mail. User if no last name is specified.\nPrimary email: [use @hypha.coop prefix]\nDomain: hypha.coop (or if required alternative primay email address)\nView Screenshot π\n\n\n\n\n\nSend invite to alternative email address \nOR\nReveal password and from your own @hypha.coop email, send a welcome email, like this template:\n\nHi XXXX --\nYay! Your Hypha email's set up and forwarding to your personal inbox. People can start emailing you at this address immediately, without any extra effort on your part.\nYour new email (and login): XXX@hypha.coopYour password: \nThe next steps will depend on how you like to handle email:\n\nIf you'd like to use it from our hosted webmail interface...\nIf you'd like to use it from another email client...\n\nOnce you're set up, let us know by sending a test email to infra@hypha.coop, ideally with a short emoji-only story. (Keypad mashes a-ok!) We'll send a friendly poke in a week if we haven't heard back.\nQuestions? Feedback? Reach out via infra@hypha.coop or #hyphacoop-infra:tomesh.net for chat.\nIn Solidarity,xxxxx\n\n\n\nUsing your new inbox (Users)\nAccessing your inbox can be done via the gmail webmail interface or by using the an email client.\nWhat you'll need:\n\nYour new email address\nYour password (sent to you by admin on initial setup)\n\nUsing the webmail interface\n\nVisit our email server: https://link.hypha.coop/email\nLogin using your hypha email and password:\nOnce logged in you can read your emails and configure your user settings.\n\nUsing your existing email client\nPlease see instructions at https://support.google.com/a/answer/9003945?hl=en\n"},"Infrastructure/virtual-machines.html":{"url":"Infrastructure/virtual-machines.html","title":"Virtual Machines","keywords":"","body":"Infrastructure - Virtual Machines\nWe use Proxmox to run our VMs. To access the management interface you need to SSH tunnel to kvm1.hypha.coop on port 34634 or connect over the VPN.\nProxmox\nProxmox is the hypervisor that all the virtual machines run on. There are two ways of accessing the Proxmox servers management interface. An inventory of machines running on this server can be found in the inventory-private repo.\n\nSSH tunnel\n\nTunnel the web interface over SSH with ssh root@kvm1.hypha.coop -p 34634 -L 8006:127.0.0.1:8006\nAccess the panel using https://127.0.0.1:8006\nThe username is root and enter the password in our shared password manager Bitwarden.\n\n\nVPN (Recommended)\n\nConnect to OpenVPN (If you do not already have access please ping someone in the infra for the OpenVPN config file.)\nAccess the panel using https://kvm1.hypha.coop:8006\nThe username is root and enter the password in our shared password manager Bitwarden.\n\n\n\nJump server\nTo be able to ssh into the different virtual machines running on the infrastructure, authentication must be done via the jump server. This means you must first login to the jump server with your ssh key, and once there, you can use the keys on the jump server to connect and authenticate to the other virtual machines.\n\nConnecting to staging Ansible1 (Our provisioning and jump server for staging machines)\nBy default all members access to the production environment\n\nYou'll need to ensure that your key has been added. You can do that by making a PR here.\nssh sysadmin@ansible1.hypha.stg -p 8002 -i ~/.ssh/id_rsa (assuming ~/.ssh/id_rsa is your key you use to access Hypha's infra.)\nFrom there you can SSH into the backend systems using their .stg hostnames or directly with their IP address. The passphase for ~/.ssh/id_rsa is here\n\n\nConnecting to production Ansible1 (Our provisioning and jump server for production machines)\nBy default only members that have a need to access have permissions to log in to the production environment\n\nYou'll need to ensure that your key has been added. You can do that by making a PR here.\nssh sysadmin@ansible1.hypha.prod -p 9154 -i ~/.ssh/id_rsa (assuming ~/.ssh/id_rsa is your key you use to access Hypha's infra.)\nFrom there you can SSH into the backend systems using their .prod hostnames or directly with their IP address. The passphase for ~/.ssh/id_rsa is here\n\n\n\nAlternatively, by adding a host profile for each hostname to ~/.ssh/config, ssh will jump through the host and connect you to the target server automatically. Example of a profile that uses the ansible's keys below.\nHost [[hostname]]\n RemoteCommand ssh %n\n HostName ansible1.hypha.prod\n User sysadmin\n Port 9154\n RequestTTY yes\n"},"Infrastructure/voicemail.html":{"url":"Infrastructure/voicemail.html","title":"Voicemail","keywords":"","body":"Voicemail\nAccessing Voicemail\nWe use a VoIP phone line provider with forwarding and voicemail from voip.ms. It helps us:\n\nHave a phone number without tying it to a physical location\nReceive voicemail by email to members@hypha.coop\nReceive text messages (SMS) to common e-mail\n\nTo access voicemail inbox you can either call remotely or through a configured SIP client.\n\nRemotely\nCall the number 4378876936 \nWait for the intro audio to finish followed by a 1 second pause\nWhen the audio resumes press *\nListen and confirm you hear the prompt Extension 3101, password\nEnter our password followed by #: \n\n\n\n\nSIP client: \nDial *98\n\nManaging Voicemail and Phone Forwarding\nTo record or update the voicemail greeting access the voicemail per above and select the following options:\n\n0 - Mailbox Options\n1 - Record your unavailable message\n\n"},"Infrastructure/vpn.html":{"url":"Infrastructure/vpn.html","title":"VPN","keywords":"","body":"VPN\nWe use pfSense to manage OpenVPN users and gain access to internal resources and also provides internet access over a Canadian IP address.\nUsing the VPN\nTo use the VPN you require to have\n\nan installed OpenVPN client on your device\na configuration file that is generated by pfsense. You will receive this from the member that sets up your account.\na username and password. This will be shared with you in Bitwarden.\n\nAdding OpenVPN users on pfSense\n\nTo add OpenVPN users on pfSense:\n\nLog in to pfSense panel by SSH tunneling or over the VPN\nRecommanded to use VPN if you already have an VPN account\nThe pfSense panel can be accessed here\n\n\nGo to System -> User Manager\nClick + Add green button\nEnter the username, it should be ovpn_firstname\nCreate a random strong password example: the output of dd if=/dev/urandom bs=1M count=100 | md5sum\nTick Click to create a user certificate \nCreate Certificate for user\nDiscriptive name: same as username\nCertificate authority: utilities.hypha.coop\nKey length: 4096\nLifetime: 3650\n\n\nClick Save\n\n\nExporting OpenVPN file:\n\nLog in to pfSense panel with instructions above\nGo to VPN -> OpenVPN\nClick on Client Export tab\nSelect Remote Access Server VPN Access UDP4:13313\nLeaving all other settings untouched scroll down to OpenVPN Clients and click Most Clients under Inline Configurations beside the user you want to download.\nSend the OpenVPN file to user over encrypted means such as Signal or encrypted Matrix direct chat.\n\n\nDeleting OpenVPN user on pfSense\n\nGo to System -> User Manager\nDelete the user(s)\nLog in to pfSense panel by SSH tunneling or over the VPN\nGo to System -> Cert. Manager\nClick on Certificate Revocation tab\nClick the βοΈ beside Certificate Revocation\nChoose the ovpn_username you are removing\nChoose Reason and click + Add\n\n\n\n"},"Infrastructure/offboarding.html":{"url":"Infrastructure/offboarding.html","title":"Offboarding","keywords":"","body":"Offboarding\nFollow the steps below to offboard an inactive or departing member, employee or contractor. Use the offboarding checklist to track your work.\nGoogle Account\nThese actions require the Super Admin permissions.\nExport user data\nLogin to Google Admin\n\nIn the Directory/Users page click on the user being offboarded\nClick on Security and reset their password (keep the new password as you will need it again to download when the export is ready in a few days) \nOn the same page, turn off Login challenge for 10 minutes\nIn Incognito mode, login as the user by visiting the Google takeout page\nInitiate take out\nWait till export is complete (1-2 days)\nLog in to Google takeout download page\nSave exported file(s) when completed\nRename to email@hypha.coop-takeout-...\nUpload to the Former employee export folder in our Privileged Google driveDelete the user\nLog back into Google Admin\nIn the Directory/Users page click on the user being offboarded\nClick on Delete\nMove Drive and Brand Accounts to another @hypha.coop user (ask in Matrix who the new owner of the deleted account should be)\nClick Delete\nOpen the Operations group under Groups settings\nClick on Group information\nAdd an alias for the deleted employee\nRemove the email from the emails document\n\nSignal\nAn admin user of the hyphacoop (Emergency Channel) room needs to remove the employee being offborded.\n\nOpen the Signal app and open the room\nOpen the room setting\nClick on the user being removed\nClick on Remove from group\n\nMatrix\nRoom admins for the relevant channels need to perform these actions.\nRemoving users from non-public rooms:\n\nIn the room user list click on the user being offborded\nIn the user settings click on Remove from room\nEnter a optional reason\nClick Remove from room button\n\nIf the user you are trying to remove have a power level of 100 and is on the @tomesh.net homeserver tell server admins (@asotnetworks or @YurkoWasHere) to help remove the user.\nGitHub\nA user in the Owner group is needed to remove users.\n\nLogin to GitHub and go to https://github.com/orgs/hyphacoop/people\nClick on the βοΈ button beside the user you want to remove\nClick on Remove from organization...\n\nSlack\nOpen the Slack web app and remove the user from the Hypha workspace.\nBitwarden\nThese action needs the admin admin user privileges.\n\nLogin to Bitwarden\nClick on Organizations on the top menu\nClick on the Manage tab\nSelect the user you want to remove\nClick on the βοΈ button between the Search and Invite user button\nAnd click on Remove\n\n"},"Infrastructure/ssh-keys.html":{"url":"Infrastructure/ssh-keys.html","title":"SSH Keys","keywords":"","body":"SSH Keys\nTo add your SSH public key to the ansible server, you need to create a pull request against the configuration GitHub repo. Once merged, someone from who already has access to the ansible server must re-run the ansible server script to update the changes.\n"},"Infrastructure/guides-infrastructure-initial-setup.html":{"url":"Infrastructure/guides-infrastructure-initial-setup.html","title":"Infrastructure (initial setup)","keywords":"","body":"Contents\n\nProxmox\nCreating Cloud-init templates\n\n\n\nProxmox\nPreparing Proxmox\nFollowing changes need to be made after a stock install of Proxmox.\nConfigure local storage\nThe local storage module needs to be updated to accept storage of Disk Image. This can be done from the Proxmox UI.\n\nClick Datacenter\nClick Storage\nDouble click on local\nIn the Content drop down select Disk Image\nClick OK\n\nCreating Cloud-init templates\nCloud-init templates are used for easy deployment of VMs. Cloud-init allows auto configuration such as auto resize filesystem, network settings, default username and its SSH keys.\nThis only needs to be done once per distro.\nThese tasks need to be done over SSH tunnel or over the VPN\n\nDebian 10wget https://cdimage.debian.org/cdimage/openstack/10.11.0/debian-10.11.0-openstack-amd64.qcow2 -O debian-10.qcow2\nqm create 9000 --memory 1024 --net0 virtio,bridge=vmbr2 --name cloud-init-debian-10\nqm importdisk 9000 debian-10.qcow2 local --format qcow2\nqm set 9000 --scsihw virtio-scsi-pci --virtio0 local:9000/vm-9000-disk-0.qcow2\nqm set 9000 --cpu host\nqm set 9000 --ide2 local:cloudinit\nqm set 9000 --boot c --bootdisk virtio0\nqm set 9000 --serial0 socket --vga serial0\nqm set 9000 --vga std\nqm set 9000 --ostype l26\nWe need to modify the stock image to include resolvconf to update resolv.conf from Cloud-init\nWe will do this by mapping the qcow2 disk image to a nbd device, mounting it, and making the modifications in a chroot environment\n\n modprobe nbd max_part=8\n qemu-nbd --connect=/dev/nbd0 /var/lib/vz/images/9000/vm-9000-disk-0.qcow2\n mkdir tmp\n mount mount /dev/nbd0p1 tmp\n cd tmp\n chroot .\n echo \"nameserver 1.1.1.1\" > /etc/resolv.conf\n apt update\n apt install resolvconf\n exit\n cd ..\n umount tmp\n rm -rf tmp\n qemu-nbd --disconnect /dev/nbd0\n sleep 5\n rmmod nbd\n Now we can convert to template.\n qm template 9000\n\nUbuntu 16.04\nwget https://cloud-images.ubuntu.com/xenial/current/xenial-server-cloudimg-amd64-disk1.img\nqm create 9001 --memory 1024 --net0 virtio,bridge=vmbr2 --name cloud-init-ubuntu-16.04\nqm importdisk 9001 xenial-server-cloudimg-amd64-disk1.img local --format qcow2\nqm set 9001 --scsihw virtio-scsi-pci --virtio0 local:9001/vm-9001-disk-0.qcow2\nqm set 9001 --cpu host\nqm set 9001 --ide2 local:cloudinit\nqm set 9001 --boot c --bootdisk virtio0\nqm set 9001 --serial0 socket --vga serial0\nqm set 9001 --vga std\nqm set 9001 --ostype l26\nqm template 9001\n\nUbuntu 20.04\nwget https://cloud-images.ubuntu.com/focal/current/focal-server-cloudimg-amd64-disk-kvm.img\nqm create 9002 --memory 1024 --net0 virtio,bridge=vmbr2 --name cloud-init-ubuntu-20.04\nqm importdisk 9002 focal-server-cloudimg-amd64-disk-kvm.img local --format qcow2\nqm set 9002 --scsihw virtio-scsi-pci --virtio0 local:9002/vm-9002-disk-0.qcow2\nqm set 9002 --cpu host\nqm set 9002 --ide2 local:cloudinit\nqm set 9002 --boot c --bootdisk virtio0\nqm set 9002 --serial0 socket --vga serial0\nqm set 9002 --vga std\nqm set 9002 --ostype l26\nqm template 9002\n\n\n"},"Infrastructure/guides-infrastructure-advanced.html":{"url":"Infrastructure/guides-infrastructure-advanced.html","title":"Infrastructure (advanced)","keywords":"","body":"Contents\n\nProxmox\nOVH Hosting\nSetting up OVH backup space\n\n\nBackup and Restore\nProxmox VMs\nFreeNAS Dynamic Content\n\n\nAnsible\nSecurity\n\nProxmox\nManaging Virtual Machines with Proxmox\nMost of our VMs are provisioned with Ansible but sometimes we need to create VMs manually for testing or without automation.\nProcess of creating and deleting VM videos can accessed in our shared drive\nTo create VMs manually follow these steps (the steps below will need to be done over VPN):\nSelect a VM ID, IP address, and DNS name\n\nFor the VM you want to create, decide which is the primary category by looking at this table of VM ID categories. Then choose a new VM ID for your VM by incrementing the last VM ID in that category. You can look at this table for current VM ID usage. \n\nFill out interface(s) IP allocations\n\nMake a name for internal DNS if needed example service.hypha.prod in Internal DNS table\n\n\nReserve DNS name using pfSense\n\nLog in to pfSense web dashboard here. Username admin, password is in Bitwarden \nAdd DNS hostname to pfSense's DNS resolver Host Overrides under Services->DNS Resolver here\nWith the example service.hypha.prod Host will be service Parent domain of host will be hypha.prod IP to return for host will be the LAN IPv4 and or IPv6. If dualstack use , for comma-separated addresses 10.0.1.9,2001:470:b1f3:1::9\n\nCreate a VM using Proxmox\n\nTo create the VM go login to KVM1 Proxmox host here using username root with the password in Bitwarden\nSelect a template to clone in the Datacenter sidebar under 9XXX\nClick on More on the top right corner and select Clone\nVMID is the VMID you noted above\nMode must be Full Clone \nChoose Target Storage depending where you want the VM to be running from.\nlocal: SSD\nlocal-hdds: Spinning drives\n\n\nName should be the public FQDN or *.hypha.prod/stg domain for local access only VMs. \nFormat should be qcow2 (default)\nPress clone, once finished we can set hardware \nSelect the VM ID in the Datacenter sidebar and click on Hardware\nModify the memory, number of processors and increase diskspace as needed.\nRecommended numbers\nmemory: 1024MB\nCPU: 1 socket, 2 cores\nHDD space: 20GB\n\n\n\n\nMake sure the Network Device is set to the right bridge ex. vmbr2\nIn the VM sidebar click on Cloud-init and enter the following fields\nUser: sysadmin (unless otherwise specified)\nPassword: leave as none\nDNS domain hypha.coop or hypha.prod depending on internal or not\nDNS servers 1.1.1.1,1.0.0.1\nSSH public key ssh-rsa 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 sysadmin@ansible1\nIP Config (net0) or more if other interfaces exists on the VM we are using 10.0.1.9 and 2001:470:b1f3:1::9 on vmbr2 for the below example\nIPv4\nIPv4: Static\nIPv4/CIDR: 10.0.1.9/24\nGateway (IPv4): 10.0.1.1\n\n\nIPv6\nIpv6: Static\nIPv6/CIDR: 2001:470:b1f3:1::9/64\nGateway (IPv6): 2001:470:b1f3:1::1\n\n\n\n\n\n\nIf you want the VM to boot up when the host machine restarts go to the VM Options sidebar and doubleclick on Start at boot and check the checkbox\nNow we can start the VM and SSH to it using Ansible VM once it is booted up.\n\nOVH Hosting\nWe host our virtual machines on a dedicated server rented from OVH in Beauharnois. The anniversary date is May 22.\nDedicated server specs as follows\n\nProcessor: Intel Xeon E5-1650v4\nRAM: 64GB ECC 2133MHz\nPrimary disk: 2x450 GB SSD NVMe (Raid 1)\nSecondary disk: 2x2TB GB HDD (Raid 1)\n\nSetting up OVH backup space\nOnce the server is first ordered Backup storage needs to be enabled from the OVH panel and then we configure Proxmox to auto mount at boot.\nEnabling the backup space\n\nLog onto OVH panel using password stored in our BitWarden\nGo to the tab of the server in the side panel\nClick on Backup storage\nThen enable the storage space with Samba access\n\nSetting up encrypted backup space on Proxmox\nThis encrypted mount is used to do block-level backups of all virtual machines on ProxMox.\nOn the OVH backup storage panel note down Name and ID as we need to add it to fstab to auto mount.\n\nAdd a mount to /etc/fstab ///ID /media/ovh-backup/ cifs vers=1.0,sec=ntlm,uid=root,gid=100,dir_mode=0700,username=root,password= 0 0\nInstall gocryptfs apt install gocryptfs\nMake backup directory mkdir /media/ovh-backup/kvm1.hypha.coop\nInit the directory gocryptfs -init /media/ovh-backup/kvm1.hypha.coop/\n\nMake a strong password! Write down the master key and store it safely inside our Bitwarden!\nYour master key is:\n\n xxxxxxxx-xxxxxxxx-xxxxxxxx-xxxxxxxx-\n xxxxxxxx-xxxxxxxx-xxxxxxxx-xxxxxxxx\n\nIf the gocryptfs.conf file becomes corrupted or you ever forget your password,\nthere is only one hope for recovery: The master key. Print it to a piece of\npaper and store it in a drawer. This message is only printed once.\n\nThe gocryptfs filesystem has been created successfully.\n\nMount the directory\n\nmkdir /mnt/pve/ovh-backup-gocryptfs\nchattr +i /mnt/pve/ovh-backup-gocryptfs\ngocryptfs /media/ovh-backup/kvm1.hypha.coop /mnt/pve/ovh-backup-gocryptfs/\n\n\nAdd storage in Proxmox UI go to:\n\nDatacenter -> Storage\nID: ovh-backup-gocryptfs\nDirectory: /mnt/pve/ovh-backup-gocryptfs/\nContent: VZDump backup file\nNodes: kvm1\nEnable: :white_check_mark:\nShared: :white_large_square:\nMax Backups: 7\n\n\nAuto mount at boot\n\nStore the password to /etc/gocryptfs/key and chmod 600 /etc/gocryptfs/key\nAdd this line to fstab gocryptfs#/media/ovh-backup/kvm1.hypha.coop /mnt/pve/ovh-backup-gocryptfs/ fuse allow_other,quiet,passfile=/etc/gocryptfs/key 0 0\n\n\n\nBackup and Restore\nProxmox VMs\nProxmox is currently setup to backup all virtual machines on the physical host by default. This includes production and staging.\nThe backup occurs daily at 2:00am EST. The virtual machines continue to operate durring this process.\nRestore Proxmox Backup\nMake sure the gocryptfs mount is mounted and configured in ProxMox\n\nLogin to Proxmox Web UI\nScroll down to ovh-backup-gocryptfs on the left panel\nSelect Content on the next panel to the right\nSelect VM to restore on the right\nClick the Restore button at the top\nClick Restore\n\nFreeNAS Dynamic Content\nEvery hour, the content of the FreeNAS datastore holding dynamic content for the vms is backed up to a server in Toronto maintained by @ASoTNetworks.\nTo access the ZFS offsite backup snapshots SSH to offsite-backups.hypha.coop on port 10025 with username sysadmin\nssh sysadmin@offsite-backups.hypha.coop -p 10025\nStaging snapshots are stored in /media/freenas1.hypha.coop-storage/staging/.zfs/snapshot\nProduction snapshots are stored in /media/freenas1.hypha.coop-storage/prod/.zfs/snapshot\nDirectories are named auto-YYYY-MM-DD_HH-mm\nAnsible\nGeneral Notes\nCreate vault for vars\nansible-vault encrypt_string --ask-vault-pass --stdin-name 'api_password'\nRunning playbook with vault\nansible-playbook --ask-vault-pass deploy-nginx-reverse-proxy.yml\nDeploy with staging vars\nansible-playbook -i inventory_staging --ask-vault-pass deploy-nginx-reverse-proxy.yml --extra-vars \"staging_env=true\"\nDeployment\nDeployment occurs through the Ansible Deployment vm ansible1.hypha.coop. The Github repo used is https://github.com/hyphacoop/ansibles.\nDeploying web1 (main reverse proxy)\ncd nginx-reverse-proxy\nansible-playbook --ask-vault-pass deploy-nginx-reverse-proxy.yml\nDeploying bw1 (backend webserver 1)\ncd deploy-hypha-sites\nansible-playbook --ask-vault-pass deploy-server-bw1.yml\nDeploy Mailman (no staging option)\nansible-playbook -i inventory deploy-mailman.yml --ask-vault-pass\nDeploy Loomio (no staging option)\nansible-playbook -i inventory deploy-loomio.yml --ask-vault-pass\nAnsible Deployment Machine\nSetup SSH Agent at login\nAppend following to ~/.bashrc\nSSHAGENT=/usr/bin/ssh-agent\nSSHAGENTARGS=\"-s\"\nif [ -z \"$SSH_AUTH_SOCK\" -a -x \"$SSHAGENT\" ]; then\n eval `$SSHAGENT $SSHAGENTARGS`\n trap \"kill $SSH_AGENT_PID\" 0\nfi\nRun ssh-add then enter SSH key to remember for the session\nSecurity\nAccess:\n\nProduction (only Infrastructure WG by default)\nkvm1.hypha.coop\npfSense\nFreeNAS\nansible1.hypha.coop will be renamed to ansible1.hypha.prod :heavy_check_mark: \n\n\nStaging (all members)\nansible1.staging.hypha.coop will be renamed to ansible1.hypha.stg :heavy_check_mark: \n\n\nA user cannot move to ansible1 from a session at another VM since the sysadmin private key only exists on ansible1\nA user also cannot move from one VM to another for the same reason, and iptables is locked to just allow ansible1 to SSH in\nIn order to gain entry to a particular VM via our internal network, an attacker has to:\nGet our VPN credentials\nGet a hold of a personal SSH private key authorized on ansible1\nGet our shared unlock password\n\n\n[TODO] VMs have only LAN IP addresses by default, and are only assigned public IP addresses on an as-needed basis\nProxMox needs SSH from WAN, otherwise if pfsense VM crashed, we would be locked out and can't access panel\n\nTerms Glossary\nProxmox\nVM hypervisor\npfsense\nFirewall router with VPN access\nFreeNAS\nbackend file storage\nOVH\nDedicated server provider\nOpenVPN\nAn open-source VPN system\n"},"Operations/areas-of-responsibility.html":{"url":"Operations/areas-of-responsibility.html","title":"Areas of responsibility","keywords":"","body":"Operations Working Group\nAreas of Responsibility\nMonthly\n\nAdminister All-Hands Lunch βnβ Learn\nFacilitate social gatherings (monthly/as needed)\n\nYearly\n\nPlan annual retreat\nPlan AGM\nRenew insurance\nReview benefits scheme\nCoordinate LRS reviews\n\nAs needed\n\nService requests for vacation days\nReview contracts\nBook flights and accommodations\nDraft contracts for new staff\nOnboard new staff (information collection, payroll information, etc.)\nOffboard exiting staff\nPublish job postings\nDesign and document internal processes\n\n"},"Operations/inactivating-membership.html":{"url":"Operations/inactivating-membership.html","title":"Inactivating Membership","keywords":"","body":"Inactivating Membership\nWhen members seek to go inactive they should do the following:\n\nSend an email to operations@hypha.coop with notification of the change and the date you wish to become inactive and return (if known).\n\nOperations then will work with Infrastructure to update appropriate permissions and access inline with our Working Open guidelines and offboarding checklist.\n"},"Operations/issue-labels.html":{"url":"Operations/issue-labels.html","title":"Issue Labels","keywords":"","body":"Issue Labels\nWe have specific GitHub repos (known as synced repos throughout this guide) configured to mirror all labels from the root hyphacoop/organizing,\non each change to the root repo's labels.\nThough some of the below steps are more complicated than we'd ideally like,\nthis is because the automation is cautious and won't delete any in-use labels (regardless of open/closed state),\nso nothing destructive will happen.\nTo manage the list of synced repos (e.g., ensuring a new repo starts having labels synced),\nadd a new entry to LABEL_REPO_TARGETS in this configuration file and ensure @hyphacoop-bot has write-access to each synced repo.\nTo create a new label, just add it to the hyphacoop/organizing repo,\nand it will be added to others within a few minutes.\n(Sync events are logged in this issue as new comments for troubleshooting.)\nTo delete an existing label, search for the label you'd like to delete,\nlike so.\nOur automation is cautious, and so will only delete labels from repos where it's NOT in use.\nFor any repos represented in the search results, delete the label from that repo.\nOnce no labelled issues show up, delete the label from hyphacoop/organizing,\nand anything else will be cleaned up. If you leave any issues labelled,\nthe automation will simply do cleanup on its next run.\nAs soon as a label is unused in a repo, the automation will remove it on the next run.\nTo rename an existing label (this one's a bit tricky),\nsearch for the label you'd like to rename,\nlike so.\nIgnore hyphacoop/organizing for now, we'll save it for last.\nFor every other repo where it's used, click the \"repo\" link,\nand visit the label page to manually rename.\nLastly, rename the label in hyphacoop/organizing,\nand it will ensure the label is removed in any repos where it wasn't in-use.\n(Renaming is understood by the automation as a newly created label and a deleted label.)\nTo force a label sync, assuming you're impatient for it to do clean-up of unsued labels,\nslightly change a description or color of a label in hyphacoop/organizing.\n"},"Operations/sensitive-data.html":{"url":"Operations/sensitive-data.html","title":"Sensitive Data","keywords":"","body":"Sensitive Data\nIn general, most members prefer not to use third-party SaaS services, like Google Drive, for storing sensitive information.\nWe store short strings (like SINs or codes) as password entries in Bitwarden. These entries should be shared with both a privileged group that needs access (e.g., Finance WG) and the individual.\nIf we must store sensitive docs (like PDFs) in a shared drive for convenience (e.g., Google Drive),\nwe first encrypt them with a password.\nWe keep this in Bitwarden under the entry Shared Drive: Encrypted Files.\nAll employees can access this password.\nSimpler encryption schemes are preferred, for example, default PDF encryption.\nWe recommend any secured file.pdf be renamed to file.encrypted.pdf for easy discovery.\nAs a last resort for sensitive docs, a member can choose to have the document printed and stored in a folder in the office.\n"},"Operations/signatures.html":{"url":"Operations/signatures.html","title":"Signatures","keywords":"","body":"Signatures\nSigning internal documents\nThe Board of Directors uses PGP signatures to digitally sign resolutions.\nWe recommend using the GnuPG command line, but you can also use the Keybase command line, to sign and verify resolutions.\n\nSigning with GnuPG:\n $ gpg --sign --armor \\\n --output resolution-001.md.github_handle.asc \\\n resolution-001.md\n with Keybase:\n $ keybase pgp sign \\\n --infile resolution-001.md \\\n --outfile resolution-001.md.github_handle.asc\n\nVerifying with GnuPG:\n $ gpg --verify resolution-001.md.github_handle.asc\n with Keybase:\n $ keybase pgp verify \\\n --infile resolution-001.md.github_handle.asc\n\n\nThe text of the signed document is embedded in the signature file, so you can drop any signature file resolution-XXX.md.github_handle.asc into keybase.io/verify to verify a signature.\nFor example, you can try verifying resolution-001.md.benhylau.asc.\nNote: for submitting resolutions to the Government, you will need to use an additional signing process as if resolutions are external documents. Previously this was achieved by using pandoc to build a PDF package with the resolution (without including PGP signatures) and entering that to HelloSign (see organizing/#385 for context).\nSigning external documents\nMembers also use other tools such as HelloSign for signing client-facing documents. \nSee this related GitHub issue for an example of prior usage.\n"},"Operations/shortlinks.html":{"url":"Operations/shortlinks.html","title":"Shortlinks","keywords":"","body":"Shortlinks\nManaging shortlinks\nWe use a custom shortlink service at link.hypha.coop. It helps us:\n\nresolve keywords to URLs from any computer,\nmake commonly used resources quickly and easily accessible,\nsimplify link-sharing in spoken conversations, and\nalign on shorthand keywords for resources.\n\nInstructions on creating and managing shortlinks are available in\nour configuration repo under hyphacoop/shortlinks directory.\nAccessing shortlinks\n\nHint: You can use a URL hash to deep-link into an expanded shortlink.\nExample:Β http://link.hypha.coop/inventory#LinkedIn\n\nShortlinks work on their own in the address bar, but for even easier access on your own\nworkstation, you can add a \"custom search engine\" keyword to your\nbrowser.\nThis allows you to type something like hshortlinks into the\nsearch bar, and get https://link.hypha.coop/shortlinks\nHere's a screencast of how it works on Chrome:\n\nInstructions:\nChrome\n| Firefox (requires extension)\n"},"Operations/templates.html":{"url":"Operations/templates.html","title":"Templates","keywords":"","body":"Templates\nAgreements and Documents\nThese templates are used to conduct core business activities. They are published here for informational purposes only. Agreements and contracts are drafted for Hypha's place of incorporation, namely Ontario, Canada. The templates in their published form have not undergone legal review and Hypha assumes no liability for any damage should you choose to use these templates in full or in part.\nGeneral\n\n\n\nTemplate\nDescription\n\n\n\n\nHypha Letterhead\nTemplate for official letters\n\n\nHypha Document Report\nTemplate for general documents\n\n\n\nMembership\n\n\n\nTemplate\nDescription\n\n\n\n\nMember Acknowledgement\nThe acknowledgement signed by all members (including full and probationary members)\n\n\n\nStaff\n\n\n\nTemplate\nDescription\n\n\n\n\nJob Description\nThe template for job positions we are hiring for\n\n\nEmployee and Contractor Intellectual Property Agreement\nThe intellectual property agreement signed by employees and contractors who are natural persons (not organizations)\n\n\nIndependent Contractor Agreement\nThe agreement signed by all contractors (legal persons including organizations)\n\n\nEmployee Agreement\nThe agreement signed by all employees\n\n\nEmployee Onboard Email π\nThe onboarding email sent to new employees to get them all set up\n\n\n\nClient\n\n\n\nTemplate\nDescription\n\n\n\n\nClient Agreement\nThe default agreement we use for client engagements (although often times the client provides one)\n\n\nStatement of Work\nThe template for a statement of work for a client engagement (sometimes used in place of a Client Agreement)\n\n\n\nTasks\nThese templates are used as GitHub Issue templates, where ongoing tasks are tracked.\n\n\n\nTemplate\nDescription\n\n\n\n\nPublic Task\nCreate a high-level public organizational task\n\n\nInfra Ticket\nCreate a ticket to report bugs or incidents related to our office infrastructure\n\n\nPrivate Task π\nCreate a high-level organizational task\n\n\nOnboarding π\nCreate a task to track onboarding both employees and contractors\n\n\nOffboarding π\nCreate a task to track offboarding a member :(\n\n\nOpportunity π\nCreate a task to track pursuing and landing an opportunity\n\n\nATOM Transfer Request π\nRequest ATOM for project work\n\n\n\nMeetings\nThese templates are used for our meeting notes.\n\n\n\nTemplate\nDescription\n\n\n\n\nAll Hands\nTemplate for our all hands meetings\n\n\nInitiative\nTemplate for our initiative meetings, including projects and working groups\n\n\nBoard Meeting\nTemplate for our meetings of board members\n\n\nAnnual Members Meeting\nTemplate for our annual meetings of all members\n\n\nRetreat\nTemplate for our team retreats\n\n\n\nHandbook\nThese templates are used for sections in this handbook.\n\n\n\nTemplate\nDescription\n\n\n\n\nGuide\nTemplate for Guides\n\n\nRole\nTemplate to add to Roles\n\n\nInitiative\nTemplate to propose a new initiative\n\n\nInitiative Description\nTemplate to add to Initiatives\n\n\n\n"},"Strategy/areas-of-responsibility.html":{"url":"Strategy/areas-of-responsibility.html","title":"Areas of responsibility","keywords":"","body":"Strategy Working Group\nAreas of Responsibility\nMonthly\n\nDripline posts\nComplete the Operations Planning spreadsheet & socialize\n\nQuarterly\n\nDevelop quarterly goals for practice areas\n\nAs needed\n\nWrite job descriptions\nOnboard new hires\nSet up new client projects\nWebsite updates\nHandbook updates\n\n"},"Principle-5/reading-pool.html":{"url":"Principle-5/reading-pool.html","title":"Reading Pool","keywords":"","body":"Reading Pool\nLegend \nπ Audio clips :speaker:π Books :books:π PDF reports or articles :page_facing_up:π¬ Videos :clapper:π Web sites or online resources :globe_with_meridians: \n\n7 International Co-operative Principles:\n\nπ ICA Cooperative identity, values & principles\nπ ICA Guidance Notes to the Co-operative Principles\nπ Willy Street Seven Cooperative Principles\nπ Grassroots Economic Organizing: The Cooperative Principles, the Common Good, and Solidarity\n\nTech Worker Co-ops:\n\nπ A technology freelancer's guide to starting a worker's coop\nπ Soundcloud Podcast: Worker Cooperatives: Widening Spheres of Democracy\nπ Tech Worker Co-op Repo: Incredible list of resources including a db of active tech co-ops worldwide\nπ Vibes Theory of Organization Design - Enspiral\nidentifies lots of tensions while building organizational culture\n\n\nπ Enspiral Handbook\n* Important People Agreement**\nResource Git for Beginners\nRelated Root Systems \"Pod\"\n\n\nπ Lab.coop Reading List\nπ Balancing Performance with Principles in Coops and Mutuals, Report by Ernst and Young\n\nCivics, Tech, Politics:\n\nπ Paul Frazee \"Information Civics\" (Wayback Machine, Github)\nπ Langdon Winner \"Do Artifacts have Politics\"\nπ Diana Nucera \"Two-way Streets: Forging the Paths Towards Participatory Civic Technology\"\nπ Design Justice Principles\nπ From \"Openness\" to Justice\nπ Indigenous Cooperatives in Canada: The Complex Relationship Between Cooperatives, Community Economic Development, Colonization, and Culture\n\nCollaboration, Methodologies:\n\nπ Study Collaboration\nThinking about novel ways of collaborating between us and others\nAlso, neat links towards the bottom\n\n\nπ Patterns for Decentralised Organising\nπ Designing Methodologies 2018, Shannon Mattern\nπ Aspiration Tech Facilication Resources\nπ Beautiful Trouble: A Toolbox for Revolution\nπ adrienne maree brown (2017) Emergent Strategy: Shaping Change, Changing Worlds\nπ Loconomics Cooperative Bylaws\nπ Waag Co-creation Toolkit\nπ El LleialTec: Pla de Sobirania TecnolΓ²gica per l'acciΓ³ comunitΓ ria (Google translated)\n\nNew Economies:\n\nπ Center for Global Justice: Solidarity Economy Directory\nπ The Future of Social Economy Leadership and Organizational Composition in Canada: Demand from Demographics, and Difference through Diversity\n\nCommons, Anti-capitalism:\n\nπ Elinor Ostrom (1990) Governing the Commons\nπ 8 principles for designing common pool resources\n\n\nπ JK Gibson-Graham, J Cameron, & S Healy (2016) \"Commoning as a postcapitalist politics\" In Releasing the Commons: Rethinking the futures of the commons\nπ G Caffentzis, S Frederici (2014) \"Commons against and beyond capitalism\"\nπ S Frederici (2011) \"Feminism and the politics of the commons\"\nπ Yochai Benkler Commons-Based Peer Production and Virtue\nπ Stavros Stavrides Common Space: The City as Commons\nπ¬ Richard Sennett The Decline of the Skills Society\nπ Scott Alexander Meditations On Moloch (link removed, see explanation)\n\nWhy Decentralize?\n\nπ¬ Sarah Friend Decentralization and Its Discontents at Radical Networks 2018\nπ Nathan Schnieder n.d. \"Decentralization: An Incomplete Ideology\"\nπ Data Together Reading List or Zotero Group\n\nRequirements for co-ops in Canada (Federal and Provincial) (for more see 2018 retreat playbook):\n\nπ Ontario.coop fact sheets\nπ Industry Canada Starting a Federal co-op\nπ Industry Canada Starting an ON co-op\nπ Ontario.coop Starting a co-operative\n\n"},"Principle-5/glossary.html":{"url":"Principle-5/glossary.html","title":"Glossary","keywords":"","body":"Glossary\nAKA the thing that no one ever reads. Below we've provided tweet-sized definitions of some related terms and concepts we're using to describe the broader context Hypha is operating in.1 Additions welcome! \n\nCapitalism: an economic system based on private ownership of the means of production with the goal of generating profits. See: The Black Socialists of America Glossary of Socialist Terms\nCo-operative: a people-centred enterprise owned, controlled, and run by and for members to realise common economic, social, and cultural needs and aspirations.\nLabour Movement: a social movement that consists of labour unions and political organizing or political parties representing the interests of workers. See: History of Labour in Canada\nMember-worker: a joint member and worker of a co-operative who has equal democratic control of its operation. See: About Hypha Worker Co-operative\nNew economy: a vision for a just, sustainable, and democratic economy of cooperative, ethical, and community-rooted enterprises working within environmental limits.\nPlatform co-operative: a co-operatively owned, democratically-governed computing platform that uses a website, app or protocol to facilitate selling goods and services. \nSolidarity economy or co-operative economy: an economy based on efforts to increase the quality of life of a region or community through local business and not-for-profit endeavors. \nUnion or Trade Union: an association of workers that bargains for and acts as a legal representative of a unit of employees in a workplace often with a collective agreement. See: What Unions Do\n\nNotes\n1. Inspired by Black Socialists of America Mumbo-jumbo and vTaiwan tweet-sized definitions.\n"}}}
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","βοΈ","π","π΄πΉ","πΏπ","π","ππ»","π¬","ππ±ποΈ","π","π","π","πͺ","π","π","π","π","π","π","π§","π«","π","π","π","π,","π.","π","π","π","π§"],"pipeline":["stopWordFilter","stemmer"]},"store":{"./":{"url":"./","title":"Introduction","keywords":"","body":"Hypha Organizational Handbook\nHypha handbook describing the vision, processes, \nand culture of Hypha Worker Co-operative. πΏπ\nAbout This Handbook\n\nThis Handbook's primary audience is Hypha member-workers and collaborators,\nbut it will be publicly available for others who might find it useful. \nThe goal is to provide as much clarity and context as possible, \nwhile sharing our structures and practices with the outside world as well.\nThis resource is in perpetual beta and constantly changing. \nIf you see something that could be improved, \nconsider this your invitation to improve it!\nDistributed Web\nThis handbook is published using Distributed Press. You can use it to publish on the p2p and distributed web too. Distributed Web: ipns://handbook.hypha.coop/\n"},"Hypha-Worker-Co-operative/co-operative.html":{"url":"Hypha-Worker-Co-operative/co-operative.html","title":"About Us","keywords":"","body":"Hypha Worker Co-operative\nAbout Us\nHypha is a worker co-operative based in Toronto that collaborates with communities to build better relationships with technology. Our team of technologists, designers, and community organizers advise on sustainable practices, build capacity within organizations, and develop custom technologies to empower friends and neighbours β in the Great Lakes region and our virtual neighbourhoods.\nThe Co-operative\nHypha Worker Co-operative Inc. is a worker co-operative incorporated on August \n1, 2019 in Ontario, Canada (Ontario Corporation No. 5019866).\nHypha is incorporated as a non-share capital worker co-operative under the \nOntario Co-operative Corporations Act, 1990. \nThis entails specific conditions on our primary object, size of membership, \nand role of members, as addressed in Article [1], [144.1], and [145] of the Act.\nWe are a non-profit organization. \nThat means our organization does not operate with the primary purpose of generating profit. \nAs per 2017's Cutting Unnecessary Red Tape Act, \nHypha falls under neither the current Corporations Act, \nnor the Not-for-Profit Corporations Act, \nwhich both govern not-for-profit corporations in Ontario.\nInstead, we are a not-for-profit co-operative.\nHypha is a member of Canadian Worker Co-op Federation (CWCF), \nand through that affiliation is a member of the Ontario Co-operative Association (OCA) and Cooperatives and Mutuals Canada (CMC).1 \n\nYou can contact us the following ways:\n\nπ +1-437-887-6936\nπ« #1308-1403 Royal York Road, Etobicoke, Ontario M9P 0A1\nπ hypha.coop\nπ§ hello@hypha.coop\n\nNotes\n1. A full list of CWCF affiliations is on their website.\n\n"},"Hypha-Worker-Co-operative/vision.html":{"url":"Hypha-Worker-Co-operative/vision.html","title":"Mission, Vision and Values","keywords":"","body":"Our Vision\nMission and Vision\nHypha Worker Co-operative cultivates collective growth and meaningful livelihoods through learning and building technologies together.\nWorking in solidarity with our neighbours, we support each other and provide safe harbour to imagine and create alternative futures.\nValues\nAt our 2021 retreat, we aligned on the following short-list of values:\n\nCuriosity\nIntersectionality \nHonesty\nSelf-Agency\nSolidarity \n\nDuring our 2019 retreat we co-drafted a long list of values, consensing that the list has broad alignment to those of the participants of this co-operative.\nThis is an early group of collected approaches, motivations, and commitments:\n\nIntersectionality: recognize differences and work across those differences\nInclusivity\nMutual Aid\nJustice (Environmental)\nAnti-fascism\n[Anti-racism, Anti-oppression]\nPracticing what you preach\nCare for others\nForgiveness and having paths back in\n[Self-agency, self-determination]\nCapacity to share\nCourage\nSolidarity\nMulti-faceted knowledge\nCuriosity, diverse perspectives\nSustainability\nResilience\n\"Structured chaos\": recognizing changing ecosystem, less predictability, learn to embrace/find ways to progress through that\nInterdependent abundance (Collective self-agency)\nCommunity\nIntegrity\nTransparency\nFinancial security: so we can focus on the work and not worry about the financials\nRadical reflection\nGrace\nHonesty\n\n"},"Hypha-Worker-Co-operative/bylaws.html":{"url":"Hypha-Worker-Co-operative/bylaws.html","title":"Bylaws","keywords":"","body":"Bylaws\nBylaws adopted: June 13, 2020\n1. CORPORATION\n\nName β The Name of the Co-operative is Hypha Worker\nCo-operative Inc.\nObjects β The Co-operativeβs primary object is to provide\nemployment to its members. The Co-operative shall be carried on\nwithout the purpose of gain for its members and any profits or\nother accretions to the corporation shall be used in promoting\nits objects.\nHead Office β The head office of the Co-operative is\n#1308-1403 Royal York Road, Etobicoke, Ontario, Canada.\nCo-operative Corporations Act β The affairs of the\nCo-operative will be governed by and conducted in accordance\nwith the Co-operative Corporations Act of Ontario (the βActβ).\nIf any conflict arises between the mandatory provisions of the\nAct and the bylaws of the Co-operative, such provisions of the\nAct shall govern.\nRecords β Copies of the following documents shall be kept\nelectronically and at the head office of the Co-operative:\nA. the Co-operative Associations Act and the Regulations;B. the Articles of Incorporation and Bylaws;C. records of the minutes of all meetings of incorporators, directors,\n and members;D. the shares and transfer records containing the names of all members\n and the record address, shares held by each, and the designated\n beneficiary of each;E. all accounting books and documents; andF. all operating and trading policies of the Co-operative. \nThese records shall be available to members for viewing for purposes\nconsistent with the good faith exercise of membership rights and\nresponsibilities in the Co-operative.\nThe Co-operative shall provide each member with a copy of these bylaws\nand the Co-operative Association Act and the Regulations.\n\n\n2. MEMBERSHIP\n\nQualifications for Membership β The board of directors may\nadmit as a member in the Co-operative a person who:\nA. is an employee or foreign contractor of the Co-operative;B. supports the objects of the Co-operative as described in section 1.2\n of these bylaws;C. has performed at least 800 hours of paid work for the Co-operative\n in the last 52 weeks, and expect to continue this relationship with\n the Co-operative;D. agrees to participate in working groups and accept other management\n duties in the Co-operative, as determined by the board of directors. \nPersons who have not met the requirements of βCβ, due to work shortages\nor if they have not met the work requirement because the Co-operative\nhas not been in operation long enough, may retain membership, subject to\nthe approval of the board of directors.\n\nEmployment Requirements β All permanent employees must be members of \nthe Co-operative. An employee is a permanent employee if the employee has \nbeen employed for a probationary period of at least 1 year.\nThe probationary period commences from the first day of employment. Employees \nwho have less than 5 years of cumulative professional work experience may be \nsubject to additional probationary membership terms; this is at the discretion \nof the board.\n\nNon-Members on Casual Contracts β The Co-operative shall not\ncontract out work normally performed by its members to\nnon-members or non-employees without the prior approval of\ntwo-thirds of the membership.\n\nProbationary Members β Probationary members shall not have\nthe right to vote in the Co-operative. However, probationary\nmembers may be required by the board of directors to participate\nin management activities.\nOnce the probationary member has worked the required number of hours,\nthey are entitled to apply for membership in the Co-operative at any time.\nIf the worker does not wish to become a member in the Co-operative, they\nmay decline to apply for membership and continue to work for the Co-operative\nas a non-member at the boardβs discretion. If the worker declines to apply\nfor membership, they remain eligible to apply for membership at a future time. \nApplication for membership in the Co-operative shall be in writing to the board\nof directors. The Co-operative shall provide application forms for this purpose.\nUpon an application for membership, the members shall vote on whether to accept\nthe application:\nA. if the vote to accept is unanimous, a resolution is passed recommending to\n the board of directors that the probationary member will become a full member\n as soon as they meet all of the membership requirements as described in\n section 2.1; or\nB. if the vote to accept is not unanimous, the application is rejected.\nIf the application for membership is rejected, the members shall vote on a\nresolution, which is passed by a majority of two-thirds, to recommend to the board\nof directors to terminate the probationary memberβs employment with the Co-operative.\nIf the resolution does not pass, the worker may continue to work for the Co-operative\nas a non-member at the boardβs discretion. If their employment continues, they are\neligible to apply again in the future at the boardβs discretion.\n\nForeign Contractors β Foreign contractors must be non-residents of\nand conducting work remotely outside of Canada. They are eligible for\nprobationary membership upon special approval by the board of directors,\nand may apply for full membership according to the application process\ndetailed in section 2.4.\n\nBenefits of Membership β Members shall enjoy the following\nrights of membership:\nA. the right to vote at the annual, regular, or special meetings;B. the right to receive a percentage of the surplus earned by the\n Co-operative, as described in section 6.4 of these bylaws; andC. all rights of members otherwise set out in the Act, the articles and\n the bylaws of the Co-operative.\n\nActive β Members shall be considered βactiveβ if they meet\nall of the membership requirements as described in section 2.1\nand have not requested to change their status. Members shall be\nconsidered βinactiveβ if they have requested to change their\nstatus as such.\nInactive members are unable to vote, serve as director, participate in\nprojects, or work as an employee for so long as they remain that way.\nInactive members can request to become active at any time or can\nautomatically become active by attending a member meeting.\n\nTransfer β Membership shall not be transferable.\n\nWithdrawal β A member of the Co-operative may withdraw from\nmembership by giving the board 1 monthβs notice of their intention\nto withdraw. A member may only withdraw from membership if they also\nterminate their employment effective the same date.\n\nExclusion β Members may be excluded from membership according to\nSection 9 of the Co-operative Associations Act and Regulations 4 and\n6 of that Act, and also if one or more of the following grounds\nexist:\nA. they no longer meet the membership requirements;B. they have failed to perform work assigned in a satisfactory manner; orC. they have intentionally acted in a manner contrary to the best\n interests of the Co-operative. \nAny member may recommend that a member be dismissed if any of these\ngrounds are met. The board of directors shall notify the member by\nregistered mail of the grounds and schedule a hearing in which the\nmember will be given the opportunity to be heard by the directors. A\nvote of two-thirds of the directors is required before a member can be\ndismissed from the co-op. The member may appeal the decision as allowed\nunder Section 29, article 2 of the Co-operative Associations Act.\n\nRepurchase of Member Loans β Upon exclusion or withdrawal from\nmembership, the Co-operative shall repurchase the members loans,\nsubject to the Co-operative Associations Act, Section 29, Article 2.\n\nStatement of Non-discrimination β The Co-operative shall not\ndiscriminate on the basis of race, age, sex, gender, gender identity\nand expression, sexual orientation, religion, physical ability,\nphysical appearance, body size, or national origin when considering\na person for employment or membership.\n\n\n3. MEMBER MEETINGS\n\nAnnual Meeting β The annual meeting of the members shall be\nheld within 4 months of the fiscal year end and within 15 months\nof any previous annual meetings. The date, time and location of\nthe annual meeting shall be fixed by the board of directors. The\nannual meeting shall be held for the purpose of electing the\nboard of directors, accepting financial statements and any\nauditorβs report thereon, appointing the next auditor, and for\nthe transaction of any other business, which may properly be\nbrought before an annual meeting of the members.\n\nSpecial Meetings β Special meetings of the members may be\ncalled by any director under the direction of the board of\ndirectors at any time or by a written application of 20% of\nthe active members in accordance with the Act, at any time, and\nthe Secretary shall send the requisite notice of such meeting to\nmembers of the Co-operative.\n\nPlace of Meetings β Meetings of the members may be held at\nany place within the province of Ontario as determined by the\nboard of directors, this includes meeting by telephonic or\nelectronic means in accordance with Section 74 of the Act. A\nmeeting held under telephonic or electronic means is deemed to\nbe located at the head office of the Coβoperative.\n\nNotice of Meetings β A written notice of each annual or\nspecial membership meeting stating the time, place and purpose\nshall be given to each member by the board and shall be posted\nin the place of business at least 10 days before the meeting.\nNotice need not be given if a unanimous motion is passed to\nwaive the notice period for a special membership meeting.\nNotice will be given, either:\nA. in person;B. by telephonic and electronic means; orC. by mailing it to the membersβ address as shown on the records of the\n Co-operative. \n\nQuorum β At least 60% of the active members shall be\nrequired to constitute a quorum at any membership meeting. No\nbusiness shall be transacted at any meeting unless the quorum\nrequisite be present.\nIf at any meeting of the members, other than requisitioned meetings, a\nquorum is not present within thirty minutes of the time for which the\nmeeting is called, the presiding officer shall adjourn the meeting to a\ndate not more than 15 days thereafter. Notice of the reconvened meeting\nshall be given by the board at least 1 day previous to the date of the\nmeeting.\n\nNo Proxies β Voting by proxy is not permitted.\n\nDecision Making and Voting β Normally, discussions and\nresolutions arising at any meeting of the members shall be decided\nby consensus. Where the meeting cannot reach consensus, it goes to a\nsimple majority vote. A member may make a special motion requiring\nthe resolution be decided by a majority of two-thirds. This special\nmotion, which must have a seconder, may not be debated, and must\nitself have a majority of two-thirds.\nEach active member of record at the time of the meeting is entitled\nto one and only one vote on any matter requiring membership voting.\nVoting on resolutions happens by secret ballot.\n\nAction at a Meeting β The president or other designee, as\ndetermined by the board of directors, shall chair at membership\nmeetings. However, if at a meeting the boardβs designee is not\npresent for the meeting, the members present shall choose a person\nfrom their number to be the chairperson, provided a quorum is\npresent.\nWhen a quorum is present at a membership meeting, a majority of the\nmembers present and entitled to vote shall decide any matter to be voted\non by the members, unless a majority of two-thirds is required by law,\nby the Articles, or by these bylaws.\n\n\n4. BOARD OF DIRECTORS\n\nQualifications β Each member of the board of directors shall\nbe an active member of the Co-operative and at least 18 years of\nage.\n\nPowers β The board of directors will manage the Co-operative\nin all matters as delegated, excluding those requiring\nacceptance by the membership.\n\nElection and Size β The board of directors shall consist of\na minimum of three and a maximum of 20 directors, who shall be\nelected for a term of 2 years arranged so that at least 50%\nof directors are elected each year. Directors shall be eligible\nfor re-election upon completion of their term. In the event that\nthe number of members is less than the number of directors\ncalled for above, the board shall consist of the full\nmembership, and the length of the term shall be unlimited.\nNomination and self-nomination for all elections of directors may be\nmade prior to the election in writing to the secretary, or at a members\nmeeting. All elections of directors shall be by secret ballot.\n\nVacancies β If a vacancy occurs in the board of directors, the\ndirectors may appoint a member to fill that vacancy until the next\nannual meeting when the members shall hold an election to complete\nthe term of the vacancy.\n\nTenure β Except as otherwise provided by law, by the Articles,\nor by these bylaws, directors shall hold office until their\nsuccessors are elected.\n\nLeaving Office β The office of a director shall be vacated if a\ndirector:\nA. ceases to have the necessary qualifications for office;B. is absent without leave of the directors for three consecutive\n regular meetings of the directors;C. provides notice in writing to the Co-operative that they resign\n their office; orD. a resolution is passed by a vote of two-thirds of the active members\n at a special or annual meeting, then they are removed from office\n with or without cause. \n\nMeetings of the Directors β Regular meetings of the\ndirectors shall be held as often as the business of the\nCo-operative may require but in any event not less than\nannually.\nNotice of the time, place, and purposes of any meeting of the board\nshall be given to each director by the Secretary. Notice shall be given\nto each director in person or by telephonic or electronic means not less\nthan 24 hours before the meeting or by written notice mailed to the\ndirectorβs last known address at least 72 hours before the meeting.\nMeetings of the directors may be held at any place within the province\nof Ontario as determined by the board of directors, this includes\nmeeting by telephonic or electronic means in accordance with Section 74\nof the Act. A meeting held under telephonic or electronic means is\ndeemed to be located at the head office of the Coβoperative.\n\nQuorum β A simple majority of the number of directors authorized\nshall constitute a quorum at any meeting of the directors. If a quorum \nis present, a majority of the directors present may take any action on\nbehalf of the board of directors, unless a larger number is required by \nlaw, by the Articles, or by these bylaws.\n\nVoting β Normally, questions arising at any meeting of the board\nof directors shall be decided by consensus. Where a meeting cannot reach a\nconsensus, a director may make a special motion requiring the main motion \nbe decided by a majority of two thirds of the directors present. The \nmotion, which must have a seconder, may not be debated and must itself \nhave a majority of two thirds of the directors present.\n\nRemuneration β The directors shall serve without remuneration\nfor their work as directors and no director shall directly or\nindirectly receive any profit from their positions as such, provided\nthat directors may be paid reasonable expenses incurred by them in\nthe performance of their duties. Nothing herein contained shall\npreclude any director from serving the Co-operative in any other\ncapacity and receiving remuneration therefor.\n\nLimitation of Indemnity β No director or officer of the\nCo-operative shall be indemnified by the Co-operative with respect\nto any liability, costs, charges or expenses that they sustain or\nincur in or about any action, suit or other proceeding as a result\nof which they are adjudged to be in breach of any duty or\nresponsibility imposed upon them under the Act or under any other\nstatute unless, in an action brought against them in their capacity\nas director or officer, they have achieved complete or substantial\nsuccess as a defendant.\n\nInsurance β The Co-operative may purchase and maintain insurance\nfor the benefit of its directors and officers, except insurance\nagainst a liability, cost, charge or expense of the director or\nofficer incurred as a result of a contravention of the standard of\ncare required of officers and directors by the Act.\n\n\n5. OFFICERS\n\nElection and Appointed Officers β The board of directors\nshall annually or as often as may be required, elect a\npresident, and elect or appoint a vice-president, a secretary,\nand a treasurer from among the directors at its first meeting\nfollowing the annual membership meeting or following a special\nmeeting held in place thereof. Other officers may be elected by\nthe board of directors at its discretion.\n\nTenure β Any officer may resign by delivering to the board\ntheir written resignation, effective upon receipt or at some\nlater time specified.\n\nRemoval β The board of directors may remove any officer with\nor without cause. If an officer is removed for cause, they are\nentitled to reasonable notice and an opportunity to be heard by\nthe board of directors.\n\nVacancies β If any office becomes vacant for any reason, the\nboard of directors may elect or appoint a successor or\nsuccessors, who shall hold office for the unexpired term, except\nas otherwise provided by law, by the Articles, or by these\nbylaws.\n\nDuties of President β Subject to direction from the board of\ndirectors, the president shall:\nA. have power to chair meetings of directors or designate a member to\n chair;B. in case of equality of votes, they shall have cast the deciding vote\n to which they are entitled to as a director; andC. have such other duties and powers as determined by the board.\n\nDuties of Vice-President β Subject to direction from the\nboard, the vice-president shall:\nA. assume the duties and powers of the President whenever they are\n unable to perform such duties or exercising such powers; andB. have such other duties as determined by the board of directors.\n\nDuties of Secretary β Subject to direction from the board,\nthe secretary shall:\nA. issue or cause to be issued notices for all meetings of the members\n and directors when directed to do so;B. keep at the registered office those documents described in section\n 1.5 of these bylaws and any others as the board of directors shall\n determine; andC. shall have such other duties and powers as determined by the board.\n\nDuties of Treasurer β Subject to direction from the board,\nthe treasurer shall:\nA. have general charge of the finances and custody of the funds of the\n Co-operative;B. have power to endorse for deposit or collection all notes, cheques,\n drafts, and other obligations or payments to the Co-operative and to\n accept drafts on behalf of the Co-operative;C. cause to be kept accurate books of account, which shall be the\n property of the Co-operative;D. keep at the registered office those documents described in section\n 1.5 of these bylaws and any others as the board of directors shall\n determine; andE. shall have such other duties and powers as determined by the board.\n\nReports β The board shall require the president and/or the\nsecretary and/or the treasurer to submit financial statements\nand other reports in such form and at such frequency as the\nboard may require from time to time.\n\n\n6. SURPLUS, LOSS AND INTERNAL CAPITAL ACCOUNTS\n\nDefinitions\nThe net worth is the difference between the assets and liabilities of\nthe Co-operativeβs books, kept according to generally accepted\naccounting principles. Where liabilities exceed assets, the net worth is\nnegative.\nThe internal capital accounts reflect the allocation of the net worth\nof the Co-operative among individual membersβ capital accounts and the\nreserves. The sum of the balances in the internal capital accounts is\nthe net worth of the Co-operative.\nAn individual memberβs capital account records the part of the net\nworth contributed by and credited to each member through direct\ninvestment by the member in the form of member loans and by the\ninvestment of patronage returns determined by the memberβs share of\nlabour patronage described in section 6.1.\nThe reserve is the collective portion of the net worth that is not to\nbe returned to the individual members. An indivisible reserve is never\ndivided among members, it is permanent co-operative capital that\nrepresents the value of the common effort of the members. The\nindivisible reserve is like any other retained earnings and controlled\nby members while the Co-operative is operating however they will not be\navailable to the individual members if the Co-operative ceases to exist.\nThe net income is the book net income for the financial year, after\ninterest on member loans and special allocations, computed in accordance\nwith generally accepted accounting principles.\nThe surplus or loss with respect to a financial year of the\nCo-operative is:\nI. the book net income or loss for the financial year; \nII. less tax payable on the net income of the Co-operative; \nIII. plus the amount of tax on the income of the Co-operative recoverable owing to a loss for that financial year;\nIV. all as computed in accordance with generally accepted accounting\n principles consistently applied and after payment or recovery of\n income tax on the Co-operativeβs income. If the total is positive,\n it is a surplus. If the total is negative, it is a loss.\nThe labour patronage of a member is the total hours worked for the\nCo-operative during the financial year regardless of the rate of pay.\nWork performed while a probationary member or a casual worker shall not\nbe included in the calculation of labour patronage. A minimum of 16\nhours must be contributed by the member in any year before labour\npatronage will be calculated.\nThe memberβs share of labour patronage is the individualβs labour\npatronage divided by the total labour patronage of all members.\nThe patronage return is the amount that is allocated, credited or paid\nin each fiscal year to members based on the business done by them with\nor through the Co-operative.\n\nMember Loans β The Co-operative may hold loans from its members.\nThese loans may result from:\nA. mandatory deductions from wages paid by the Co-operative, as may be\n required by and at a rate set by the board of directors;B. the retention of interest paid on an individual memberβs loans;C. the retention of an individual memberβs portion of net income; orD. voluntary loans made by the member to the Co-operative. \nInterest rates paid on member loans shall be the lesser of: the\nprescribed maximum annual percentage of 2% above the prime rate\nestablished by the Bank of Canada on the first day of the month before\nthe month in which the rate of interest is set, or an annual percentage\ndetermined by the board of directors.\n\nReserves β The reserve funds are held in a general reserve\naccount and consist of the collective portion of the net worth that\nis not returned to the members based on the allocation as defined in\nsection 6.4. All reserve funds are indivisible and allocated into\nspecific reserve accounts in order to maintain a general reserve for\nrainy days, support member and coop development, and provide\nsolidarity to movement-building projects.\n\nAllocation of Net Income, Surplus, and Loss β At the end of each\nfinancial year, the finance working group shall calculate interest\ndue on member loans and credit this interest to the loan portion of\ntheir individual memberβs capital account. The board of directors\nmay, according to operating policies approved by the members, assign\nspecial allocations to individual membersβ capital accounts, in\nrecognition of past uncompensated contributions to the Co-operative.\nIn the event of a surplus, the net income shall be credited to internal\ncapital accounts as follows:\nA. 80 percent of net income less the co-opβs taxes shall be credited to\n the reserve funds as defined in section 6.3. The distribution into\n specific reserve accounts will be determined by a resolution passed\n at the AGM based on proposals brought forward that further the\n mission of the Co-operative;B. the remaining net income shall be credited to the loan portion of\n the individual memberβs capital account, according to each memberβs\n share of labour patronage. \nIn the event of a loss, the loss shall be allocated as follows:\nA. 50 percent shall be charged against the general reserve account,\n unless this exceeds the reserve account balance, in which case the\n full balance of the reserve shall be charged, andB. the remainder shall be charged against the individual memberβs\n capital account, \nin proportion to each memberβs share of labour patronage.\nAfter this allocation is made, as cash flow and capital requirements\npermit, the board of directors may direct the Co-operative to pay out in\ncash a fixed percentage of all member loans as they stand after the\nyearβs surplus or loss allocations. The balance of the individual memberβs\ncapital account shall be adjusted accordingly.\nWithin 3 months after the end of every financial year, the treasurer\nshall provide all members with a statement showing the amount of their\nloan accounts in the Co-operative.\n\n\n7. FINANCIAL\n\nFinancial Year - The financial year of the Co-operative\nshall end on June 30 each year.\n\nDissolution - If for any reason the affairs of the\nCo-operative are dissolved or wound up and after satisfaction of\nall debts and liabilities, including loans, any remaining\nproperty shall be distributed to a co-op development fund, a\nfederation or another co-operative organization as shall be\nidentified by a resolution of the Co-operative.\n\n\n8. MANAGEMENT OF CO-OPERATIVE\nManagement and general supervision of the business of the Co-operative\nshall, subject to the direction of the board, be undertaken by its\nmembers through their participation in working groups. Within limits\nprescribed by Co-operative policies, these members act as managers and\nhave the power to enter into contracts in the name of the Co-operative.\nSuch contracts shall be binding on the Co-operative.\n9. OPERATING POLICIES\nWritten policies, separate from these bylaws, may be established by the\nmembers or by the board of directors. The operating policies shall be\nmaintained in a handbook and be binding on all members and directors,\nunless inconsistent with the law, the Articles, or these bylaws.\n10. AMENDMENTS AND INTERPRETATION\n\nAmendments - These bylaws or any of them may be repealed or\namended in accordance with Section 70 of the Act. Neither these\nbylaws nor any bylaws to amend these bylaws are effective until\nthey are passed by the directors and confirmed, with or without\nvariation, by at least two-thirds of the votes cast at a general\nmeeting of members of the Co-operative duly called for that\npurpose.\n\nInterpretation - In all bylaws of the Co-operative, the\nsingular shall include the plural and the plural the singular;\nthe masculine shall include the feminine. Whenever reference is\nmade in this bylaw to any statute or section thereof, such\nreference shall be deemed to extend and apply to any amendment\nto said statute or section, as the case may be.\n\nSeverability - If a court finds any part of these bylaws to\nbe void, the rest of the bylaws are still in force.\n\n\n"},"Hypha-Worker-Co-operative/co-operative-principles.html":{"url":"Hypha-Worker-Co-operative/co-operative-principles.html","title":"Co-operative Principles","keywords":"","body":"Co-operative Principles\nThe updated 1995 International Cooperative Association \nStatement on the Cooperative Identity have a definition of a cooperative, \nthe values of cooperatives, and the seven cooperative principles. \nThese principles serve as the guidelines by which cooperatives put their values into practice.\nCo-operative Values\nCooperatives are based on the values of self-help, self-responsibility, \ndemocracy, equality, equity, and solidarity. In the tradition of their founders, \ncooperative members believe in the ethical values of honesty, openness, \nsocial responsibility and caring for others.\nSeven Principles\n\nVoluntary and Open MembershipCooperatives are voluntary organisations, \nopen to all persons able to use their services and willing to accept the responsibilities of membership, \nwithout gender, social, racial, political or religious discrimination.\nDemocratic Member ControlCooperatives are democratic organisations controlled by their members, \nwho actively participate in setting their policies and making decisions. \nMen and women serving as elected representatives are accountable to the membership. \nIn primary cooperatives members have equal voting rights (one member, one vote) \nand cooperatives at other levels are also organised in a democratic manner.\nMember Economic ParticipationMembers contribute equitably to, and democratically control, the capital of their cooperative. \nAt least part of that capital is usually the common property of the cooperative. \nMembers usually receive limited compensation, if any, on capital subscribed as a condition of membership. \nMembers allocate surpluses for any or all of the following purposes: developing their cooperative, \npossibly by setting up reserves, part of which at least would be indivisible; \nbenefiting members in proportion to their transactions with the cooperative; \nand supporting other activities approved by the membership.\nAutonomy and IndependenceCooperatives are autonomous, self-help organisations controlled by their members. \nIf they enter into agreements with other organisations, including governments, \nor raise capital from external sources, \nthey do so on terms that ensure democratic control by their members and maintain their cooperative autonomy.\nEducation, Training, and InformationCooperatives provide education and training for their members, elected representatives, \nmanagers, and employees so they can contribute effectively to the development of their co-operatives. \nThey inform the general public - particularly young people and opinion leaders - about the nature and benefits of co-operation.\nCooperation among CooperativesCooperatives serve their members most effectively and strengthen the cooperative movement by working together through local, \nnational, regional and international structures.\nConcern for CommunityCooperatives work for the sustainable development of their communities through policies approved by their members.\n\n\n"},"Hypha-Worker-Co-operative/fiscal-sponsorship.html":{"url":"Hypha-Worker-Co-operative/fiscal-sponsorship.html","title":"Fiscal Sponsorship","keywords":"","body":"Fiscal Sponsorship\nHypha is a Canadian Fiscal Host on the Open Collective platform. Our fiscal sponsorship program allows Hypha to support our neighbours by providing a financial home, enabling them to accept and disburse money without having to create their own legal entity and bank account.\nSome examples of Collectives include:\n\nMutual aid and citizen groups\nMeetup groups and other informal communities\nGrassroot events and conferences\nShared resources supported by member contributions\nOpen source projects and other unincorporated collaborations\n\nUsing the Open Collective platform, Collectives can keep transparent financial records and be accountable to funders while staying fully focused on carrying out their positive social impact activities.\nThe terms of the fiscal sponsorship is described below in the legally binding Fiscal Sponsorship Agreement. If you would like to have Hypha as a Fiscal Host, please read through the agreement carefully, then visit here to apply.\nWe would like to acknowledge the Canadian Worker Co-op Federation (CWCF) for their financial support in helping us launch our fiscal sponsorship program.\nFiscal Sponsorship Agreement\nThis Fiscal Sponsorship Agreement sets out how Hypha Worker Co-operative Inc. will provide an umbrella structure under which to operate your Collective, and the ways we will interact.\n\nParties. These are the terms of the relationship entered into between:\n\nHypha Worker Co-operative Inc. (Ontario Corporation No. 5019866) (\"Us\" or \"Hypha\"); and\nthe Collective, which has agreed to these terms and conditions (\"You\" or \"the Collective\").\nThis agreement (\"Agreement\") is entered into with effect from the date (\"Effective Date\") that you confirm, by ticking the relevant box, that you have read and agree to these terms and that Hypha has accepted your request to include your Collective as part of Hypha and provide support to You for the purposes you described in your application.\n\n\n\nRecitals. The parties enter into this Agreement with reference to the following facts:\n\nHypha is a non-share capital worker co-operative based in Toronto. We are a non-profit organization.\n\nHypha's mission is to cultivate collective growth and meaningful livelihoods through learning and building technologies together. We work in solidarity with our neighbours, where we support each other and provide safe harbour to imagine and create alternative futures (\"Hypha's Mission\").\n\nThe Collective, with its stated mission, meets the criteria for engaging Hypha as a fiscal sponsor as according to Exhibit A (\"Protocols\"). The Collective agrees to continue to align with Hypha's Mission in the future.\n\nThe Collective and Hypha mutually desire to enter a fiscal sponsorship relationship as according to the terms set out in this Agreement.\n\nThe parties agree that Hypha shall:\n\nreceive funds for the Collective (\"Funds\") to be held by Hypha; and\nafter discussing with You, control these funds for the use of the Collective (less any administrative charges, interest, and expenses).\n\n\n\n\nTerm. This Agreement shall commence on the Effective Date, and will continue unless and until terminated under clause 10 of this Agreement.\n\nRelationship. Nothing in this Agreement means that the Collective or its members and/or agents is an agent or legal representative of Hypha for any purpose whatsoever except as provided in this Agreement.\n\nProtocols. Hypha has established certain protocols set out in Exhibit A. This sets out how Hypha shall manage and operate and deal with any funds.\n Hypha will provide the Protocols to the Collective and may from time to time update the Protocols to assist Hypha in performing its obligations effectively.\n\nFunds. You may solicit unconditional gifts, contributions, sponsorships, and grants to Hypha for the purpose of the Collective, where the payer is not receiving any specific good or service in return.\n The Collective understands, acknowledges and agrees that Hypha is not a registered charity or donee organisation, and that such funds collected by Hypha for the Collective will not have donation tax receipts issued for them and will not entitle the giver to a donation tax credit or a tax deduction.\n If the Collective wishes to accept conditional payments, where the payer receives a specific good or service in return, you must provide notice in writing to Hypha so that we can ensure any applicable Harmonized Sales Tax (HST) or other taxes are applied.\n\nThird party agreements. If You want to enter into any agreement or obligation with a donor, sponsor, vendor or other third party, to provide or receive services beyond simply receiving a donor's financial contributions, you must first provide notice of the specific details to Us and obtain Hypha's prior written consent, as these agreements or obligations will legally be between Hypha and the third party.\n\nIntellectual property. Any and all tangible or intangible property, including intellectual property, such as copyrights of the Collective, belong to You. Furthermore, You represent that you have the power and right to advance the Collective. We acknowledge and agree that any trademarks, trade names, artwork, designs, logos, copy, and all other intellectual property provided to Hypha by the Collective or its agents (for example, to be put on websites) belongs to the Collective and not to Us. For the avoidance of doubt, you should register ownership in the name of an individual associated with the Collective rather than in the name of Hypha.\n\nThe Collective. Hypha will receive funds earmarked for support of the Collective, and make disbursements for expenses incurred in furtherance of the Collective. Beginning on the Effective Date, Hypha will place all such revenues received by Hypha and identified with the Collective into an account to be used for the benefit of the Collective's mission as that mission periodically may be defined by the Collective with the approval of Hypha. Hypha will exercise full control over the Collective's financial administration, management, and disbursement of the Fund.\n For the avoidance of doubt, the parties note that all money will be reported as the income of Hypha, for both tax purposes and for purposes of Hypha's financial statements. Accordingly, Hypha is responsible for the processing and deposit in the Fund of all monies received for the Collective.\n We will consult together around any payments to be made out to cover expenses of the Collective as detailed in the Protocols.\n\nTermination. Either Hypha or the Collective may terminate this Agreement on 30 days' written notice to the other party.\nUpon a termination notice being given, the Collective will notify Hypha of how the funds will be dealt with, from the following three options:\n\nsubmit a request that the balance is paid out as a legitimate Collective expense (submitted and processed as per the Protocols);\ndonate the funds of the Collective to another Collective hosted by Hypha; or\nHypha will donate the funds to a Canadian registered charity.\n\nIf no notice is provided that elects one of these options by the Collective within the 30 days' written notice period, then the default is for the funds to be donated to a registered charity by Hypha (option 3).\nIn addition, if no member of the Collective has responded to a request for termination instructions by Hypha for a period of 12 months then the funds will automatically be donated to a registered charity by Hypha.\n\nNotice. Each notice under this Agreement shall be in writing and delivered personally or sent by post or email to the person at the address or email notified in writing from time to time.\nA notice is deemed to be received:\n\nif delivered personally, when delivered;\nif posted, five business days after posting; or\nif sent by email, when actually received.\n\n\nDisputes. Before taking any Court action, a party must use best efforts to resolve any dispute under, or in connection with, the Agreement through good faith negotiations.\nIf there is a dispute between the parties in relation to this Agreement, either party may give the other party notice of the dispute.\nWithin 10 business days of receipt of the notice of dispute, the parties shall meet (in person or online) to endeavour to resolve the dispute.\nIf the dispute is not resolved within 20 business days of receipt of the notice of the dispute, either party may by notice to the other party refer the dispute to mediation, which will take place in person or online, with each party paying half of the cost of the mediation.\nWhile any dispute remains unresolved, each party shall continue to perform this Agreement to the extent practicable, but without prejudice to their respective rights and remedies.\n\nLiabilities & indemnification. You are responsible for all activities of the Collective, including any financial or other liabilities, and you indemnify and hold harmless Hypha and its representatives from any and all claims, damages, losses, liabilities, costs and expenses (including reasonable attorney's fees) resulting from your performance of your obligations contained in this Agreement.\nYou also indemnify Us from any loss or liability resulting from injury (including sickness, disease or loss of life) to any person, or damage to any property of any third party at or as a result of your activities or the Collective.\nYou also indemnity Us in relation to any claims from third parties that you have violated any intellectual property laws.\n\nForce majeure. Neither party is liable to the other for any failure to perform its obligations under the Agreement to the extent caused by force majeure (which are events beyond the reasonable control of the affected party, such as a pandemic or natural disaster), provided that the affected party:\n\nimmediately notifies the other party and provides full information about the force majeure;\nuses best efforts to overcome the force majeure; and\ncontinues to perform its obligations to the extent practicable.\n\nEach party must take reasonable steps to mitigate any loss or damage, cost or expense it may suffer or incur arising out of anything done or not done by the other party under or in connection with the Agreement.\n\nJurisdiction. This Agreement shall be construed and enforced in accordance with the laws of Ontario and Canada as they apply in Ontario.\n\nEntire agreement & modification. This Agreement supersedes any prior oral or written understandings or communications between the parties and constitutes the entire agreement of the parties with respect to the subject matter hereof. This Agreement may be amended by Us from time to time by posting new versions of these terms on our website and notifying You. By continuing to use the services of Hypha you will confirm that you agree to the modified terms.\n\nMiscellaneous. If there is any inconsistency between these terms and any other document submitted by You or any other arrangement with Us, these terms prevail unless otherwise agreed by Us in writing.\nTo waive a right under this Agreement, that waiver must be in writing and signed by the waiving party.\nThe parties are independent, and this Agreement does not create any partnership, agency or employment relationship between them.\nIf any provision of these terms and conditions is held by any court to be illegal, void or unenforceable, such determination shall not impair the enforceability of the remaining provisions.\n\n\nExhibit A: Protocols\nThe following are the policies and processes of Hypha's fiscal sponsorship.\nCriteria: The Collective will provide evidence and Hypha will confirm that the Collective has met the criteria for engaging Hypha as a fiscal sponsor, being that the Collective has a mission that is value-aligned with Hypha's mission and carry out activities that create positive social impact.\nHypha fees and expenses: The Collective will be required to pay membership fees (\"Fees\") and cover any expenses Hypha incurred on the Collective's behalf as a result of this Agreement. The Collective is responsible to pay from the Fund the Fees that consist of:\n\n5% of all of the funds deposited into the Fund, regardless of source, for purposes of becoming a Collective of Hypha and maintaining such membership; or\nany specific amounts agreed between us in writing (due, for example, to there being a specific sum which we agree to look after for a specific fee); and\nall interest earned on the Fund which will be retained in Hypha's general fund.\n\nPayment processor expenses: In addition to the Fees, the Collective is responsible for any merchant account credit card processing expenses incurred by Hypha as a result of administration of the Fund, which are directly related to the Collective's purpose. Such expenses shall be pulled directly from the Fund by Hypha.\nPlatform: Upon execution of this Agreement, the Collective will be featured on Open Collective, an accounting and crowdfunding platform (the \"Platform\"), specifically on Hypha's page, which is owned by Hypha.\nHypha will set the Collective up on the Platform such that the Collective will have its own dedicated page that tracks, in total transparency, the funds that it raises and the expenses it incurs in relation to the Collective.\nThe Collective's page on the Platform will be linked to Hypha's Stripe account, PayPal account, TransferWise account, and bank account, so that Hypha has control over the funds received and disbursed under the Platform for purposes of the Collective. The Platform thus serves as a fundraising avenue for the Collective, enabling it to raise funds and be reimbursed for expenses incurred in relation to the Collective.\nThe Platform makes the revenue and expenses of the Collective available to the public through a transparent ledger.\nDisbursements: In order to receive a disbursement from the funds raised to cover expenses incurred in furtherance of the Collective, those seeking payment must submit receipts/invoices onto the Platform for review by the Hypha staff, via the \"Submit Expense\" feature on the Collective's page.\nUpon Hypha's receipt of receipts/invoices, it will review all documentation to ensure the expenses incurred are valid. Upon approval by the Hypha staff, Hypha will reimburse those expenses to the payee through the Platform using PayPal, TransferWise, bank transfer, or another mutually agreed payment option. Each time Hypha reimburses the Collective for such expenses, the funds allocated to the Collective on the Platform will automatically decrease by the amount reimbursed.\nFunds received & expenses paid outside platform: In the event that the Collective receives funding outside of the Platform (that which does not go automatically and directly into the Fund), Hypha will use a feature enabled on the Platform to 'Manually Add Funds' to the Collective's balance. This means that Hypha will assign the funds received in the Fund destined to the Collective, thus increasing its budget. In the same fashion, if an expense is paid outside of the Platform by the Collective, because, for example, the recipient does not hold a PayPal account or another payout method is required, then Hypha will use the 'Mark as Paid' feature on the Platform, which allows Hypha to record that an expense has already been paid through a different method and that amount is automatically deducted from the Collective's Fund balance.\nThis page was last updated on November 11, 2020. You can see previous versions on GitHub.\n"},"Hypha-Worker-Co-operative/member-workers.html":{"url":"Hypha-Worker-Co-operative/member-workers.html","title":"Member-workers","keywords":"","body":"Member-workers\nHypha has ten member-workers, or members, ten of which are full members and two are probationary members. Members are expected to acknowledge the duties of their relationship with Hypha by signing the Membership Acknowledgement.\nBeing a Good Member\nAt our 2020 AGM we began the process of defining what it means to be a good member, we came up with the following initial description:\nIn order to be a good member, we commit to:\n\nfollowing Hyphaβs Code of Conduct and Conflict Transformation processes\nbeing accountable to others, doing the work you've committed to, and coming prepared to all initiatives and meetings\nmaking time to learn and grow through co-working and peer sessions\nactively soliciting and providing feedback as you work on specific tasks\ntaking initiative to better yourself and Hypha\nsetting a high standard for the work you produce\ncultivating a healthy, collaborative environment, which means celebrating the accomplishments of your team and supporting each other through failure\n\nOur understanding was shaped from the following prompts and examples:\n\nPrompts:\nHow do you feel accomplished or that you have completed a task?\nWhat are the things you do before you come to a meeting?\nWhat do you need to (effectively) make a decision together?\nWhen do you feel like you've collaborated with hypha members well, what did you do?\n\n\nWhat our member statement is / isn't:\nIS:\nSkill-based, looking at individual capacities\n\"We\" and \"us\"-focused (i.e., \"I think this will help us work better together\")\n\n\nISN'T:\nList of working group or initiative responsibilities\nManagerial (\"I think that others need to do...\")\n\n\n\n\nExamples:\nSelf-Management is the art of autonomously recognizing what needs to be done, combined with the initiative to work cooperatively, in order to best meeting the collective needs of yourself and the cooperative.\n\nCasa Nueva\nCareful listening, summarizing and synthesis help us reach a good knowledge and understanding of what everyone needs, and find solutions everyone can accept. Put simply:\ngood listening enables us to hear what others are saying;\nsummaries help remind us of the key points in the discussion and check we have the same understanding;\nsynthesis is the skill that allows us to draw together different views and ideas to form one proposal that works for everyone.\nSeeds for Change \"Skills for Consensus\"\n\n\n\n\n\n\nMembers and Employees\nEvery member is both a member and an employee of Hypha, \nhowever there is a distinction between member duties and employee work.\nOur bylaws do not allow for members to be contractors and we do not employ dependent contractors.\nEmployees, as well as contractors and collaborators engaged in certain initiatives with Hypha,\nare expected to sign an Employee and Contractor Intellectual Property Agreement and comply with\ntax obligations as applicable to them.\nA member:\n\nHas completed a membership application (and/or been officially welcomed into \nthe membership)\nIs a founding, or permanent, member if they are one of the seven members who founded Hypha\nIs considered:\nactive if they have not requested to change their status\ninactive if they have requested to change their status\nInactive members are unable to vote, serve as a director, participate in \nprojects, or work as an employee for so long as they remain so\nInactive members can request to become active at any time\n\n\n\n\n\nAn employee: \n\nWorks as an employee under a contract of service with Hypha, see the CWCF's \"Guidelines for Determining Whether or Not There Is an Employer-Employee Relationship in a worker Co-op\" for clarification\nIs \"someone who performs work for an employer for wages,\" meeting the \nEmployment Standards Act, 2000 definition of employee \nIs considered permanent if they:\nHave completed a probationary period of one year \nAre not working under contract\n\n\n\nIn addition, people may had additional relationships with Hypha:\nA contractor:\n\nWorks as an independent contractor under a contract for service with Hypha\nProvides services clearly specified in a time-limited contractor agreement\nMay be a natural person or incorporated entity, domestic or foreign\n\nA collaborator:\n\nParticipates in open Hypha activities and projects without a formal employment\nrelationship\n\nNote: As a worker co-operative, there are specific conditions regarding members and employees, \naddressed in Article [1], [144.1] and [145] of the Ontario Co-operative Corporations Act. \nA summary is provided below:\n\nArticle 1 (1)\n\"Worker co-operative\" means a co-operative whose primary object is to provide employment to its members and as a condition of membership that, except in certain circumstances, a member must be employed by the co-operative (roughly at least 75 % of all employees are members of the co-operative, there are specific exemptions).\nArticle 1 (1.2) (and repeated in 144.1 (2))\nAn employee is not a permanent full-time employee if they are employed for a probationary period of one year or less; are employed under a contract for a term of two years or less; or have regular hours of work [that are] less than fifteen hours per week.\nArticle 145 (4)The co-operative must maintain a minimum of three members.\n\n\n"},"Hypha-Worker-Co-operative/member-application.html":{"url":"Hypha-Worker-Co-operative/member-application.html","title":"Member Application Process","keywords":"","body":"Member Application Process\nHypha is a worker co-operative that is governed and operated by its member-workers. Two weeks before probationary members become eligible for membership, i.e., two weeks before the completion of a full year as a probationary member, they should submit a completed member application form to members@hypha.coop in the body of an email or as a text attachment.\nThe application form consists of three questions. Probationary members should answer all questions to the best of their ability. There is no limit to the length, however, ideally the length of the completed application form will not exceed three pages at typical font sizes, to make reviews manageable.\nMembers will review submitted applications and vote to confirm membership of the applicants.\n\nApplications will not be evaluated on writing style as much as the content of the responses. \nThe focus of the evaluation is on the ability of applicants to be good members and steer the cooperative into the future. Applicants' execution on client projects is not the focus of the evaluation. \nEvaluations will take into account applicants' level of experience and opportunities to participate in internal activities of the organization. Those who have had limited opportunities to participate in organization decisionmaking due to other cooperative priotiies (such as project work) will not be needlessly penalized for it.\nApplicants must demonstrate a commitment to co-operative values in their responses.\n\nApplications should feel free to reach out to full members for support during the application process.\nMember Application Form\n\nv1.0 (2023-05)\n\nIntake information\n\nWhat is your full name?\nWhat date do you complete your probationary membership?\n\nQuestions\n\nWhy do you want to be a member of Hypha?\nAs an organization, what are Hypha's strengths and weaknesses?\nPerhaps the most important quality in a member is \"caring for the organization.\" What does this mean to you? How do you see yourself caring for Hypha in the coming years?\n\n"},"Hypha-Worker-Co-operative/board-of-directors.html":{"url":"Hypha-Worker-Co-operative/board-of-directors.html","title":"Board of Directors","keywords":"","body":"Board of Directors\nHypha has a board of directors that consists of a minimum of three and a maximum of twenty directors.\nThe current board includes four of our full members:\n\nCameron (term ending in 2026)\nDante (term ending in 2025)\nLexa (term ending in 2025)\nUdit (term ending in 2026)\n\nwith four officer positions (one vacant).\nOfficers\nPresident\nAim: Chair board meetings and cast the deciding vote in the event of a tie.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Dante (term ending in 2025)\nVice-President\nAim: Assume the President's duties when the President is unavailable.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Vacant\nSecretary\nAim: Call member/board meetings and steward of our legal documents.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Lexa (term ending in 2025)\nTreasurer\nAim: Hold custody of the Co-operative's funds and steward our books of account.\nTerm: 2 years, with renewal, or as often as necessary.\nIncumbent: Cameron (term ending in 2026)\n"},"Hypha-Worker-Co-operative/look-and-feel.html":{"url":"Hypha-Worker-Co-operative/look-and-feel.html","title":"Look and Feel","keywords":"","body":"Look and Feel\nName and wordmark\nIn prose or body text our name is in title case:\n\nHypha Worker Co-operative [when referenced for the first time in body text]\nHypha [short form and after initial reference]\nHypha Worker Co-operative Inc. [our legal name] \n\nFor web or print treatments we uppercase \"Hypha\": \n\nHYPHA Worker Co-operative \nHYPHA \n\nWe use the following wordmark in online spaces, services, and social media where we represent the organization: \n\nTypography\nOur heading typeface is Work Sans and our secondary (body) typeface is Proxima Nova. For the web we prefer using the sans-serif system font stack as our typeface.\nBody typeface (web)\n\nfont-family: -apple-system, BlinkMacSystemFont, avenir next, avenir, helvetica neue, helvetica, ubuntu, roboto, noto, segoe ui, arial, sans-serif\n\nColours\n\nBlack (X11 Black) \n\n#000000;rgb(0, 0, 0); \n\nGrey \n\n#777777;rgb(119, 119, 119);\n\nWhite \n\n#FFFFFF;rgb(255, 255, 255); \n\nVivid Violet \n\n#9900FC;rgb(153, 0, 252); \n\nLime (Web) (X11 Green) \n\n#00ff00;rgb(0, 255, 0); \n\nPreferred icons and emoji\nWe tend to use the following emoji and iconography: \nπ :mushroom:πΏ :herb:π΄ :black_flag: or β ⚑π :bug:π± :seedling:ποΈ :control_knobs:π΄ :palm_tree:πΉ :tropical_drink:βοΈ :sunny:π°οΈ :artificial_satellite: \nAssets and templates\nLook and feel assets are available in our Public Drive, and include:\n\nWordmark\nImage bank\n\n"},"Hypha-Worker-Co-operative/press.html":{"url":"Hypha-Worker-Co-operative/press.html","title":"Press","keywords":"","body":"Press and Public Speaking\nA selection of our press coverage and public talks. \nPress Coverage\n\nThe case against carbon emissions as a universal metric; Lee Harris, Financial Times, April 15 2024 (Hypha built the Spice tool) mentioned in the article).\nFinding the Friends of HEK Basel: How to Bring Membership Online with a DAO; WAC Lab - Web3 for the Arts and Culture, Dec 5, 2023\nCo-operatives, Work, and the Digital Economy: A Knowledge Synthesis Report; Cultural Workers Organize, May 19, 2022\nWorker Co-ops and the Sixth Principle; Canadian Worker Co-operative Federation, March 24, 2022\nCan a Worker's Co-Op Thrive in Big Tech?; Early, August 19, 2021\nEmergent Practices from the Decentralized Co-operative Web; OpenCollective Blog, May 27, 2021\nDesigning Radical Futures; Design Radical Futuresβ Instagram series, April 7, 2021\nHypha Worker Co-operative Seeks to Build Bridges; Canadian Worker Co-operative Federation, June 21, 2020\n\nSessions, Workshops & Talks\n\nThe Dweb in your Back Pocket, DWeb Camp, June 2023\nHolistic Local First Software, Causal Islands, April 2023\n564: Innovative uses of data, Spark - CBC Radio, January 6, 2023\nDecentralized web movement imagines 'a web with many winners' that puts community first, Spark - CBC Radio, October 7, 2022\nHuman Rights & Web3 for Activists: Salon #8, Amnesty International & Fight for the Future, September 29, 2022\nMozilla Festival, This Is What Solidarity Looks Like β Emergent Practices from the Decentralized Co-operative Web, March 2021\nDweb Meetup β The Latest in the DWeb Ecosystem. COMPOST Magazine & Distributed Press, March 2021\n#TechTalks with Chris Glover MPP, May 18, 2021\nX University CFE Series: Taming Big Tech: Exploring the Alternatives, Defund Big Tech, Refund Communities Panel, June 10, 2021 \nTreaty Lands, Global Stories, Co-Opt: A Symposium on Worker Co-operatives as Alternatives to Traditional Workplaces, November 18, 2021\n\nSubmitting Press Coverage\nTo submit press coverage and related content, follow these steps:\n\nOpen New Issue:\n\nGo to the Issues tab in the organizing-private GitHub repository.\nClick on New Issue.\n\n\nSelect the Template:\n\nChoose the Press Coverage Submission issue template.\n\n\nFill in the Details:\n\nTitle: Enter the content's title.\nHost: Specify where it was presented or the host organization.\nCategory: Select from Press Coverage, Session, Workshop, or Talk.\nDate: Input the date (YYYY-MM-DD).\nDescription: Provide a brief description.\nLink: Add a URL to the content.\n\n\nSubmit:\n\nReview your information for accuracy.\nClick Submit new issue to complete the process.\n\n\n\nThe communications team will review the submission and may reach out for additional details.\n"},"Policies/coc.html":{"url":"Policies/coc.html","title":"Code of Conduct","keywords":"","body":"Hypha Worker Co-operative Code of Conduct\nHypha Worker Co-operative strives to cultivate collective and inclusive growth in our communities, and to support meaningful livelihoods for our members, employees, contractors and collaborators. We offer a respectful and open workplace. Hypha is committed to providing a welcoming and harassment-free environment for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion, or technical skill level. \nOur Code of Conduct states our shared ideals. We strive to be considerate, respectful, and collaborative in our conversations and interactions with one another.\nWhen conflict arises, we follow the Conflict Transformation Process to collaboratively reach a resolution. \nOur Standards\nWe do not tolerate harassment of organization members, employees, contractors, or collaborators in any form. Harassment includes, but is not limited to:\n\nVerbal comments that reinforce social structures of domination related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion, technical skill level;\nSexual images in public and online spaces;\nDeliberate intimidation, stalking, following;\nHarassing photography or recording;\nSustained disruption of talks or other events;\nInappropriate physical contact;\nUnwelcome sexual attention;\nAdvocating for, or encouraging, any of the above behaviour.\n\nSexual language and imagery is not appropriate for any project interactions, including in online spaces.\nScope\nThis Code of Conduct applies to project and work spaces both online and in-person, and to public spaces (e.g. events, conferences etc.) when an individual is representing Hypha Worker Co-operative.\nInvoking Hyphaβs Code of Conduct\nParticipants asked to stop any harassing behavior are expected to comply immediately. Participants violating these rules may be sanctioned or asked to leave, at the discretion of the Hypha members and employees. If a participant engages in harassing behaviour, we may take any action we deem appropriate, including warning the offender or expulsion from events and online forums.\nCode of Conduct violations exist on a spectrum. The Code of Conduct exists to protect our participants and values, not simply to punish offenders. Worker-members, employees and other participants and collaborators are encouraged to invoke the Code of Conduct at a level appropriate to the offense, e.g. a 1:1 conversation expressing concern may be appropriate in some scenarios, immediate banning may be appropriate in others, and other scales of intervention might suit in-between situations. \nIf you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a worker-member or employee immediately. Those who wish to report a violation but donβt feel comfortable talking to the organizers online or at an event can email coc@hypha.coop, which sends an email to Udit Vira and Andi Argast.\nWhen reporting a Code of Conduct violation/reaching out for help, please use the chart below to help the Hypha member you are reaching out to understand your level of concern.\n\n\n\nSeverity\nDescription\n\n\n\n\n1\nSomething egregiously bad happened and I am seeking immediate restitution\n\n\n2\nSomeone was harmed and we need to address it but itβs not immediate\n\n\n3\nThe CoC was violated, Iβm not sure if anyone was harmed, but we should do something to make sure it doesnβt happen again\n\n\n4\nIβm not sure if this is a CoC violation per se but Iβd like to talk this through with someone and see if we should do more\n\n\n\nThis code of conduct is based on Toronto Meshβs Code of Conduct, and EDGIβs Code of Conduct. Please see these resources for their respective inspirations and influences. \n"},"Policies/conflict-transformation.html":{"url":"Policies/conflict-transformation.html","title":"Conflict Transformation","keywords":"","body":"Conflict Transformation Process\n\nThe idea is not to eliminate conflict... The aim is to transform it. \nβDiane Musho Hamilton\n\nAll member-workers, employees and contractors of Hypha Worker Co-operative must agree to follow Hypha's Code of Conduct, principles of being a good member and uphold the co-op's values when working together. These form the guidelines for our work together.\nWhen conflict within the co-operative arises, which is both natural, expected, and normal, the following process should be followed to transform the conflict into a better, or at the minimum, neutral experience for those involved. The goal of this process is to transform the conflict at the lowest level of escalation. \nStep 1. Personal reflection and support\nBefore discussing the conflict with the person(s) involved, take some time to reflect and consider the situation. Focus on understanding and naming your own feelings and reactions. Connect with a neutral third party (they can be a Hypha employee/member/contractor or someone outside the co-op) to discuss the situation, if this is an option. Move to Step 2 if the situation feels unresolved after working through it individually. \nStep 2. Have a direct conversation with the person\nBefore engaging in discussion with the person(s) involved, consider what you want to say. Resources for framing this discussion can be found in the NVC (non-violent communication) process or the DESC (Describe, Express, Specify and Consequences) framework. Pick a time and place that works for both parties. Use the framings outlined in the suggested resources to guide the discussion. Try to be considerate of the other person's perspective and feelings. Bring your best, most professional self to the discussion. If this isn't possible with your current mindframe, consider postponing until you feel calmer.\nStep 3. Engage in a supported conversation\nIf you can't resolve the problem after meeting and talking it through, a neutral mediator or third-party should be brought in (note: they don't need to be a trained mediator). This person should be trusted by all involved in the conflict, and they must commit to listening to everyone equally. The mediator in the conversation will not seek to solve the conflict but will instead keep people focused and on track during the discussion, while encouraging them to come to a resolution to the challenge. The mediator commits to active and equal listening and to asking clarifying questions throughout the discussion. These 4 non-violent communications tips for mediators can be used as a guide. \nStep 4. Consult a panel of colleagues\nIf the conflict cannot be managed by direct discussion or mediation, then the next step is to convene a panel of colleagues. As Hypha does not have a group dedicated to this, the Board of Directors is tasked with either appointing a neutral and external third-party organization, or participating directly by listening to both sides and ideally, staying in the conversation until a resolution is reached. If the conflict includes members of the Board, those parties will not be included on the panel.\nStep 5. Move from conflict transformation process to employment matter\nIf the above steps are not successful in resolving the conflict, the situation will become an employment matter. At this stage, members not engaged in the conflict will be asked to gather information about the situation and recommend next steps. Irresolvable conflicts may lead to someone leaving the co-operative, referral to external authorities if relevant, and/or systemic/structural changes to the co-op.\nThis process was shaped by drawing on resources from Loomio, Corporate Rebels, and New Ways of Working. \n"},"Policies/working-open.html":{"url":"Policies/working-open.html","title":"Working Open","keywords":"","body":"Working Open\nHypha operates with democratic organizing principles informed by our values. As part of that, we've developed a set of guidelines for how (and exactly what) and why we work in the open.\nWhy?\n\nIn order to share and provide opportunities for self- and collective- learning as we work in solidarity with others seeking to create meaningful livelihoods.\nNot because \"default to open\" is an ideal in itself, but because it orients us toward negotiating a set of practices around our shared intentions.\nYet we recognize openly sharing might prevent frank and necessary discussion beneficial to our members, and so we want to clearly lay out our practices of consent and privacy.\n\nHow and what?\n\nWe currently accommodate redactions and going off-the-record for meeting notes. Participants can request to stop taking notes, or redact and correct notes after they have been taken.\nWe recognize that some information should be treated as sensitive and confidential for the benefit of Hypha and its clients and collaborators. Anyone with access to confidential information is responsible for doing their best to keep that information secret and are expected to adhere to these guidelines.\n\nLegendπ view onlyπ view and participate \nDefault open to public:\n\nScope: Organization\nMeeting notes (all hands, working groups) and final documents (handbook) π\nTask tracking π\nAggregated financial statements π\n\n\nScope: Project\nProject deliverables*, task tracking, meeting notes, and aggregated financial statements π\n\n\n\n*This would include source repositories and code (e.g., on GitHub) and other process materials based on consensus on licensing and usage constraints.\nDefault open to members:\n\nScope: Organization\nMeeting notes and documents π \nTask tracking, project management (PM), and decision making (DM) tools π \nFinances (budget, expenses, and cash flow projections) and audit records π\nPotential opportunities and leads π \n\n\nScope: Project\nProject proposal(s), statement(s) of work (in-progress/signed), in-progress deliverables, and finances (budget, expenses, and cash flow projections) π\n\n\n\nDefault closed to specific working groups and project members:\n\nScope: Organization\nFull financial and personal information of members (e.g., home addresses, banking information, and social insurance numbers) π \nPersonal/financial information involving external parties π \nAdministration privileges including financial for services and infrastructure π \n\n\nScope: Project\nProject sensitive data sets (especially all non-anonymized/identifiable) and critical infrastructure π \n\n\n\nRequire consent before releasing:\n\nAudio, visual, and video recordings (e.g., photographs or recorded interviews)\nChat transcripts\nNotes involving external parties and collaborators\nMaterials from project retrospectives\n\nSensitive and confidential:\n\nPasswords, credentials, and sensitive personal information\nData sets, software, and other content in project work that we don't have consent to share\nFinancial or other business information of our clients and collaborators that we don't have consent to share\nData collected through our digital infrastructure, which may contain user account information or personal information\n\n"},"Policies/health-and-safety.html":{"url":"Policies/health-and-safety.html","title":"Health and Safety","keywords":"","body":"Occupational Health and Safety Policy\nHypha prides itself on being a healthy and safe place to work and conduct business. Every team member is responsible for maintaining a safe and healthy workplace by reporting hazards, accidents and unsafe conditions. We act in accordance with the Occupational Health and Safety Act of Ontario. \nRemote work\nErgonomics\nAs a remote-first workplace, employees are responsible for the ergonomics of their own workspace. \n\nOffice Ergonomics Resource List\nComputer Ergonomics\n\nSocial connection\nWhen working remotely, it can be difficult to maintain social connection both with coworkers and other people in your life. We encourage employees to be mindful of their social needs and develop strategies for meeting their needs both in and outside of the workplace. Some strategies for maintaining social connection with coworkers:\n\nRegular 1x1 meetings with people on other project teams, such as 30 minutes every other week)\nAttending org-wide social calls such as coffee breaks or social hangs.\nWorking outside of your residence, such as in a coworking space, library, or cafΓ©. Be mindful of client privacy and internet safety when using unsecured networks!\nDisconnect from work obligations outside of working hours to give yourself time to dedicate to family, friends, and other social activities.\nTalking to other remote employees about the strategies they use to stay connected :)\n\nDisconnecting from work \nEmployees must be familiar with Hyphaβs vacation and time-off policy. When on personal time (e.g., When on vacation, taking sick days, or after an employeeβs scheduled working hours), employees are expected to be unreachable for non-emergency project matters.\nPhysically co-located work\nWhen working in the same physical location, we encourage you to inquire who on the current Hypha team has formal first aid training and certification.\nHealth and Safety Resources:\n\nWSIB\nMinistry of Labour- Health and Safety\nOccupational Health and Safety Act\nOntario Health and Safety Partners\n\nFuture development\n\nHypha will establish a Joint Health & Safety Committee prior to bringing on its 20th team member to comply with the Occupational Health and Safety Act. \nHypha will establish a βdisconnect from workβ policy prior to bringing on its 25th team member, to comply with the Employment Standards Act, 2000 (ESA).\n\n"},"Policies/pet.html":{"url":"Policies/pet.html","title":"Pet Policy","keywords":"","body":"Pet Policy\nHypha is a pet-friendly workplace. You may run into personal pets of our staff during calls, or encounter digital office pets in our chat spaces.\nRoo\nRoo was born on the 25th of February 2022 to the collective care of Hypha staff.\nRoo is a lifeform on the Polygon blockchain. It wanders into our chat rooms and helps with office chores. You can teach Roo new tricks by contributing to this GitHub repository.\n\n\nSteps for transferring Roo\nThis guide assumes that you are currently in possession of Roo, which implies that you have a Polygon address connected to MetaMask (where Roo is located) and a few spare MATIC for gas fees. \n\nLogin to your account via MetaMask.\nVisit https://lifeforms.supply/ and click βConnectβ in the upper right corner.\nYou ought to see Roo with his usual name tag in the lower right. It should now have a βGiveβ option. \nClick βGiveβ and enter the recipientβs Polygon address. Double check the address!\nFiddle with gas settings as needed for your comfort level with processing time (MetaMask will likely give you an estimate of how long to expect).\nConfirm the transaction!\nEnsure that Roo has safely made it to a new wallet by visiting him at https://roobot.hypha.coop/ \nCalculate when the new custodian should start thinking about transferring Roo again (suggested: 85 days after the current date because Roo will die if he lives in the same wallet for 90 days - https://www.timeanddate.com/date/dateadd.html)\nCreate a calendar event on this date (βGet ready to transfer Roo!β) and invite the new custodian. Include a link to these instructions in the event description for easy reference. \n\n"},"Policies/peer-feedback.html":{"url":"Policies/peer-feedback.html","title":"Peer Feedback","keywords":"","body":"Peer feedback program\nWho it applies to\nGenerally speaking, there are three groups of people involved with Hypha:\n\nEstablished member: People who hold full membership in the co-op and are actively involved in the governance of Hypha. Generally able to act without support (but support is always nice).\nMember path: People who work with the co-op with the intention to co-govern Hypha in the future. This can include new members who still need support, probationary members, and contractors or employees who are on the path to probationary membership.\nNon-member path: People who work with us to fulfill project goals and with no intention to co-govern Hypha. This can be a contractor or an organization (dev shop).\nThe peer feedback program applies to members and people on the member path.\n\nProcess\n\nEvery January, all participants will engage in the peer feedback program.\nBefore beginning, all participants will review a one-pager document on soliciting, giving, and receiving effective feedback.\nEach individual will identify three specific areas they would like feedback on. These areas should be co-op focused items that peers have a path to forming an opinion on (i.e., Internal work, mannerisms, attitude, but not client-project-specific tasks). Open-ended questions are encouraged, but it is the joint responsibility of the asker and the feedback-giver to make sure thoughtful, detailed feedback can be generated. For example:\nHow can I grow in my ability to contribute to the co-op?\nDo I participate effectively in strategic problem-solving? Whatβs working vs. not working?\nAm I available and easy to connect with when people want time with me?\n\n\nEach participant will enter their questions on a Google form. Everyone will be able to see everyone elseβs requests for feedback but only the receiver can see the responses. \nParticipants must, at minimum, write feedback to their practice area team.\nEveryone is encouraged to give feedback to as many colleagues as possible.\n\nResources for soliciting, giving, and receiving feedback\n\nSeeds For Change\n\nDesired outcomes for peer feedback process:\n\nEveryone gets anonymized feedback from their peers. \nEveryone can self-select, if they so choose, to write feedback for additional people. \nThe person writing feedback knows who itβs for, but the person receiving it does not know who wrote it. \nNo one aside from the receiver is able to see the feedback. \n\n"},"Policies/salary-review.html":{"url":"Policies/salary-review.html","title":"Salary Review","keywords":"","body":"Salary Review Process\nObjective: Each member or employee completes a self-assessment and has their salary set based on the Hypha salary grid\nTiming: Annual salary reviews will follow the peer-review process and should occur in the first quarter of the year. Peer reviews must be completed before the salary review takes place, but the two processes should take place consecutively.\nSalary adjustments: To avoid the operational overhead of adjusting salaries multiple times per year, our annual cost-of-living increases (if approved at AGM) will be applied to the full matrix at the same time as the next annual salary review. Members and employees undertaking a 6 month re-review to hit particular L/R goals may have their salary adjusted twice in a single year if necessary. \nHow it works\nPart 1: Self-Assessment\nAssess where you are currently on the salary grid and consider whether you want to:\n\nMove up\nMove down\nStay where you are\n\nTo make this decision, use the following self-assessment questions to help you decide whether the current L and R make sense:\n\nWhat are your strengths?\nWhat are you most proud of accomplishing at work in the past year?\nWhat are your opportunities for improvement?\nWhat could you have done better at work over the past year?\nHow do you think you have contributed the most to the co-op over the past year?\nThink about the things you do well, and the things you like doing at Hypha. How can you build on your strengths to level up your career in the coming year? \n\nUse this resource for tips on how to craft your self-assessment, but remember that this document is for you, so use whatever format will be most valuable in your conversation with your review group.\nAlso consider the feedback you received during their peer review process.\nLastly, before you meet with your review group, make any prep material available to the members of your review group.\nPart 2: Review Group\nOnce the self-assessment is complete, you will schedule a meeting with your review group, which will consist of two or more people from Hypha. The review group will consist of one person you work closely with on a project, and someone with whom you share less direct project work. Review groups will be assigned and communicated by the Operations working group.\nWhat to expect during the review:\n\nAt the outset of this hour-long meeting, clearly state your intent to either change or retain your current position on the salary grid.\nIn cases where you are advocating for a salary increase, the review group will come to consensus about your L/R and time commitment within the review meeting.\nThere is no appeal process following this decision; however, you may request an additional review process 6 months from the date of the original decision\n\n\nIn cases where you would like to work fewer days or hold less responsibility, resulting in a salary decrease, the review group can only approve the reduction if the project lead thinks the project will be manageable with the change in commitment. A transition plan may be required.\nAfter the review meeting, you will send an email with your new L/R and time commitment to the Operations working group, who will meet with Finance to approve and finalize any salary changes.\n\nResources\n\nS.M.A.R.T. goals: plan your year by setting goals for yourself. These can be both personal and professional\nMiro Board SMART template\nSMART goal deep-dive reference\n\n\nReview peer feedback. Even if you received feedback that you did not agree with, use this as an opportunity to look at the feedback objectively\nConsider Hypha: review the relevant parts of the handbook and website to refresh your understanding of what it is we do, and how your work support and aligns with this\n\n"},"Policies/data.html":{"url":"Policies/data.html","title":"How We Use Data","keywords":"","body":"How We Use Data\nHypha is a worker co-operative incorporated in Ontario, Canada. \nWe run our public website, this member handbook, and a variety of services at the domain hypha.coop and its subdomains. \nThis page identifes what data we collect and why, as well as where and how long we store collected data for.\nThis page was last updated on April 29, 2024. You can see previous versions on GitHub. The outline and format is inspired by Projects by IF: How IF uses data.\nContents\n\nOur Websites and Hosted Services\nWhat data we collect\nWhy we collect data\nWhere we keep data\nHow long we keep data\n\n\nOur Social Media Accounts and Third-party Services\n\nOur Websites and Hosted Services\nThe following sites and services are at the domain hypha.coop and its subdomains:\n\nWebsite: hypha.coop\nHandbook: handbook.hypha.coop\nMeetings: meetings.hypha.coop\nShortlinks: link.hypha.coop\nCOVID-19 Solidarity: covid19.hypha.coop\n\nWhat data we collect\nSystem logs may contain:\n\nTimestamp of visit\nIP address\nOperating system\nBrowser type\nUser-specified URL to access the service\n\nUser accounts may contain:\n\nFirst and last name\nEmail address\n\nWe do not knowingly collect any information from children under the age of 13 without appropriate consent and authorization.\nIf you believe we have inadvertently collected personal information from a child under 13 without proper consents please contact data@hypha.coop so that we may delete such information as soon as possible.\nWhy we collect data\nWe keep standard system logs for monitoring of system performance and debugging purposes.\nSome of our hosted services automatically log the time you access your account on our systems, and may store \"cookies\" on your computer.\n\"Cookies\" are small pieces of information that a website sends to your computer's hard drive while you are viewing a website, which may stay on your computer until you delete them.\nThese are used by some of our hosted services to deliver a more personal and interactive experience.\nIn general, personal information you submit to us is used either to respond to requests that you make, or to aid us in serving you better.\nWe do our best to protect the personal information you share with us, and do not share them with third parties.\nWe may however, display and share anonymized feedback or personal testimonials on our website and social media, or in other publicly viewable places.\nWhere we keep data\nOur services are hosted on servers managed by third-party service providers, physically located in Canada.\nThese servers are accessible to members of Hypha, and specific collaborators as deemed necessary to deliver the services and content.\nWhere necessary, servers may also be accessed by other parties to comply with laws or to respond to lawful requests and legal process and in an emergency to protect the personal safety of any person.\nHow long we keep data\nSystem logs are generally retained for a duration that is appropriate for the particular system.\nUser accounts necessary to deliver services and content are generally kept indefinitely, and periodically backed up, until the account holders have requested to delete them.\nDeleting your account on a particular service generally does not mean all your information is deleted from our periodic backups.\nIf you have a concern, please email data@hypha.coop.\nThe Matrix chat in Hypha rooms are periodically wiped to keep only the most recent 3 months of history.\nHowever, as Matrix is a federated chat protocol, chat history older than 3 months may be retained by other homeservers, and in particular, public rooms with users from other homeservers.\nOur Social Media Accounts and Third-party Services\nWe use several social media accounts to share our work. We occasionally use the analytics tools provided by these platforms.\nOur social media accounts include:\n\n @hyphacoop on Mastodon (privacy policy)\n @hyphacoop on Twitter (privacy policy)\n Hypha Worker Co-operative on LinkedIn (privacy policy)\n\n\nWe also use third-party services to host and deliver services and content, almost exclusively to our members, however in some cases we may use them with our collaborators:\n\nBigBlueButton by The Online Meeting Cooperative\nDigital Ocean\nGitHub\nGoogle Workplace\nMatrix chat by Toronto Mesh\nSlack\nPlausible\n\nFor a full list of services we use, please refer to our Services Inventory.\n"},"How-we-work/virtual-office.html":{"url":"How-we-work/virtual-office.html","title":"Virtual Office","keywords":"","body":"Our Virtual Office\nWe interact with the public though the following channels:\n\nπ +1-437-887-6936 (We have specific guides for Accessing and Managing Voicemail)\nπ« #1308-1403 Royal York Road, Etobicoke, Ontario M9P 0A1\nπ§ hello@hypha.coop (we have specific guides for Using Email)\n\nInstead of a physical place we have virtual office with the following spaces:\n\nMatrix Chat (chat.tomesh.net)\nGitHub Organization, with a task tracker\nGoogle Drive (with both privileged π and public folders)\n\nWe also have the following \"helper\" tools to navigate our office spaces:\n\nLink Shortener (link.hypha.coop)\n\nBulletin Board\nCheck out the board for announcements and notices! Please feel free to add your own and put a readable copy in the folder.\n\n\n"},"How-we-work/onboarding.html":{"url":"How-we-work/onboarding.html","title":"Onboarding","keywords":"","body":"Onboarding\nWelcome to Hypha! This page is to help those getting situated in our organization.\nOnboarding Checklist\nThis is a checklist for onboarding new members, workers, and contractors to the Co-operative that should be done by the Operations WG. π\nNew workers and contractors will provide...\n\nPreferred pronouns\nA permanent and/or mailing address\nA personal email for communications\nA google-friendly email address (this could be a prior personal address or a hypha email can be used once set up)\nA Signal-friendly number \nA Matrix account (feel free to register on the Toronto Mesh homeserver where Hypha rooms exist)\nA Github account\nFor members and workers:\nTheir Social Insurance Number (SIN) \nCompleted TD1 and TD1-ON forms \n\n\n\nOperations will...\nSet up contractor documents\n\nPrepare and provide an Independent Contractor Agreement outlining the service description, contractor relationship, including the Intellectual Property Agreement\n\nSet up employee documents, employee record and payroll\n\nPrepare and provide an Employee Acknowledgement outlining the job description, employment relationship, including the Intellectual Property Agreement\n\nCollect information above and complete employee record\n\nAdd member SIN to BitWarden and share access with People Operations group.\nChange the member access to the entry as read-only, as this information is for recording keeping and the Member should not be able to modify it\n\nCollect encrypted (see Sensitive Data guide) TD1 and TD1-ON forms to Drive\n\nAdd member to Clockify and as Employee in Wagepoint for payroll\n\n\nSet up communications\nGoogle Account\nThese actions require the Super Admin permission.\nCreating a new user\nLogin to Google Admin\n\nOn the admin home page click on Add a user\nFill in their information\nLeave the Secondary email and Phone number blank\nClick on Manage user's password, organizational unit, and profile photo\nSelect Automatically generate a password\nClick on ADD NEW USER button\nCopy the password\nSend a email to the new user using their personal email with instructions to log in using the password above\nUpdate the emails document with the new email\nAdd the new user to the everyone group\n\nGoogle Drive\n\nAdd to Google Drive and invite to calendars:\nhttps://link.hypha.coop/calendar\nhttps://link.hypha.coop/availability\n\n\n\nSignal\nAn admin user of the hyphacoop (Emergency Channel) room needs to add the new employee.\n\nOpen the Signal app and open the room\nOpen the room setting\nClick on the Add members button\nEnter the number or select the contact of the new employee\n\nMatrix (Channels as needed)\nIf the user already has a Matrix account, they can use their own.\nIf they don't have an account, send a link to our preferred Matrix server (https://chat.tomesh.net) to register. The access token needed to register is hyphaworkercoop.\n\nInvite the user to mandatory channels \nhyphacoop\nhypha:private-general\n\n\nInvite to other channels as required\n\nIf the user needs to be admin in a room and they are on a homeserver other than @tomesh.net only give them a max power of 99. Giving the user a maximum power of 100 will make it impossible to remove the user from the room.\nGitHub\nTo add users to the repos, someone in the Owner group is needed to invite new Outside collaborators for contractors and Members for employees.\n\nLogin to GitHub and go to https://github.com/orgs/hyphacoop/people\nClick the Invite member button\nIn the search box enter their provided GitHub handle and select the user and click Invite\nInvite to repos as needed\n\nSlack (As needed)\nOpen the Slack web app and invite using their @hypha.coop email to the Hypha workspace.\nBitwarden (As needed)\nThese action needs the admin admin user privileges.\n\nLogin to Bitwarden\nClick on Organizations on the top menu\nClick on the Manage tab\nClick on Invite user button and invite the user with their @hypha.coop email\nMake sure USER TYPE is set to User\nUnder ACCESS CONTROL select This user can access only the selected collections.\nSelect the collections that the new user should have access to. This can also be modified after the user is created\nClick save and let the user know about the login instructions\n\n\n\n\n"},"How-we-work/time-commitment.html":{"url":"How-we-work/time-commitment.html","title":"Time commitment","keywords":"","body":"Time Commitment\nWhen the co-op was founded, Hypha maintained a four-day work week; however, some members and employees have opted to work five-day weeks, while others work part-time hours. As a consultancy, Hypha requires members to have a mix of billable and non-billable time commitments. Initiative leads (i.e. project leads) are responsible for determining the appropriate time commitment of their team members; this is revised per quarter across the organization. Each member is also alloted at least one half-day per week to spend on internal work related to the co-operative.\nInitiative leads invoice clients based on the team capacity committed to their initiative. Team members are responsible for managing their own time accordingly, and for ensuring they are meeting the delivery expectations set out by their leads.\nHow this works in practice\nIf Alice works 4 days a week at Hypha and works on two client initiatives, her commitment will look something like this:\n\n\n\nInitiative\nCommitment\n\n\n\n\nClient initiative A\n2.0 day\n\n\nClient initiative B\n1.5 day\n\n\nHypha (non-billable)\n0.5 day\n\n\n\nBased on this, Alice's time is 87.5% billable. When we invoice the clients, Hypha bills Alice's day rate, for example at $1,600 x 2 for Client A and $1,600 x 1.5 for Client B = $5,600 per week.\nFinancial forecasting\nFor the Finance Working Group's projections, we know that Hypha:\n\nhas 12 days of public holiday equivalent to three 4-day weeks\nhas Christmas week closure (Dec 27-Jan 1) roughly equal to one 4-day week\nhas three weeks of vacation for the employee\n\nTherefore, Alice works 45 of the 52 calendar weeks in a year. 45 x $5,600 = $252,000 is effectively the revenue that Alice brings in over the calendar year.\n"},"How-we-work/compensation-benefits.html":{"url":"How-we-work/compensation-benefits.html","title":"Compensation and Benefits","keywords":"","body":"Compensation and Benefits\nCash Compensation\nMembers at Hypha, full-time or part-time, permanent or otherwise, are evaluated based on the following criteria:\n\nskills and experiences\nresponsibilities\nseniority in organization\n\nFull details and salary tiers are specified in our Employee Salary Guide.\nVacation Days\nMembers are entitled to three weeks of flexible plus one week of fixed time off. For a full-time member working four-day weeks, that amounts to 12 days of flexible vacation days plus the fixed week of December Holidays.\nFull details about time off is specified in our Holidays, Time Off, and Leaves page.\nHealth Benefits\nCanadian employees are eligible for enrolment into our group benefits plan three months after their start date. Foreign contractors receive a modifier to their cash salary in place of group benefits.\nOur provider is the Co-operators and we are able to provide the following to members based on hours worked:\n\n\n\nEmployee Status\nBenefits\n\n\n\n\nPT (0.25 or 1 day/week )\nNo benefits\n\n\nPT (0.50 or 2 days/week)\nLife, AD&D, LTD + HSA\n\n\nFT (0.75 or 3 days/week, and above)\nLife, AD&D, LTD, EHC, Dental + HSA\n\n\n\nWhat do all of those mean? See their definitions by the Co-operators.\nLabour Patronage\nAs a worker co-operative, Hypha has a policy of allocating part of our annual surplus (or loss) towards individual members' capital accounts, as defined in section 6.4 of our bylaws.\nThe co-operative keeps an account balance for each full member. After each fiscal year, 20% of the co-operative's surplus/loss in that year is allocated among all the members according to labour contribution (i.e., time commitment) through the fiscal year.\nCurrently, the account balance is loaned to the co-operative at 0% interest as liquidity for business activities. There is no process for members to receive the balance, except when a member resigns their membership, at which point their account balance is paid out.\nClient Initiative Allocations\nHypha participates in projects where clients may offer incentives to key individual contributors in the form of shares (e.g., founders shares, stock options, Restricted Stock Units (RSUs)), tokens, bonuses, or other incentive-alignment mechanisms. Members are free to make these arrangements directly with clients as appropriate. These incentives are owned and managed by the individual, and do not involve the co-op.\nHistorically, there have been cases where Hypha receives a small allocation, or where the co-operative participates in the capitalization table. There are also instances where neither individuals nor the co-op are involved in the allocation agreements. The arrangement depends on the client's intention and Hypha's role in the project. In cases where the co-op receives asset allocations, they become part of Hypha's assets and are collectively managed by the membership, similar to other asset types.\nDemocratic Governance Participation\nA worker co-operative is democratically managed by its membership; this means that all key decisions require one-person-one-vote approvals as defined in our bylaws. These decisions are made throughout the year, and most importantly at our Annual General Meeting.\nIn their first year, probationary members participate in many of the important Hypha-related discussions without actual voting power. Once someone is accepted as a full member, they become a voting worker-member who is responsible for the strategic direction of the co-operative and its obligations to the membership.\n"},"How-we-work/salary.html":{"url":"How-we-work/salary.html","title":"Employee Salary Guide","keywords":"","body":"Employee Salary Guide\nThis document outlines the salary tiers of Hypha members and the review process.\nEvaluation\nThe base salary for each member is determined according to:\nBase Salary = 51,250 CAD * L^l * R^r * S^s * Modifiers + Adjustment\nwith the following criteria:\n\n\n\nCriteria\nScaling factor\nDescription\n\n\n\n\nLevel\nL=1.160\nSkills and experiences l=[0-6]\n\n\nResponsibility\nR=1.120\nResponsibilities r=[0-4]\n\n\nSeniority\nS=1.025\nSeniority in organization s=[0-3]\n\n\nCommitment\n0.250-1.200\nModifier applied to members working part-time or over-time each week\n\n\nContractor\n1.050\nModifier applied to contractors who do not receive employee benefits\n\n\nGeo-upscaling\n1.150\nModifier applied to members living in higher cost of living regions compared to Toronto\n\n\nGeo-downscaling\n0.850\nModifier applied to members living in lower cost of living regions compared to Toronto\n\n\nAdjustment\n\nCustom dollar amount adjustment applied on a case-by-case basis\n\n\n\nAt salary review time, each member will perform a self-assessment to suggest their L and R to an review group made up of other members who are most suited to contribute to their evaluation. Together they will determine the appropriate values for the upcoming cycle. S and the Modifiers are based largely on objective factors, and a custom dollar amount Adjustment may be applied to retain members with high market demand skills, or in other special circumstances.\nSalaries are reassessed at minimum annually, or more frequently, at maximum quarterly. If a new hire or existing member negotiates a higher salary, we should reassess all roles to ensure pay consistency.\nSkills and experiences\nL0: Entry-level with proficiency in a few core skills for relevant position. Not self-sufficient and needs mentorship and peer learning to progress both in execution and self-growth.\nL1: Proficient in core skills necessary for the position, and can execute on tasks once they are defined. Needs mentorship in acquiring new skills as needed.\nL2: Years using core skills for relevant position. Able to self-motivate and independently acquire new skills as required for the role. Needs mentorship for big-picture thinking but self-sufficient in working to an abstract plan.\nL3: Many years with core skills and broad set of adjacent skills for position. Self-motivating and self-managing, able to mentor others. Comfortable signing off on deliverables relevant to areas of expertise.\nL4: Confident with core skills and adjacent skills. Leads and mentors others. Leads in defining initiative strategy and independently manage end-to-end delivery of initiatives. Effectively contributes to the overall growth and direction of the organization.\nL5: Brings their own distinct approach to a relevant position, and is able to articulate and execute on this to achieve the mission of the organization. Has a least 10 years (or equivalent) of relevant work experience and ability to lead the execution and delivery of large complex initiatives.\nL6: Widely regarded as a domain expert both internally and externally, and is regularly approached for advice and expertise in their relevant field. Ability to lead the execution of large complex initiatives while simultaneously guiding the strategic vision and mission of the organization.\nResponsibilities\nR0: Meets good member requirements. Performs tasks as defined by others.\nR1: Takes ownership of key deliverables and occasional leadership of small initiatives or sub-initiatives within larger initiatives. Supports others in small ways (e.g., peering).\nR2: Leads initiatives and/or back office functions regularly and reliably. Defines objectives and tasks, ensures the quality of deliverables. Can reliably interact independently with internal and external teams without guidance or oversight.\nR3: Manages internal and/or client and partner relationships. Often serves as the go-to person on an internal topic, or to interface with external teams. Contributes reliable and thoughtful feedback to organizational strategy and recognizes new opportunities.\nR4: Leads one or more major initiatives regularly and reliably. Serves as point person to long-running client initiatives. Actively contributes to developing the organizational strategy and represents the organization publicly. Leads the exploration of new opportunities for the organization and responsible for its long-term sustainability.\nSeniority in organization\nS0: A new employee who is a probationary member, or foreign contractor who is specially approved to be a probationary member.\nS1: A member who is in their first year of full membership.\nS2: A member who is in their second or third year of full membership.\nS3: A member who has been a full member for more than three years, or is a founding member.\n*A year implies full-time commitment. For part-time workers, a year is the time commitment equivalent of a full-time year.\nBase salaries\nThe table below lists base salaries at S=0 in CAD for four-day work weeks. This is also called 1.00 commitment. Part-time members will have a 0.75, 0.50, 0.25 multipler proportional to their days worked per week. If a member works five-day weeks, a 1.20 multiplier is applied. S, Modifiers, and Adjustment are based on top of these values.\n\n\n\nS=0\nR0\nR1\nR2\nR3\nR4\n\n\n\n\nL0\n51,250\n57,400\n64,288\n72,003\n80,643\n\n\nL1\n59,450\n66,584\n74,574\n83,523\n93,546\n\n\nL2\n68,962\n77,237\n86,506\n96,887\n108,513\n\n\nL3\n79,996\n89,595\n100,347\n112,389\n125,875\n\n\nL4\n92,795\n103,931\n116,402\n130,371\n146,015\n\n\nL5\n107,643\n120,560\n135,027\n151,230\n169,378\n\n\nL6\n124,865\n139,849\n156,631\n175,427\n196,478\n\n\n\nThis table is reassessed each year at our Annual General Meeting, taking into consideration inflation and other factors.\n"},"How-we-work/holidays.html":{"url":"How-we-work/holidays.html","title":"Holidays, Time off, and Leaves","keywords":"","body":"Holidays, Time Off, and Leaves\nVacation and PTO Days\nOn a quarterly basis, members should identify their time commitment (i.e., three- or four-day work week). Based on this, members are entitled to 3 weeks of flexible time off, plus the December Holidays between Christmas Day and New Year's Day, when Hypha's virtual office is closed.\n\n\n\nDays in work week\nFlexible vacation days over year\n\n\n\n\n1\n3\n\n\n2\n6\n\n\n3\n9\n\n\n4\n12\n\n\n5\n15\n\n\n\nIt is strongly recommended that members take all their alloted days, and in the event that they are not fully utilized, only a maximum of 2 weeks can be paid out each year.\nHow to track vacation time\n\nSend an email to Operations. Include vacation start and end dates, and number of days you will be taking off. \nAlso note: your usual day off should not be tracked as a vacation day (eg: You donβt work Fridays in a regular work week)\nOperations coordinator will update the vacation tracking spreadsheetπ\nOperations coordinator will add your vacation to the shared Availability calendarπ\nBlock out your personal Hypha calendar with out of office/vacation time to ensure people donβt book meetings during the time you are away.\nPlease post a message in #private-general chat right before you go on vacation, as a reminder you will be away and when.\n\nLieu Days\nWhen a member works beyond the allotted hours in their full work week, they are expected to take a lieu day at a later date so as not to overwork themself. For example, if Alice commits to working a four-day work week but ends up working five days in a particular week, they should work three days the next week (or within a reasonable amount of time).\nLieu days are self-tracked and arranged with the member's initiative leads as to be not distruptive to the initiative.\nSick Days\nWe have no policy limiting the number of sick days that members take.\nLeaves of Absence\nProlonged absences beyond the allocated vacation days are not limited, but they are not considered paid vacation, and arrangements should be made with initiative leads with corresponding time commitment adjustments.\nPublic and Additional Holidays\nOur virtual office is closed during Ontario's nine public holidays. We recognize three additional holidays where the office is closed and members are encouraged not to work:\n\nCivic Holiday (first Monday in August)\nMay Day or International Workers' Day (May 1)\nRemembrance Day (November 11)\n\nAdditionally, the December Holidays where the virtual office is closed between Dec 25 and Jan 1.\nIf a public holiday lands on a member's off-day under a four-day work week, the member should take one of the work days off as a make-up holiday.\n\n\n\nHoliday\n2024\n2025\n\n\n\n\nNew Year's DayJanuary 1\nMon, January 1\nWeds, January 1\n\n\nOntario Family DayThird Monday in February\nMon, February 19\nMon, February 17\n\n\nGood FridayFriday before Easter Sunday\nFri, March 29\nFri, April 18\n\n\nMay Day (International Workers' Day)May 1\nWeds, May 1\nThurs, May 1\n\n\nVictoria DayMonday before May 25\nMon, May 20\nMon, May 19\n\n\nCanada DayJuly 1\nMon, July 1\nTues, July 1\n\n\nCivic HolidayFirst Monday in August\nMon, August 5\nMon, August 4\n\n\nLabour DayFirst Monday in September\nMon, September 2\nMon, September 1\n\n\nThanksgivingSecond Monday in October\nMon, October 14\nMon, October 13\n\n\nRemembrance DayNovember 11\nMon, November 11\nTues, November 11\n\n\nChristmas DayDecember 25\nWeds, December 25\nThurs, December 25\n\n\nBoxing DayDecember 26\nTues, December 26\nFri, December 26\n\n\n\n"},"How-we-work/initiatives.html":{"url":"How-we-work/initiatives.html","title":"Initiatives","keywords":"","body":"Initiatives\nInitiatives are mission-oriented projects that are executed by a self-organising team of 2-4 Hypha members who have the skills and tools to design, build, gather feedback or test, and finalize/release on the project. \nBelow we have the list of active initiatives as of 2023 Q2. Detailed information about our client projects is in our initiatives database π. \n\nAll hands\nResponsible for facilitating the monthly All-Hands meeting series where we share monthly updates on client projects, internal working groups, and discuss co-op business.\nβ
Tasks: GitHub board > all-hands label \nCommunity cultivating\nSupports the social connections and team bonding within the co-op by hosting social events.\nβ
Tasks: GitHub board > community-cultivating label \nCoop dev\nSupport cooperative ecosystem developments.\nβ
Tasks: GitHub board > coop-dev label \nData centre\nResponsible for monitoring and maintaining infrastructure stored in our data centre, and responding to infrastructure emergencies.\nβ
Tasks: GitHub board > data-centre label \nDripline\nResponsible for maintaining our reading/writing practice and publishing posts to our Dripline blog.\nβ
Tasks: GitHub board > dripline label \nEngineering culture\nFacilitates the sharing of engineering knowledge across client projects to upskill engineers and define Hypha's engineering values.\nβ
Tasks: GitHub board > engineering-culture label \nHandbook\nHolds primary responsibility for maintaining our internal handbook at handbook.hypha.coop (e.g., Noticing and fixing broken links, calling for adjustments to out-of-date material).\nβ
Tasks: GitHub board > handbook label\nπ Repo: handbook-repo\nHello Hypha\nFacilitates the external meeting series in which we meet with new organizations or companies. First point of contact for new contacts looking to get in touch with Hypha.\nβ
Tasks: GitHub board > hello-hypha label\nInnovation circle\nOrganizes regular meetings with domain experts to share problems and stimulate creative thinking on various issues. Each person brings a problem statement + resource list + desired output for their problem and the circle briefly discusses and checks in each session.\nβ
Tasks: GitHub board > innovation-circle label\nRoo dev\nDevelops and maintains our Matrix chatbot.\nβ
Tasks: GitHub board > roo-dev label\nπ Repo: roo-repo\nSubject matter support\nResponsible for providing subject matter expertise on a particular topic.\nβ
Tasks: GitHub board > subject-matter-support label\nWebsite\nMaintains the content in our public-facing website at hypha.coop.\nβ
Tasks: GitHub board > website label\nπ Repo: hypha-coop-repo\nBack office working groups\nContains core business activities for sustaining Hypha's virtual office. \nFinance\nResponsibilities: Stewarding the financial sustainability of the organization, ensuring that a clear picture of the organizationβs financial status is available.Tasks: Establishing accounting practices, maintaining financial accounts, processing invoices, expenses, and payroll, and creating reports on our financial statements and tax obligations. \nπͺ Squad Members: Dante (lead), Andi, Cameron, Yurko \nβ
Tasks: GitHub board > finance label\nInfrastructure\nResponsibilities: Managing technical infrastructure and providing technical support for our organizationβs internal tools and services.Tasks: Maintaining servers, configuring tools such as Google Workspace and Slack. \nπͺ Squad Members: Elon (lead), Mauve, Yurko\nβ
Tasks: GitHub board > infrastructure label\nOperations\nResponsibilities: Managing and overseeing day-to-day operational activities and processes, creating and refining org-wide policies and processes.Tasks: Creating, reviewing, signing contracts; creating and documenting workplace policies; planning and executing org-wide events such as our Annual Retreat, AGM, and other internal-focused meetings such as All-Hands; supporting practice areas in operational tasks such as hiring. \nπͺ Squad Members: Violet (lead), Lexa, Mauve\nβ
Tasks: GitHub board > operations label\nStrategy / Opportunities\nResponsibilities: Defining the organizationβs overall strategy and approach to business.Tasks: Identifying and seeking out new opportunities for business growth and development. \nπͺ Squad Members: Ben (lead), Andi, Cameron, Mauve, Udit\nβ
Tasks: GitHub board > strategy label and opportunities label\nGovernance\nResponsibilities: Responsible for the organization's corporate governance, including records and bylaws.Tasks: Designing the co-operative's organizational structure to best fulfill the expectations of its key stakeholders, including but not limited to the membership and the board of directors. Ensuring that the co-operative maintains accurate and sufficient corporate records, maintains and interprets the bylaws. \nπͺ Squad Members: Lexa (lead), Ben, Dante, Udit\nβ
Tasks: GitHub board > governance label \nCommunications\nResponsibilities: Guiding internal and external communications in alignment with its strategic vision.Tasks: Crafting Hypha's communication strategy, aligning messaging with the co-operative's core values, leading marketing and branding initiatives and ensuring cohesive internal communications.\nπͺ Squad Members: Vincent (lead), Andi, Dante, Violet\nβ
Tasks: GitHub board > comms label \n\n\n"},"How-we-work/roles.html":{"url":"How-we-work/roles.html","title":"Roles","keywords":"","body":"Roles\nRoles are loosely defined one-person jobs/responsibilities held within the co-op. Some roles exist only within the constraints of a particular meeting, while others persist as part of a working group or relationship with another member.\nPer-meeting / sporadic roles\nThese roles occur within meetings or as-needed.\nCultivator (meeting chair)\n\nEligibility: A person present at the meeting\nResponsibilities: Clearly define meeting topics and objectives, keep meeting on-track and within the allotted time\nTasks: Solicit agenda items, set agenda, guide conversation around meeting topics, ensure action items and notes are distributed/uploaded as appropriate\n\nNotetaker\n\nEligibility: A person present at the meeting\nResponsibilities: Ensure that the meeting is documented and important information is recorded\nTasks: Create meeting notes, record important ideas and outcomes from meeting\n\n\n\nSocial Media Steward\n\nEligibility: Anyone in the co-op\nResponsibilities: Manage Hyphaβs social media presence with guidance from other members. Facilitate posting and social media strategy.\nTasks: Post content on existing platforms (Twitter, LinkedIn) behalf of other members and project teams, create accounts to squat namespace as needed.\n\nChat Facilitor\n\nEligibility: Any full members in the co-op. Rotated every quarter, with a backup volunteer in case of illness or vacation.\nResponsibilities: Ensure that online chats stay effective, respectful, and on-topic. Initiate decision-making processes when needed.\nTasks: Read chat messages promptly in private-general and members-only. Recognize and respond to certain scenarios:\n\n\n\n\nRecognize\nAct\n\n\n\n\nPeople are getting off-topic\nReminder to refocus, restate the topic\n\n\nConversation is heated\nReminder to follow CoC, non-violent comms, take a break\n\n\nConversation is too long\nAssign someone to summarize in a GitHub issue / schedule meeting\n\n\nImportant people are missing\nSuggest waiting to continue conversation\n\n\nImportant conversation concludes\nAssign someone to write the conclusion in a GitHub issue for preservation\n\n\nImportant conversation stops inconclusively\nPrompt contributors for next steps\n\n\n\nRoles within working groups\nFinance Steward (role within Finance)\n\nEligibility: Full and probationary members in the Finance WG\nResponsibilities: Work in collaboration with the Finance WG to manage and execute on financial related tasks on behalf of Hypha\nTasks: AP/AR, monthly invoicing, financial reporting, coordination with the bookkeeper, paying contractors, payroll, coordinating employee expenses, etc.\n\nPayroll Coordinator (role within Finance)\n\nEligibility: Full and probationary members in the Finance WG\nResponsibilities: Ensuring payroll is submitted to Wagepoint before the processing deadline (8th or 9th) each month, and paid out on the 15th.\nTasks: Verifying LTD rates from Co-operators, entering accurate monthly hours and salary, and entering employee expenses quarterly.\n\nKey Holder (role within Finance)\n\nEligibility: Full members in the Finance WG\nResponsibilities: Keep Hypha's cryptocurrency secure by safely managing our keys and making transactions on our behalf.\nBasic knowledge of the features and capabilities of their hardware device\nClearly understand the security risks associated with a leaked key\nAwareness of various attack vectors (e.g., phishing etc.) that could lead to a leaked key\n\n\n\n\nTasks: Create and sign on-chain transactions within 36 hours of a decision being made by Hypha membership. Keep mnemonic, backup mnemonic, and hardware device safe.\n\nOperations Coordinator (role within Operations)\n\nEligibility: Full and probationary members in the Finance WG\nResponsibilities: Working with the Operations WG and the Finance WG to oversee, manage, and execute on both operational and financial tasks on behalf of Hypha.\nTasks: A full range of tasks related to finance, operations, HR, assisting with planning annual events (AGM, retreat), etc.\n\n\n\nRelational roles\nRelational roles are part of helping incoming members develop in their path towards membership.\nMembership mentor\n\nEligibility: Full members\nResponsibilities: Ensure that assigned mentee understands and is prepared for the responsibilities of membership\nTasks: Regular check-in meetings with membership mentee, answering questions and supporting menteeβs growth towards membership\nTerm: One year (length of menteeβs probationary membership period)\n\nMembership buddy\n\nEligibility: Probationary member\nResponsibilities: Calibrate progress and provide peer support to a fellow membership-path person\nTasks: Regular check-in meetings with membership buddy for peer learning and support \nTerm: Up to one year (length of menteeβs probationary membership period)\n\nLeadership roles\nPractice lead\n\nEligibility: Full and probationary members \nResponsibilities: Manages the strategy and opportunities within a particular practice area that stretches beyond single-client projects.\nTasks: Hold context around a practice area and make decisions about resourcing, opportunities, long-term strategic decisions. \n\nProject lead\n\nEligibility: Full and probationary members \nResponsibilities: Oversees a particular client account and is accountable for its deliverables.\nTasks: Organize and support a project team in their work.\n\nWorking group lead\n\nEligibility: Full or probationary member who is a consistent part of the working group\nResponsibilities: Oversee working groupβs overall pace and direction, supporting other members in their work and priorities\nTasks: Regular working group meetings, monitoring org-wide kanban board for relevant tasks\n\n"},"How-we-work/meetings.html":{"url":"How-we-work/meetings.html","title":"Meetings","keywords":"","body":"Meetings\nThe purpose of this resource is to share details about how and when we\nmeet.\nContents\n\nTypes\nAll Hands\nQuarterly Planning\nSemi-annual Retreat\nMembers Meeting\nBoard Meeting\nSocial Time\n\n\nCalendar Holds\n\nTypes\nAll formal meetings are expected to have someone in the Cultivator &\nNotetaker roles.\nAll Hands\nπ Schedule: Monthlyπ Duration: 60 minutesπ Template: link.hypha.coop/template\nAll Hands meetings are our general sync-up. We all try our best to be there. These meetings are intended to enable cross-initiative discussion, provide a space to seek input, build trust through co-presense, to identify and re-assign issues to appropriate initiatives, to vote and consense on organization-wide decisions. \nThis format involves: check-ins, announcements, initiative updates, and discussions (See template for specifics). We adjust the regularity and format based on our workload (inside and outside co-op), the time of year, and the needs of organization-wide initiatives.\nQuarterly Planning ππ±ποΈ\nπ Schedule: Every 3 months (supplanted by retreat and AGM)π Duration: 2.0 hoursπ Template: \nQuarterly Planning meetings are our place to sync on strategic goals and initiative progress and timelines. We also make some organization-wide decisions on priorities and member capacity. This is a place to vote and consense on organization-wide decisions. It is important for us all to be there, preferrably in-person. \nThis format involves: check-ins, announcements, initiative updates and budgeting, member and organization capacity, and finances.\nSemi-annual Retreat π΄πΉ\nπ Schedule: Every 6 months (co-scheduled with AGM every second retreat)π Duration: 1 dayπ Template: \nSemi-annual Retreat meetings are our place to propose strategic goals (3-5), align on initiatives, develop key results (measures) and links those to both goals and initatives, to identify and re-assign issues to appropriate initiatives, to vote and consense on organization-wide decisions and build trust through co-presense. \nIt is important for us all to be there, preferrably in-person.\nThis format involves: check-ins, announcements, strategic goal development, initiative updates and budgeting, member and organization capacity, and finances. We adjust the specific scheduling based on our workload and timing of organization-wide initiatives.\nInitiative Calls\nπ Schedule: As needed\nπ Duration: As neededπ Template: link.hypha.coop/wg-template\nThese meetings are set up by initiative leads and member-workers on an as needed basis to enable the work of initatives, manage tasks and check-in on progress.\nAnnual Members Meeting βοΈπ°οΈ\nπ Schedule: Annually, per our Bylaws they \"shall be held within 4 months of the fiscal year end and within 15 months of any previous annual meetings\", with appropriate notice givenπ Duration: 0.5 dayπ Template: \nAnnual members meetings (AGMs) are our annual review where we elect the board, accept finance statements, and hear updates on the work done over the previous year. We schedule this with a board meeting and strategic retreat and adjust the specific scheduling based on timing of organization-wide initiatives.\nSpecial Members Meeting\nThis format is a variation of the members meeting that can be called by the board or any 20% portion of the active members to cover urgent matters that can't be handled at a All Hands (e.g., something requiring a formal motion or vote by the member).\nBoard Meeting\nπ Schedule: As often as required with appropriate notice, per our Bylawsπ Duration: 60 minsπ Template: \nBoard of Directors meetings are our ad hoc meetings open to all members where the board conducts votes on and approves resolutions. Meetings have to happen at least annually in order to approve resolutions in advance or arising from members meetings. We tend to schedule this with the annual members meeting and strategic retreat.\nSocial Time\nMuch more casual than meetings, these social activities do not require formal cultivation and notetaking.\nSocial humpday hang ππ»\nπ Schedule: Monthly, last Wednesdayπ Duration: 60 mins \nCasual social hangout with an activity led by the Cultivator and sometimes including outside collaborators.\nCoffee Break! β\nπ Schedule: Tuesday afternoonsπ Duration: 15 mins \nCasual drop-in space in our main BBB room without an official structure.\nCalendar Holds\nHolds are unclaimed spots in our shared schedule when most members are\navailable, that we try to leave open. They could be used for:\n\nDiscussions requiring the whole organization\nLast-minute or urgent meetings, for which a new scheduling is\ndifficult\n\nWe periodically re-poll members for the best time, often using our\nup-to-date weekly availability schedules.\n"},"How-we-work/coordination.html":{"url":"How-we-work/coordination.html","title":"Coordination","keywords":"","body":"Coordination π§\nMembers of Hypha adopt the following practices for mostly asynchoronous coordination using a couple digital platforms.\nPrimary Coordination\nGitHub is our primary tool for coordinating asynchronously. We use GitHub Projects to track tasks that primarily come from two repositories:\n\nhyphacoop/organizing: Default tasks\nhyphacoop/organizing-private: Confidential tasks\n\nA task is assigned to a Working Group (WG) or Project Group (PG) using Labels,\nthen it becomes the responsibility of the group.\nA task may further be assigned to a specific member.\nLabels are also used to indicate priorities of tasks.\nNote that while most tasks show up as Issues from hyphacoop/organizing and hyphacoop/organizing-private, there will also be Issues from other repositories, and some items that require your attention will show up as Pull Requests. The above search filters will catch everything. It is recommended for members to bookmark the search filters that apply to them in their browser and check them everyday.\nMembers are encouraged to use emojis liberally to indicate they have, for example: π read the comment, π agree or π disagree with the comment, etc. This applies generally to all our tools.\nWhen to open an Issue in organizing or organizing-private\nHypha mainly uses the organizing Issues to track the internal work that keeps the co-op running.\nThis includes, but isn't limited to:\n\nAllocating budget to attend a conference\nTracking datacenter updates\nHiring and onboarding, including for contractors\nAcquiring clients\nProcess improvements\n\nReal-time Chat\nWe use Matrix as real-time chat for day-to-day task discussions and pinging members for urgent requests.\nAll members are encouraged to install a Matrix client on their phone, and configure notifications for +hyphacoop:tomesh.net rooms to Mentions only. In messages, we refer to members by initials and only use handles when trying to trigger a notification to bring someone to a conversation (i.e., an urgent ping). There is otherwise no expectation that members will check the chat regularly, or catch up on backscrolls, therefore it is important to be intentional in bringing summaries of decisions made back into Issues in GitHub.\nShared Calendar\nWe have two shared Google Calendars:\n\nhyphacoop: Internal meetings and public events of interest\nhyphacoop: availability: Member office hours and member travels (as all-day events)\n\nMembers can use office hours to identify work hour overlaps with each other, where they can expect peers to be on chat and likely to be available for calls. The travels allow people to figure out the timezone other members are in.\nSignal\nWe use Signal for emergency communications.\nGoogle Drive\nWe use Google Drive (with both privileged π and public folders).\n"},"Finance/finance.html":{"url":"Finance/finance.html","title":"Finance","keywords":"","body":"Finance\nThis document outlines finance and accounting practices of Hypha Worker Co-operative, including:\n\nList of accounts at our financial institutions\nClient invoicing and accepted payment methods\nMember payroll and expense reimbursements\nTools and procedures for bookkeeping, accounting, and tax remittances\n\nThere are two organizational roles associated with carrying out the day-to-day financial processes at Hyphaβthe Finance Steward and Payroll Coordinator.\nContents\n\nFinance\nContents\nFinancial Accounts\nInvoicing Clients\nMember Payroll\n\n\nCalculating Member Wages\nExpense Reimbursement\nPublic Holiday Pay\nReporting & Remitting Taxes\n\n\nCorporate Income Tax (RC)\nPayroll Deduction (RP)\nGST/HST (RT)\nHolding crypto-currency\n\n\n\nFinancial Accounts\n\nFinancial institution: Desjardins\nAccount type: business chequing\nPayment requirements from account:\n: sign-off by one signing member in the Finance WG\n> CAD$200: sign-off by two signing members in the Finance WG\n\n\n\nHypha is expected to conduct business with clients from other countries and is ready to accept funds in CAD, USD, EUR, and GBP.\nWe use TransferWise to minimize transaction and currency exchange fees.\nOur TransferWise account has local accounts in Canada, United States, Europe, and the United Kingdom, so we can bill clients as a local financial institution in their local currency.\nOur TransferWise account does not require multiple signatures, and the Finance WG is responsible for transferring money into our main Desjardins account when accumulated funds exceed a CAD 10,000 threshold, or earlier as deemed appropriate.\nInvoicing Clients\nHypha charges clients on a sliding scale, and projects may be billed hourly, weekly, monthly, or per project, depending on the specifics of each project.\nThe recommended practice is to send an invoice every month, or a quote if the amount for the month is small and at the discretion of the project.\nMember Payroll\nMember wages are paid on the pay day, which is the 15th of each month or the last working day prior if the 15th happens to land on a holiday.\nA Member's wage is calculated based on the billable hours of work rendered up to the end of the previous month.\nFor example:\n\nThe March 15 pay day covers the \"pay period\" of February, and it pays for the work rendered throughout the month of February.\n\nBefore the 7th of each month, Members must submit payroll information to the Employee Payroll sheet in order to be paid for the pay period covering the previous month.\nAll wages, expense reimbursements, and withheld taxes are managed by the Payroll Coordinator using Wagepoint and Quickbooks Online, which are linked to our main Desjardins account.\nCalculating Member Wages\nEach Member's wage for a pay period is calculated based on the projects and roles they participate in, and it usually varies from month to month.\nPay from billable project work will have a percent-based portion (the \"clip\") deducted from it to fund administrative costs and collective programs of the Co-operative.\nCollective programs, current and prospective, include:\n\nVacation pay\nPublic holiday pay\nCPP & EI employer contributions\nMember health benefits (future)\nSolidarity projects fund (future)\nMember & co-op development fund (future)\nReserve fund (future)\nOther collective expenses of the Co-operative\n\nThe regular pay of a Member is calculated with:\nREGULAR_PAY = (1 - CLIP) * BILLED_AMOUNT (before transaction costs)\nThe clip is currently set at 35% and is the same across all projects over a period, but can be revised as necessary by consensus.\nIn addition to the regular pay, Members are entitled to:\n\n5% public holiday pay based on the regular pay amount\n4% vacation pay based on the regular + public holiday pay amount\nCPP & EI employer contributions\n\nThese annualized amounts are calculated and included for each pay period.\nYou can use the Wage Calculator to determine these amounts.\nAfter tax withholdings and other applicable deductions (e.g. CPP & EI employee contributions), the net amount is electronically transferred to the Member's bank account on pay day using Wagepoint.\nRefer to the guides for Payroll to set up the payroll run for each pay period.\nExpense Reimbursement\nMember expenses eligible for reimbursement should be submitted to the Expense Reimbursement sheet and receipts uploaded to Employee Expense Receipts in the same quarter they are incurred.\nReimbursements are paid out with wages on the next pay day, but do not appear on tax forms.\nFollow the guides for Expense Reimbursement to submit an eligible expense.\nPublic Holiday Pay\nHypha is closed on public holidays and Members recieve 5% annualized public holiday pay in their wages every pay period. \nIn the case where Member-workers work on holidays, they receive regular wages with \"substitute time off\" and there is no expectation of \"public holiday plus premium pay\", following the Employment Standards Act of Ontario. Wages for work performed on public holidays are calculated without \"premium pay\" because Members have significantly variable hours of work per period and a 5% annualized public holiday pay is included in Member wages in every pay period. Members are already adequately compensated for any \"substitute time off\" and set their own schedule. This strikes a balance between those who want the time off and those who want the flexibility to work on the day. \nReporting & Remitting Taxes\nHypha has the following program accounts with the Canada Revenue Agency (CRA):\n\nβοΈ RC0001 Corporate Income Tax (RC) is filed/reported and remitted/paid each tax year\nβοΈ RP0001 Payroll Deduction (RP) is reported and paid each pay period\nβοΈ RT0001 GST/HST (RT) is reported and paid each quarter\n\nCorporate Income Tax (RC)\nHypha is incorporated as a non-share capital worker co-operative under the Ontario Co-operative Corporations Act, and is organizationally a non-profit.\nFor income tax purposes, Hypha is a non-profit organization under the Canadian Income Tax Act.\nNet assets are put into funds restricted for a particular purpose in accordance with our organizational mission, and our balance sheets show zero retained earnings/profit.\nAt each fiscal year-end, set on June 30, the Finance WG works with our accountant and bookkeeper to file our annual corporation income tax return, even though we pay no corporate income tax as a non-profit organization.\nPayroll Deduction (RP)\nWage deductions and remittances are handled through Wagepoint on their non-accelerated remittance schedule.\nIf any pay period is skipped, a nil remittance is manually filed to CRA directly.\nAt the end of each year, Hypha issues a T4 to each employee and a T4A to each contractor to support personal income tax filings, and reports to CRA accordingly. This is also handled using Wagepoint.\nGST/HST (RT)\nThe GST/HST Information for Non-Profit Organizations applies to Hypha for GST/HST purposes.\nWe started collecting GST/HST as of May 15, 2020 with a quarterly reporting period and our fiscal year end date for GST/HST return on June 30.\nMuch of our digital services (e.g. software development, system administration, design) for international clients (outside of Canada) are GST/HST zero-rated as they are classified as exported goods and services.\nThis is different from GST/HST exempt because zero-rated items are still eligible for Input Tax Credit (ITC) on related expenditures.\nThis is described under Intangible personal property and Excise Tax Act section 10 of Part V of Schedule VI.\nWhether we will charge and claim GST/HST is dependent on a few factors.\nHere are some likely scenarios that may apply to Hypha projects:\n\nHypha provides IT consultation and software development service to a Canadian client and subcontracts a Canadian web developer, spends $100 on web hosting and $1,000 on a laptop to help us fulfill the contract.\n\nWe will charge 13% HST when invoicing the Canadian client\nThe Canadian subcontractor:\nif incorporated (e.g. a company), may charge us 13% HST when invoicing us, which we can reclaim as ITC\nif unincorporated (e.g. a person), has no GST/HST implications as we will add them to payroll and issue a T4A at the end of the year\n\n\nWe are eligible to reclaim the 13% HST of $100 paid to acquire web hosting as ITC\nWe are eligible to reclaim the 13% HST of $1,000 paid to acquire the laptop as ITC\n\ni. Same scenario, but the client is a non-Canadian company.\n\nWe will charge no HST when invoicing the client, and mark as zero-rated on the invoice since the service is considered intellectual property exports\nThe Canadian subcontractor may charge us 13% HST when invoicing us, which we can still reclaim as ITC\nWe are still eligible for all ITC claims as above\n\nii. Same scenario, but the subcontractor is a non-resident of Canada and the service is rendered outside the country.\n\nThe international subcontractor, incorporated or unincorporated, will charge us no GST/HST when invoicing us (Hypha can pay the invoice via TransferWise in a supported currency of their preference), there is no ITC claim on the payment\nWe are still eligible for all other ITC claims as above\n\niii. Same scenario, but the subcontractor is a non-resident of Canada and the service is rendered inside the country.\n\nHypha needs to open a non-resident tax withholding account with CRA and remit 25% of the gross payment as withholding tax, and handle applicable end of year filings\n\n\nHypha receives a grant from a private company to facilitate a free digital security workshop that is open to public, and spends $100 on materials.\n\nHST does not apply, and we do not need to collect or remit GST/HST on the grant amount\nThe $100 materials is not eligible as ITC because the grant is GST/HST exempt (different from zero-rated)\n\ni. Same scenario, but the workshop has a registration fee collected by the client, and is not open to public.\n\nWe need to charge 13% HST when invoicing the client, this is no longer a \"grant\"\nWe are eligible to reclaim the 13% HST of $100 materials as ITC\n\n\n\nIf none of these scenarios apply to your situation, and you are unsure whether to charge GST/HST on an invoice, or whether an expense is eligible as ITC, please reach out to the Finance WG.\nHolding crypto-currency\nHypha may sometimes need to hold cryptocurrencies. \n\nWe have a key holder role to manage our keys.\nWe have a Cosmos multisig treasury wallet π, a hot wallet, and various purpose-specific wallets listed in our account information π\n\n"},"Finance/areas-of-responsibility.html":{"url":"Finance/areas-of-responsibility.html","title":"Areas of Responsibility","keywords":"","body":"Finance Working Group\nAreas of Responsibility\nMonthly\n\nRun payroll\nSend client invoices\nReport HST\nReimburse expenses\nGenerate monthly reports\nSupport bookkeeper with monthly reports\nReview monthly reports from bookkeeper\nTrack invoice payments\nTrack accounts payable\nMove money between accounts (monthly or as needed)\n\nQuarterly\n\nRebalance treasury\nSend crypto invoices (quarterly right now, but this may change)\n\nYearly\n\nGenerate T4/T4As (in February)\nSupport accountant with FYE\nGenerate FYE reports before AGM\nUpdate member/reserve accounts\n\nAs needed\n\nService a request for crypto\nUpdate employee records in Wagepoint\n\n"},"Finance/sending-invoices.html":{"url":"Finance/sending-invoices.html","title":"Sending Invoices","keywords":"","body":"Sending Invoices\nThe process for collecting payments from clients is as follows:\n\nThe project lead enters the billing information for the relevant time period in the Financial Planning spreadsheet.\nA member of the Finance Working Group (WG) creates an invoice and sends it to the client using QuickBooks Online using the information from the spreadsheet.\nThe Operations Coordinator settles the invoice payment after it is received.\nMonthly bookkeeping and reconciliation of books.\n\n1. Populate Financial Planning Spreadsheet (Project Lead)\n\nIf this is the first time the client is being invoiced:\n\nConfirm with the client which currency they will be invoiced in, and in what country their financial institution is based.\nWork with the Finance WG to set up the right invoice template and cost centres.\n\n\nGo to the Customer Invoices sheet of the Financial Planning spreadsheet and fill in the details for the invoice:\n\nCompleted by Lead: Copy the value from the Service Period cell at the top of the sheet (last day of the month), do not enter the current date.\nService Date: The end date of the provided service. If a client is billed monthly, this would list the last day of the billed month.\nDescription\nQty\nRate ()\nSales Tax\n\n\nNotify the Finance WG that the invoice data is ready.\n\n\nAccess to the Financial Planning spreadsheet is controlled by the Finance WG.\n\n2. Send Invoice in QuickBooks Online (Finance WG)\nBookkeper + Hypha process\n\nNotify the bookkeeper that invoices are ready to submit.\nReview the QuickBooks invoice after the bookkeeper sets is up.\nSend the invoice to the client.\n\nHypha-only process\nGo to Quickbooks Online.\nIf the client has not been set up:\n\nOpen the Customers & leads menu and select Customers.\nClick New customer.\nEnter the client details and click Save.\n\nIf the project has not been set up:\n\nOpen the Projects menu.\nClick New project.\nEnter the project details, including the correct client, and click Save.\n\nTo create an invoice:\n\nOpen the Sales menu and select Invoices.\nClick Create invoice\nSelect the Project from the dropdown menu. QuickBooks will autofill all the client information.\nSelect the Location from the dropdown menu that matches the one in the Financial Planning spreadsheet.\nCopy and paste all the line items from the Financial Planning spreadsheet:\nService Date\nDescription\nQty\nRate\nSales Tax\nLeave the Class column blank\n\n\nAt the bottom of the page, click Customize to select the invoice template listed in the Financial Planning spreadsheet.\nIf a new template is required or the payment information needs to be changed:\nSelect the Content tab, click on the bottom section of the template preview to reveal the Add payment details and footer section.\nEnter the applicable payment information, you can look at a previous invoices for examples.\nReview the invoice preview, then click Done.\n\n\n\n\nClick Preview and review the information. The calculated total must match the one from the Financial Planning spreadsheet.\nIf this is the first time the client is being invoiced, the invoice must be reviewed by the project lead before it is sent out.\n\n\nClick Save and Send to send the invoice to the client.\n\n3. Accounts Receivable on client invoices (Operations Coordinator)\nBefore sending new ones, review invoices from the previous month(s) in Quickbooks, and send reminders on any items that are overdue.\nEnsure each client has paid their invoices each month, and these payments have been matched and applied to invoices in Quickbooks (QB). Most of these come through Wise, or by cheque and direct deposit to our Desjardins account. Refresh feeds in QB to ensure the most up-to-date transactions are available. Invoices are Net 15, and are due roughly mid-month depending on when they were sent out\nMonthly bookkeeping hand-off (Finance WG)\nMonthly checklist for hand-off to bookkeeper\n\nAccounts Receivable - Match previous month's payments to the client invoices in QB, and send out reminders on any overdue invoices.\nMake sure all of the receipts have been forwarded to QuickBooks, including contractor invoices\nLogin and download invoice from the Amanah account\n\n\nDesjardins: Login to the account and download the bank statement and Visa statement. Add to the Desjardins folders in Drive.\nWagepoint: Login into the account and download Payroll Register and Posting Journal documents. Add to the Payroll Information folder in Drive. There is usually an email notification from Wagepoint when these documents are available by the 9th or 10th of the month.\nEnsure that all of the bank feeds in QB have been refreshed and are up to date.\nNotify the bookkeeper when everything is ready for them to do the monthly bookkeeping\nThe bookkeeper sends a follow up email with their reports when they have completed the bookkeeping for the month.\n\nPrepare spreadsheet for next cycle (Finance WG)\nAfter all the invoices for the current service period have been processed, the Finance WG must create a snapshot of the Financial Planning spreadsheet and place it in the Financial Planning Snapshots folder.\n\nIf there are any invoices that have not been populated completely, check with the Project Lead to see if they still want to submit an invoice.\nClick \"Make a Copy\".\nEnter - Financial Planning in the Name field.\nSelect the Financial Planning Snapshots folder.\nCheck the following boxes:\nShare it with the same people\nCopy comments\nInclude resolve comments\n\n\nClick \"Make a Copy\".\nClose the newly created file.\nBack in the Financial Planning spreadsheet, set the \"Service Period\" cell to the next month.\n\n"},"Finance/paying-invoices.html":{"url":"Finance/paying-invoices.html","title":"Paying Invoices","keywords":"","body":"Paying Invoices\nNew contractors\nPrior to paying the first invoice for a contractor:\n\nIf there was no notice of a new contractor/invoice to be paid, confirm invoice with project lead.\nConfirm what currency the invoice is in. If not in CAD make sure it is identified somewhere on the invoice.\nConfirm with contractor and project lead in what currency they would be paid in (CAD, USD, EUR, or GBP).\nCollect banking details from contractor and enter them into Wise.\nAfter entering the banking information, provide screenshot to contractor to confirm.\n\nPaying an Invoice through Wise\nThe contractor must be set up as a Recipient before following the steps below.\n\nGo to Wise.\nSelect the Account based on the currency listed in the invoice.\nClick Send.\nEnter the total amount listed in the invoice and click Continue.\nEnter the name of the recipient in the search bar and click the matching entry.\nReview the details of the transfer.\nEnter the invoice number and click Confirm and send.\nClick Track your transfer in the next page.\nClick Share with recipient, and then Copy link.\nConfirm the link works and send it to the contractor to confirm the invoice has been paid (reply-all to their invoice, and cc finance@ if it isn't in the recipients list).\nForward the invoice email to the QuickBooks address, or upload it through QuickBooks Online.\n\n"},"Finance/payroll.html":{"url":"Finance/payroll.html","title":"Payroll","keywords":"","body":"Payroll\nThis guide describes how to to set up a payroll run for the pay period. The process is as follows:\n\nVerify the Employee Payroll sheet.\nCollect the Long Term Disability (LTD) deductions.\nVerify benefit deductions via Wagepoint.\nSubmit payroll via Wagepoint.\n\nWe use Wagepoint to run payroll. If this is the first time you use Wagepoint, watch this introductory video: Running your first payroll with Wagepoint - Canada video.\n1. Confirm Wages\nYou should have a completed Employee Payroll sheet for the pay period ready, which indicates the wage information for each employee, as well as reimbursements.\n2. Collect LTD Deductions\n\nLog into the Co-operators portal using the Plan Sponsor credentials found in BitWarden.\nGo to the Account Information menu\nClick 'View Bills`\nClick View for the bill for the relevant time period (usually the second from the top at the time of running payroll)\nSelect Billing Statement and click View. A PDF version of the bill will open.\nFor each employee, add the values from the CURRENT PERIOD DETAIL LIST and PRIOR PERIOD ADJUSTMENTS DETAIL LIST:\nPremium column, Employee subcolumn\nTotal Amount Due for Member row\n\n\n\n\nAdjustments are optional and typically there will not be any.\n\n3. Verify Deductions in Wagepoint\n\nLog into Wagepoint as a user with admin privileges.\nClick the EMPLOYEES tab.\nClick on an employee's name.\nClick DEDUCTIONS.\nThe Long-term disability premium deduction must match the value calculated using the benefits plan billing statement.\nRepeat steps 3-5 for all employees.\n\n4. Submit Payroll in Wagepoint\n\nThe payroll is not submitted until the last step of this procedure, and you must click SAVE/NEXT during each step to preserve the \"draft\" progress.\nYou can review past payrolls under the REPORTS tab.\n\n\nLog into Wagepoint as a user with admin privileges.\nClick the PAYROLL tab.\nPaygroup: Click NEXT (we only have one monthly paygroup).\nPaydates: During the current pay cycle, we settle amounts owed up to the end of the previous month.\n4.1. Set the pay cycle to cover the previous month (e.g., First day of pay cycle: Feb 1, Last day of pay cycle: Feb 28).\n4.2. Set the Pay Date to be the 15th of the current month (e.g., March 15) or the last working day prior if the 15th happens to land on a weekend or holiday (e.g., March 13).\n4.3 Make sure Off Cycle is set to No.\n4.3. Click NEXT.\n\n\nHours: Click SAVE/NEXT to skip this step (we do not use the Hourly pay type).\nSalary: Copy and paste all the entries from the Employee Payroll sheet for the current pay cycle for each employee. Ensure that the hours and pay line up, these are the basis for ensuring legal minimum wage:\n6.1. HOURS: Copy the value from the Hours spreadsheet column.\n6.2. CURRENT PAY: Copy the value from the Regular / Current Pay spreadsheet column.\n6.3 PUBLIC HOLIDAY PAY and VACATION HRS must be set to 0.00.\n6.4 In the PAY? column, select YES for any Employee who will be paid in this payroll.\nFollow 6.1-6.4 for each employee.\n6.6 Click SAVE/NEXT.\n\n\nProcess: Click VIEW ALL to verify each Employee's amount, and that we have sufficient funds in our bank account to pay the invoice total. Click APPROVE PAYROLL.\nConfirm: Confirm the payroll run for this pay period. Payroll will be queued for processing and deposits to Employee accounts will happen on the Pay Date.\nThree working days ahead of the Pay Date, Wagepoint will withdraw funds from our bank account.\n After we receive a notification from Wagepoint that payroll reports are ready, we must upload the following documents for our bookkeeper to update Quickbooks (all of these are available under the REPORTS tab in Wagepoint):\nCopy the Payroll Register and Posting Journal to π Finance > Payroll > Payroll Information. \nSend the Payroll Invoice to the QuickBooks receipt address.\n\n\n\n"},"Finance/reporting-hst.html":{"url":"Finance/reporting-hst.html","title":"Reporting HST","keywords":"","body":"Reporting HST\nHypha reports HST to the Government of Canada quarterly. Deadlines for submitting HST to the CRA is at the end of the following month after the end of each quarter is completed. This means end of April, July, October and January. The process has three parts. Preparing the HST (this is done by the bookkeeper), filing the HST with CRA and if required payment of the amount owed.\nPreparing HST\nThe bookkeeper will prepare the HST reporting shortly after each quarter is over. They will send an e-mail to the Finance WG that looks like this:\nPlease file and pay the HST as per following lines:\n\nLine 101 : 10,000.00\nLine 105: 2,000.00\nLine 108: 1,000.00\n\n109-NET TAX 1000-will be automatically calculated\n115- Amount Owing 1000- will be automatically calculated\nThis will trigger Finance to take action.\nFiling HST\nTo Filing the HST you will need to access the CRA's GST/HST NETFILE website. The website and all relative identifying information can be found in BitWarden.\n\nVisit the GST/HST NETFILE website\nPress the Ready to file button\nPress the Continue button at the bottom of the page\nEnter the Business Number from BitWarden. Note the number does not include spaces. Note that on the site the number is broken into two fields seperated at RT\nEnter the Access Code from BitWarden's password field\nEnter the first day and last day of the quarter you are reporting for\nConfirm no checkboxes need to be checked (as of September 2021, no checkboxes are required to be checked)\nPress Next\nEnter line 101, 105 and 108 from the bookkeeper's email. Make sure you do not have any leading or trailing spaces and only one decimal place\nClick Next\nReview summary, and check line 109 and 114 or 115 for matching values from the bookkeeper's email\nCheck Yes regarding payment (if applicable)\nCheck the box under Certification\nClick Submit\nClick Save as PDF at the bottom of the page\nRename file in correct format with today's date and last day of quarter yyyy-mm-dd-hst-ending-20xx-xx-xx-netfile.pdf`\nUpload file to Google Drive until -Backoffice/Finance/HST\n\nPayment of HST\nIf payment is required for HST, you will need to coordinate with another member that has signing authority at the bank. The payment must be confirmed by the 2nd person within 48 hours.\n\nLogin to Desjardins\nSelect the Payments button on the right, a pulldown menu will appear\nSelect Government remittances - Can-Act\nSelect Confirm on the popup\nSelect Federal - GST/HST\nSelect Pay at the top bar\nEnter last day of the quarter as Period Ending\nEnter amount from Line 115 as Amount owing\nConfirm right amount displays in Total payment field\nSelect Next\nConfirm values are correct\nSelect Submit\nConfirm message The transaction is now in Pending Approval status and requires 1 approver(s). Displays at the top\nClick Done\n\n"},"Finance/expense-reimbursement.html":{"url":"Finance/expense-reimbursement.html","title":"Expense Reimbursement","keywords":"","body":"Expense Reimbursement\nEmployees should submit eligible expenses in the same quarter they are incurred.\nThe Finance WG reviews submitted expenses before each pay period, and pays out reimbursement amounts on the next pay day.\nSubmitting an expense\n\nUpload the expense receipt to Employee Expense Receipts with file name xx-YYYY-MM-DD-title.ext where xx is the initials of the member, title describes the expense, and ext is the file extension, then make note of the URL.\n\nOpen the Employee Expenses sheet and fill in a new row according to instructions in the sheet.\n\nDate of Expense: [date on your receipt]\nEmployee: [employee to reimburse]\nDescription of Expense: [short description of what the expense is for]\nTotal Amount: [total receipt amount, including HST]\nHST Amount: [total HST on the receipt] \nCurrency: [currency of the receipt] (default to CAD)\nExchange Rate: [currency exchange rate to CAD] (default to 1.000 for CAD, you can use the rate on your credit card statement or Bank of Canada rate on the receipt date)\nReceipt Link: [link to uploaded receipt]\n\n\nThat's it.\n Once finance approves the expense it will show up beside your name on the Employee Payroll sheet and you will be reimbursed in that pay period.\n The amount will not appear on your tax forms.\n\n\nApproving an expense for reimbursement\nFor the Finance WG to approve an expense:\n\nVerify all expenses that do not have a Pay Period of Reimbursement selected.\n\nSelect a Cost Center / Project and Pay Period of Reimbursement.\n\nVerify that the Total Amount (CAD) is added to the Reimbursement Summary sheet to the correct Pay Period of Reimbursement and Employee.\n\nVerify that the amount shows up correctly on the Expense Reimbursement column on Employee Payroll of the applicable pay period, so it gets entered into Wagepoint on the next payroll run.\n\nAfter reimbursements are paid out through Wagepoint, our bookkeeper will file the the amounts into expense accounts in Quickbooks Online based on the Posting Journals and Employee Expenses sheet.\n\n\n"},"Finance/add-employee.html":{"url":"Finance/add-employee.html","title":"Add an Employee","keywords":"","body":"Add a New Employee\nFollow this guide to add a new employee in Wagepoint.\n\nLog into Wagepoint as a user with admin privileges.\nClick the EMPLOYEES tab and then the ADD NEW EMPLOYEE button at the bottom right corner.\nAdd stub details for new employee.\n Since we calculate wages per pay period outside of Wagepoint, set:\nPay Type: Yearly\nPay Rate: 0\n\n\nReturn to the EMPLOYEES tab and click the Employee's name.\nYou should now be on their profile, specifically THE PERSON tab, which you can fill out with info from our employee records.\nMake sure to use a personal email, not the @hypha email so that the employee gets tax-related emails even after they leave Hypha.\nFill out everything you can, but leave External ID blank.\n\n\nIn the THE JOB tab, set up the Employee with the salaried method:\nPay Type: Yearly\nAnnual Salary: $0.00\nExpected Hour per Week: 0.00\nJob Title: No title\nDepartment: Salary\nVacation will: not be applicable\n\n\nIn the TAX INFO tab, set up the Employee's tax info based on the TD1 and TD1-ON forms they submitted.\nIn the DIRECT DEPOSIT tab, set up the bank account for direct deposit based on account information or a void cheque they submitted.\nReturn to the \"Employee\" tab listing, and use the \"mail\" icon to send an invite to the Employee to Wagepoint.\n\n"},"Finance/glossary.html":{"url":"Finance/glossary.html","title":"Glossary","keywords":"","body":"Finance Glossary\nAccounts Payable (AP)\nA company's short-term obligations to pay for goods and services it has received but has not yet paid for. It reflects the amount of money tht a Hypha owes to its suppliers, vendors, and creditors.\nAccounts Receivable (AR)\nThe amount of money owed to a business by its customers or clients for goods sold or services provided on credit.\n\nTogther with recoverable cash, this is what is owed to Hypha\n\nAssets\nAll the resources and items of value that the company owns. These include:\n\nCash\nCryptocurrency\nAccounts receivable and recoverable money\nPrepaid expenses\nCapital assets\n\nCapital Assets\n\nAlso known as \"fixed assets\" or \"long-term assets\", they are expected to provide benefits over an extended period of time, typically exceeding one year.\nThey are not intended for resale in the normal course of business.\nThey depreciate over time.\nExample: our servers at the data centre.\n\nCash\nMoney we hold in the bank.\nCryptocurrency\nCryptocurrency tokens we hold in our wallets.\nDeferred income\n\nAlso known as \"deferred revenue\" or \"unearned revenue\", this is income that a company has received but has not yet earned.\nConsidered a liability on the balance sheet until the company fulfills its obligation by delivering the products or services.\n\nDirect Costs\nAlso known as variable as \"variable costs\" or \"prime costs\", these are expenses that can be specifically and directly attributed to the production of a particular product, the delivery of a particular service, or a specific project.\nExpenditures\nMoney that a company spends or pays out in order to cover various costs, expenses, or investments. Expenditures can encompass a wide range of financial transactions and can be categorized into different types based on their purpose. \nGross Profit\nThe profit a company earns after deducting the cost of goods sold (COGS) from its total revenue. It's a fundamental measure of a company's profitability, focusing specifically on the profitability of the company's core operations.\nLiabilities\nDebts, obligations, or financial responsibilities that Hypha owes to another party. They represent claims against a company's assets and are typically categorized on a company's balance sheet.\n\nWhat Hypha owes\n\nLiquidity\nHow much money we have access to right now to pay expenses. This includes access to money we hold, but may not belong to us (e.g. credit cards).\nNet Assets\nThe amount of money Hypha holds in its Members, Reserve, and Treasury funds.\nPrepaid Expenses\nSomething that has been paid in advance: we either get the goods, services, or our money back.\nRecoverable Cash\nMoney we paid that we will get back (e.g., HST).\n\nTogether with AR, this is what is owed to Hypha\n\nRevenue\nThe total income generated by a Hypha from its primary activities, such as the sale of goods, provision of services, or other sources of income.\n\nHow much Hypha billed\n\nStatement of Financial Position\n\nAlso known as a \"balance sheet\", it's the snapshot of a company's financial positon at a specific point in time.\nIt helps stakeholders assess the company's financial health and its ability to meet its financial obligations\n\nWages Payable\nHow much the company owes to its employees for work they have performed but has not yet been paid.\n"},"Infrastructure/areas-of-responsibility.html":{"url":"Infrastructure/areas-of-responsibility.html","title":"Areas of Responsibility","keywords":"","body":"Infrastructure Working Group\nAreas of Responsibility\nOngoing\n\nMonitor infrastructure\n\nAs needed\n\nOnboard/Offboarding\nSet up accounts on our Software-as-a-Service tools\nManage privileges\nProvisioning hardware / Virtual Machines\nSupport projects requiring Hypha infra resources\n\n"},"Infrastructure/calendar.html":{"url":"Infrastructure/calendar.html","title":"Calendar","keywords":"","body":"Calendar\nDepending on your e-mail client, Calendar may automaticaly be added when setting up your e-mail address with google. \nIf you need to add your e-mail manually some links that may help.\n\nGeneral - https://support.google.com/calendar/answer/37648?hl=en\nOutlook - https://support.microsoft.com/en-us/office/see-your-google-calendar-in-outlook-c1dab514-0ad4-4811-824a-7d02c5e77126\n\n"},"Infrastructure/email.html":{"url":"Infrastructure/email.html","title":"Email","keywords":"","body":"Email\nCreating new inboxes (Administrators)\nWhat you'll need:\n\nAdmin access Google Admin\nThe following user info (from https://link.hypha.coop/employees):\npreferred email handle e.g., handle@hypha.coop (under \"@hypha.coop\" column)\npreferred public name (under \"Public Name\")\nemail they'd like @hypha.coop forwarded to (under \"Primary Email\")\nSignal-friendly phone number (under \"Signal Phone\" or \"Phone\")\n\n\n\nNote: Consider creating a new GitHub issue in hyphacoop/organizing to track email onboarding.\n\nSign into Google Admin: https://admin.google.com \n View Screenshot π\n \n \nClick \"+Add a user\" from the User's section on the Home screen. \n View Screenshot π\n \n \nFill out the following fields, noting the password:\n\nFirst Name, Last Name: [use preferred public name]\nNote: Last name is mandatory. This will be the default name that will show up in e-mail. User if no last name is specified.\nPrimary email: [use @hypha.coop prefix]\nDomain: hypha.coop (or if required alternative primay email address)\nView Screenshot π\n\n\n\n\n\nSend invite to alternative email address \nOR\nReveal password and from your own @hypha.coop email, send a welcome email, like this template:\n\nHi XXXX --\nYay! Your Hypha email's set up and forwarding to your personal inbox. People can start emailing you at this address immediately, without any extra effort on your part.\nYour new email (and login): XXX@hypha.coopYour password: \nThe next steps will depend on how you like to handle email:\n\nIf you'd like to use it from our hosted webmail interface...\nIf you'd like to use it from another email client...\n\nOnce you're set up, let us know by sending a test email to infra@hypha.coop, ideally with a short emoji-only story. (Keypad mashes a-ok!) We'll send a friendly poke in a week if we haven't heard back.\nQuestions? Feedback? Reach out via infra@hypha.coop or #hyphacoop-infra:tomesh.net for chat.\nIn Solidarity,xxxxx\n\n\n\nUsing your new inbox (Users)\nAccessing your inbox can be done via the gmail webmail interface or by using the an email client.\nWhat you'll need:\n\nYour new email address\nYour password (sent to you by admin on initial setup)\n\nUsing the webmail interface\n\nVisit our email server: https://link.hypha.coop/email\nLogin using your hypha email and password:\nOnce logged in you can read your emails and configure your user settings.\n\nUsing your existing email client\nPlease see instructions at https://support.google.com/a/answer/9003945?hl=en\n"},"Infrastructure/virtual-machines.html":{"url":"Infrastructure/virtual-machines.html","title":"Virtual Machines","keywords":"","body":"Infrastructure - Virtual Machines\nWe use Proxmox to run our VMs. To access the management interface you need to SSH tunnel to kvm1.hypha.coop on port 34634 or connect over the VPN.\nProxmox\nProxmox is the hypervisor that all the virtual machines run on. There are two ways of accessing the Proxmox servers management interface. An inventory of machines running on this server can be found in the inventory-private repo.\n\nSSH tunnel\n\nTunnel the web interface over SSH with ssh root@kvm1.hypha.coop -p 34634 -L 8006:127.0.0.1:8006\nAccess the panel using https://127.0.0.1:8006\nThe username is root and enter the password in our shared password manager Bitwarden.\n\n\nVPN (Recommended)\n\nConnect to OpenVPN (If you do not already have access please ping someone in the infra for the OpenVPN config file.)\nAccess the panel using https://kvm1.hypha.coop:8006\nThe username is root and enter the password in our shared password manager Bitwarden.\n\n\n\nJump server\nTo be able to ssh into the different virtual machines running on the infrastructure, authentication must be done via the jump server. This means you must first login to the jump server with your ssh key, and once there, you can use the keys on the jump server to connect and authenticate to the other virtual machines.\n\nConnecting to staging Ansible1 (Our provisioning and jump server for staging machines)\nBy default all members access to the production environment\n\nYou'll need to ensure that your key has been added. You can do that by making a PR here.\nssh sysadmin@ansible1.hypha.stg -p 8002 -i ~/.ssh/id_rsa (assuming ~/.ssh/id_rsa is your key you use to access Hypha's infra.)\nFrom there you can SSH into the backend systems using their .stg hostnames or directly with their IP address. The passphase for ~/.ssh/id_rsa is here\n\n\nConnecting to production Ansible1 (Our provisioning and jump server for production machines)\nBy default only members that have a need to access have permissions to log in to the production environment\n\nYou'll need to ensure that your key has been added. You can do that by making a PR here.\nssh sysadmin@ansible1.hypha.prod -p 9154 -i ~/.ssh/id_rsa (assuming ~/.ssh/id_rsa is your key you use to access Hypha's infra.)\nFrom there you can SSH into the backend systems using their .prod hostnames or directly with their IP address. The passphase for ~/.ssh/id_rsa is here\n\n\n\nAlternatively, by adding a host profile for each hostname to ~/.ssh/config, ssh will jump through the host and connect you to the target server automatically. Example of a profile that uses the ansible's keys below.\nHost [[hostname]]\n RemoteCommand ssh %n\n HostName ansible1.hypha.prod\n User sysadmin\n Port 9154\n RequestTTY yes\n"},"Infrastructure/voicemail.html":{"url":"Infrastructure/voicemail.html","title":"Voicemail","keywords":"","body":"Voicemail\nAccessing Voicemail\nWe use a VoIP phone line provider with forwarding and voicemail from voip.ms. It helps us:\n\nHave a phone number without tying it to a physical location\nReceive voicemail by email to members@hypha.coop\nReceive text messages (SMS) to common e-mail\n\nTo access voicemail inbox you can either call remotely or through a configured SIP client.\n\nRemotely\nCall the number 4378876936 \nWait for the intro audio to finish followed by a 1 second pause\nWhen the audio resumes press *\nListen and confirm you hear the prompt Extension 3101, password\nEnter our password followed by #: \n\n\n\n\nSIP client: \nDial *98\n\nManaging Voicemail and Phone Forwarding\nTo record or update the voicemail greeting access the voicemail per above and select the following options:\n\n0 - Mailbox Options\n1 - Record your unavailable message\n\n"},"Infrastructure/vpn.html":{"url":"Infrastructure/vpn.html","title":"VPN","keywords":"","body":"VPN\nWe use pfSense to manage OpenVPN users and gain access to internal resources and also provides internet access over a Canadian IP address.\nUsing the VPN\nTo use the VPN you require to have\n\nan installed OpenVPN client on your device\na configuration file that is generated by pfsense. You will receive this from the member that sets up your account.\na username and password. This will be shared with you in Bitwarden.\n\nAdding OpenVPN users on pfSense\n\nTo add OpenVPN users on pfSense:\n\nLog in to pfSense panel by SSH tunneling or over the VPN\nRecommanded to use VPN if you already have an VPN account\nThe pfSense panel can be accessed here\n\n\nGo to System -> User Manager\nClick + Add green button\nEnter the username, it should be ovpn_firstname\nCreate a random strong password example: the output of dd if=/dev/urandom bs=1M count=100 | md5sum\nTick Click to create a user certificate \nCreate Certificate for user\nDiscriptive name: same as username\nCertificate authority: utilities.hypha.coop\nKey length: 4096\nLifetime: 3650\n\n\nClick Save\n\n\nExporting OpenVPN file:\n\nLog in to pfSense panel with instructions above\nGo to VPN -> OpenVPN\nClick on Client Export tab\nSelect Remote Access Server VPN Access UDP4:13313\nLeaving all other settings untouched scroll down to OpenVPN Clients and click Most Clients under Inline Configurations beside the user you want to download.\nSend the OpenVPN file to user over encrypted means such as Signal or encrypted Matrix direct chat.\n\n\nDeleting OpenVPN user on pfSense\n\nGo to System -> User Manager\nDelete the user(s)\nLog in to pfSense panel by SSH tunneling or over the VPN\nGo to System -> Cert. Manager\nClick on Certificate Revocation tab\nClick the βοΈ beside Certificate Revocation\nChoose the ovpn_username you are removing\nChoose Reason and click + Add\n\n\n\n"},"Infrastructure/offboarding.html":{"url":"Infrastructure/offboarding.html","title":"Offboarding","keywords":"","body":"Offboarding\nFollow the steps below to offboard an inactive or departing member, employee or contractor. Use the offboarding checklist to track your work.\nGoogle Account\nThese actions require the Super Admin permissions.\nExport user data\nLogin to Google Admin\n\nIn the Directory/Users page click on the user being offboarded\nClick on Security and reset their password (keep the new password as you will need it again to download when the export is ready in a few days) \nOn the same page, turn off Login challenge for 10 minutes\nIn Incognito mode, login as the user by visiting the Google takeout page\nInitiate take out\nWait till export is complete (1-2 days)\nLog in to Google takeout download page\nSave exported file(s) when completed\nRename to email@hypha.coop-takeout-...\nUpload to the Former employee export folder in our Privileged Google driveDelete the user\nLog back into Google Admin\nIn the Directory/Users page click on the user being offboarded\nClick on Delete\nMove Drive and Brand Accounts to another @hypha.coop user (ask in Matrix who the new owner of the deleted account should be)\nClick Delete\nOpen the Operations group under Groups settings\nClick on Group information\nAdd an alias for the deleted employee\nRemove the email from the emails document\n\nSignal\nAn admin user of the hyphacoop (Emergency Channel) room needs to remove the employee being offborded.\n\nOpen the Signal app and open the room\nOpen the room setting\nClick on the user being removed\nClick on Remove from group\n\nMatrix\nRoom admins for the relevant channels need to perform these actions.\nRemoving users from non-public rooms:\n\nIn the room user list click on the user being offborded\nIn the user settings click on Remove from room\nEnter a optional reason\nClick Remove from room button\n\nIf the user you are trying to remove have a power level of 100 and is on the @tomesh.net homeserver tell server admins (@asotnetworks or @YurkoWasHere) to help remove the user.\nGitHub\nA user in the Owner group is needed to remove users.\n\nLogin to GitHub and go to https://github.com/orgs/hyphacoop/people\nClick on the βοΈ button beside the user you want to remove\nClick on Remove from organization...\n\nSlack\nOpen the Slack web app and remove the user from the Hypha workspace.\nBitwarden\nThese action needs the admin admin user privileges.\n\nLogin to Bitwarden\nClick on Organizations on the top menu\nClick on the Manage tab\nSelect the user you want to remove\nClick on the βοΈ button between the Search and Invite user button\nAnd click on Remove\n\n"},"Infrastructure/ssh-keys.html":{"url":"Infrastructure/ssh-keys.html","title":"SSH Keys","keywords":"","body":"SSH Keys\nTo add your SSH public key to the ansible server, you need to create a pull request against the configuration GitHub repo. Once merged, someone from who already has access to the ansible server must re-run the ansible server script to update the changes.\n"},"Infrastructure/guides-infrastructure-initial-setup.html":{"url":"Infrastructure/guides-infrastructure-initial-setup.html","title":"Infrastructure (initial setup)","keywords":"","body":"Contents\n\nProxmox\nCreating Cloud-init templates\n\n\n\nProxmox\nPreparing Proxmox\nFollowing changes need to be made after a stock install of Proxmox.\nConfigure local storage\nThe local storage module needs to be updated to accept storage of Disk Image. This can be done from the Proxmox UI.\n\nClick Datacenter\nClick Storage\nDouble click on local\nIn the Content drop down select Disk Image\nClick OK\n\nCreating Cloud-init templates\nCloud-init templates are used for easy deployment of VMs. Cloud-init allows auto configuration such as auto resize filesystem, network settings, default username and its SSH keys.\nThis only needs to be done once per distro.\nThese tasks need to be done over SSH tunnel or over the VPN\n\nDebian 10wget https://cdimage.debian.org/cdimage/openstack/10.11.0/debian-10.11.0-openstack-amd64.qcow2 -O debian-10.qcow2\nqm create 9000 --memory 1024 --net0 virtio,bridge=vmbr2 --name cloud-init-debian-10\nqm importdisk 9000 debian-10.qcow2 local --format qcow2\nqm set 9000 --scsihw virtio-scsi-pci --virtio0 local:9000/vm-9000-disk-0.qcow2\nqm set 9000 --cpu host\nqm set 9000 --ide2 local:cloudinit\nqm set 9000 --boot c --bootdisk virtio0\nqm set 9000 --serial0 socket --vga serial0\nqm set 9000 --vga std\nqm set 9000 --ostype l26\nWe need to modify the stock image to include resolvconf to update resolv.conf from Cloud-init\nWe will do this by mapping the qcow2 disk image to a nbd device, mounting it, and making the modifications in a chroot environment\n\n modprobe nbd max_part=8\n qemu-nbd --connect=/dev/nbd0 /var/lib/vz/images/9000/vm-9000-disk-0.qcow2\n mkdir tmp\n mount mount /dev/nbd0p1 tmp\n cd tmp\n chroot .\n echo \"nameserver 1.1.1.1\" > /etc/resolv.conf\n apt update\n apt install resolvconf\n exit\n cd ..\n umount tmp\n rm -rf tmp\n qemu-nbd --disconnect /dev/nbd0\n sleep 5\n rmmod nbd\n Now we can convert to template.\n qm template 9000\n\nUbuntu 16.04\nwget https://cloud-images.ubuntu.com/xenial/current/xenial-server-cloudimg-amd64-disk1.img\nqm create 9001 --memory 1024 --net0 virtio,bridge=vmbr2 --name cloud-init-ubuntu-16.04\nqm importdisk 9001 xenial-server-cloudimg-amd64-disk1.img local --format qcow2\nqm set 9001 --scsihw virtio-scsi-pci --virtio0 local:9001/vm-9001-disk-0.qcow2\nqm set 9001 --cpu host\nqm set 9001 --ide2 local:cloudinit\nqm set 9001 --boot c --bootdisk virtio0\nqm set 9001 --serial0 socket --vga serial0\nqm set 9001 --vga std\nqm set 9001 --ostype l26\nqm template 9001\n\nUbuntu 20.04\nwget https://cloud-images.ubuntu.com/focal/current/focal-server-cloudimg-amd64-disk-kvm.img\nqm create 9002 --memory 1024 --net0 virtio,bridge=vmbr2 --name cloud-init-ubuntu-20.04\nqm importdisk 9002 focal-server-cloudimg-amd64-disk-kvm.img local --format qcow2\nqm set 9002 --scsihw virtio-scsi-pci --virtio0 local:9002/vm-9002-disk-0.qcow2\nqm set 9002 --cpu host\nqm set 9002 --ide2 local:cloudinit\nqm set 9002 --boot c --bootdisk virtio0\nqm set 9002 --serial0 socket --vga serial0\nqm set 9002 --vga std\nqm set 9002 --ostype l26\nqm template 9002\n\n\n"},"Infrastructure/guides-infrastructure-advanced.html":{"url":"Infrastructure/guides-infrastructure-advanced.html","title":"Infrastructure (advanced)","keywords":"","body":"Contents\n\nProxmox\nOVH Hosting\nSetting up OVH backup space\n\n\nBackup and Restore\nProxmox VMs\nFreeNAS Dynamic Content\n\n\nAnsible\nSecurity\n\nProxmox\nManaging Virtual Machines with Proxmox\nMost of our VMs are provisioned with Ansible but sometimes we need to create VMs manually for testing or without automation.\nProcess of creating and deleting VM videos can accessed in our shared drive\nTo create VMs manually follow these steps (the steps below will need to be done over VPN):\nSelect a VM ID, IP address, and DNS name\n\nFor the VM you want to create, decide which is the primary category by looking at this table of VM ID categories. Then choose a new VM ID for your VM by incrementing the last VM ID in that category. You can look at this table for current VM ID usage. \n\nFill out interface(s) IP allocations\n\nMake a name for internal DNS if needed example service.hypha.prod in Internal DNS table\n\n\nReserve DNS name using pfSense\n\nLog in to pfSense web dashboard here. Username admin, password is in Bitwarden \nAdd DNS hostname to pfSense's DNS resolver Host Overrides under Services->DNS Resolver here\nWith the example service.hypha.prod Host will be service Parent domain of host will be hypha.prod IP to return for host will be the LAN IPv4 and or IPv6. If dualstack use , for comma-separated addresses 10.0.1.9,2001:470:b1f3:1::9\n\nCreate a VM using Proxmox\n\nTo create the VM go login to KVM1 Proxmox host here using username root with the password in Bitwarden\nSelect a template to clone in the Datacenter sidebar under 9XXX\nClick on More on the top right corner and select Clone\nVMID is the VMID you noted above\nMode must be Full Clone \nChoose Target Storage depending where you want the VM to be running from.\nlocal: SSD\nlocal-hdds: Spinning drives\n\n\nName should be the public FQDN or *.hypha.prod/stg domain for local access only VMs. \nFormat should be qcow2 (default)\nPress clone, once finished we can set hardware \nSelect the VM ID in the Datacenter sidebar and click on Hardware\nModify the memory, number of processors and increase diskspace as needed.\nRecommended numbers\nmemory: 1024MB\nCPU: 1 socket, 2 cores\nHDD space: 20GB\n\n\n\n\nMake sure the Network Device is set to the right bridge ex. vmbr2\nIn the VM sidebar click on Cloud-init and enter the following fields\nUser: sysadmin (unless otherwise specified)\nPassword: leave as none\nDNS domain hypha.coop or hypha.prod depending on internal or not\nDNS servers 1.1.1.1,1.0.0.1\nSSH public key ssh-rsa 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 sysadmin@ansible1\nIP Config (net0) or more if other interfaces exists on the VM we are using 10.0.1.9 and 2001:470:b1f3:1::9 on vmbr2 for the below example\nIPv4\nIPv4: Static\nIPv4/CIDR: 10.0.1.9/24\nGateway (IPv4): 10.0.1.1\n\n\nIPv6\nIpv6: Static\nIPv6/CIDR: 2001:470:b1f3:1::9/64\nGateway (IPv6): 2001:470:b1f3:1::1\n\n\n\n\n\n\nIf you want the VM to boot up when the host machine restarts go to the VM Options sidebar and doubleclick on Start at boot and check the checkbox\nNow we can start the VM and SSH to it using Ansible VM once it is booted up.\n\nOVH Hosting\nWe host our virtual machines on a dedicated server rented from OVH in Beauharnois. The anniversary date is May 22.\nDedicated server specs as follows\n\nProcessor: Intel Xeon E5-1650v4\nRAM: 64GB ECC 2133MHz\nPrimary disk: 2x450 GB SSD NVMe (Raid 1)\nSecondary disk: 2x2TB GB HDD (Raid 1)\n\nSetting up OVH backup space\nOnce the server is first ordered Backup storage needs to be enabled from the OVH panel and then we configure Proxmox to auto mount at boot.\nEnabling the backup space\n\nLog onto OVH panel using password stored in our BitWarden\nGo to the tab of the server in the side panel\nClick on Backup storage\nThen enable the storage space with Samba access\n\nSetting up encrypted backup space on Proxmox\nThis encrypted mount is used to do block-level backups of all virtual machines on ProxMox.\nOn the OVH backup storage panel note down Name and ID as we need to add it to fstab to auto mount.\n\nAdd a mount to /etc/fstab ///ID /media/ovh-backup/ cifs vers=1.0,sec=ntlm,uid=root,gid=100,dir_mode=0700,username=root,password= 0 0\nInstall gocryptfs apt install gocryptfs\nMake backup directory mkdir /media/ovh-backup/kvm1.hypha.coop\nInit the directory gocryptfs -init /media/ovh-backup/kvm1.hypha.coop/\n\nMake a strong password! Write down the master key and store it safely inside our Bitwarden!\nYour master key is:\n\n xxxxxxxx-xxxxxxxx-xxxxxxxx-xxxxxxxx-\n xxxxxxxx-xxxxxxxx-xxxxxxxx-xxxxxxxx\n\nIf the gocryptfs.conf file becomes corrupted or you ever forget your password,\nthere is only one hope for recovery: The master key. Print it to a piece of\npaper and store it in a drawer. This message is only printed once.\n\nThe gocryptfs filesystem has been created successfully.\n\nMount the directory\n\nmkdir /mnt/pve/ovh-backup-gocryptfs\nchattr +i /mnt/pve/ovh-backup-gocryptfs\ngocryptfs /media/ovh-backup/kvm1.hypha.coop /mnt/pve/ovh-backup-gocryptfs/\n\n\nAdd storage in Proxmox UI go to:\n\nDatacenter -> Storage\nID: ovh-backup-gocryptfs\nDirectory: /mnt/pve/ovh-backup-gocryptfs/\nContent: VZDump backup file\nNodes: kvm1\nEnable: :white_check_mark:\nShared: :white_large_square:\nMax Backups: 7\n\n\nAuto mount at boot\n\nStore the password to /etc/gocryptfs/key and chmod 600 /etc/gocryptfs/key\nAdd this line to fstab gocryptfs#/media/ovh-backup/kvm1.hypha.coop /mnt/pve/ovh-backup-gocryptfs/ fuse allow_other,quiet,passfile=/etc/gocryptfs/key 0 0\n\n\n\nBackup and Restore\nProxmox VMs\nProxmox is currently setup to backup all virtual machines on the physical host by default. This includes production and staging.\nThe backup occurs daily at 2:00am EST. The virtual machines continue to operate durring this process.\nRestore Proxmox Backup\nMake sure the gocryptfs mount is mounted and configured in ProxMox\n\nLogin to Proxmox Web UI\nScroll down to ovh-backup-gocryptfs on the left panel\nSelect Content on the next panel to the right\nSelect VM to restore on the right\nClick the Restore button at the top\nClick Restore\n\nFreeNAS Dynamic Content\nEvery hour, the content of the FreeNAS datastore holding dynamic content for the vms is backed up to a server in Toronto maintained by @ASoTNetworks.\nTo access the ZFS offsite backup snapshots SSH to offsite-backups.hypha.coop on port 10025 with username sysadmin\nssh sysadmin@offsite-backups.hypha.coop -p 10025\nStaging snapshots are stored in /media/freenas1.hypha.coop-storage/staging/.zfs/snapshot\nProduction snapshots are stored in /media/freenas1.hypha.coop-storage/prod/.zfs/snapshot\nDirectories are named auto-YYYY-MM-DD_HH-mm\nAnsible\nGeneral Notes\nCreate vault for vars\nansible-vault encrypt_string --ask-vault-pass --stdin-name 'api_password'\nRunning playbook with vault\nansible-playbook --ask-vault-pass deploy-nginx-reverse-proxy.yml\nDeploy with staging vars\nansible-playbook -i inventory_staging --ask-vault-pass deploy-nginx-reverse-proxy.yml --extra-vars \"staging_env=true\"\nDeployment\nDeployment occurs through the Ansible Deployment vm ansible1.hypha.coop. The Github repo used is https://github.com/hyphacoop/ansibles.\nDeploying web1 (main reverse proxy)\ncd nginx-reverse-proxy\nansible-playbook --ask-vault-pass deploy-nginx-reverse-proxy.yml\nDeploying bw1 (backend webserver 1)\ncd deploy-hypha-sites\nansible-playbook --ask-vault-pass deploy-server-bw1.yml\nDeploy Mailman (no staging option)\nansible-playbook -i inventory deploy-mailman.yml --ask-vault-pass\nDeploy Loomio (no staging option)\nansible-playbook -i inventory deploy-loomio.yml --ask-vault-pass\nAnsible Deployment Machine\nSetup SSH Agent at login\nAppend following to ~/.bashrc\nSSHAGENT=/usr/bin/ssh-agent\nSSHAGENTARGS=\"-s\"\nif [ -z \"$SSH_AUTH_SOCK\" -a -x \"$SSHAGENT\" ]; then\n eval `$SSHAGENT $SSHAGENTARGS`\n trap \"kill $SSH_AGENT_PID\" 0\nfi\nRun ssh-add then enter SSH key to remember for the session\nSecurity\nAccess:\n\nProduction (only Infrastructure WG by default)\nkvm1.hypha.coop\npfSense\nFreeNAS\nansible1.hypha.coop will be renamed to ansible1.hypha.prod :heavy_check_mark: \n\n\nStaging (all members)\nansible1.staging.hypha.coop will be renamed to ansible1.hypha.stg :heavy_check_mark: \n\n\nA user cannot move to ansible1 from a session at another VM since the sysadmin private key only exists on ansible1\nA user also cannot move from one VM to another for the same reason, and iptables is locked to just allow ansible1 to SSH in\nIn order to gain entry to a particular VM via our internal network, an attacker has to:\nGet our VPN credentials\nGet a hold of a personal SSH private key authorized on ansible1\nGet our shared unlock password\n\n\n[TODO] VMs have only LAN IP addresses by default, and are only assigned public IP addresses on an as-needed basis\nProxMox needs SSH from WAN, otherwise if pfsense VM crashed, we would be locked out and can't access panel\n\nTerms Glossary\nProxmox\nVM hypervisor\npfsense\nFirewall router with VPN access\nFreeNAS\nbackend file storage\nOVH\nDedicated server provider\nOpenVPN\nAn open-source VPN system\n"},"Operations/areas-of-responsibility.html":{"url":"Operations/areas-of-responsibility.html","title":"Areas of responsibility","keywords":"","body":"Operations Working Group\nAreas of Responsibility\nMonthly\n\nAdminister All-Hands Lunch βnβ Learn\nFacilitate social gatherings (monthly/as needed)\n\nYearly\n\nPlan annual retreat\nPlan AGM\nRenew insurance\nReview benefits scheme\nCoordinate LRS reviews\n\nAs needed\n\nService requests for vacation days\nReview contracts\nBook flights and accommodations\nDraft contracts for new staff\nOnboard new staff (information collection, payroll information, etc.)\nOffboard exiting staff\nPublish job postings\nDesign and document internal processes\n\n"},"Operations/inactivating-membership.html":{"url":"Operations/inactivating-membership.html","title":"Inactivating Membership","keywords":"","body":"Inactivating Membership\nWhen members seek to go inactive they should do the following:\n\nSend an email to operations@hypha.coop with notification of the change and the date you wish to become inactive and return (if known).\n\nOperations then will work with Infrastructure to update appropriate permissions and access inline with our Working Open guidelines and offboarding checklist.\n"},"Operations/issue-labels.html":{"url":"Operations/issue-labels.html","title":"Issue Labels","keywords":"","body":"Issue Labels\nWe have specific GitHub repos (known as synced repos throughout this guide) configured to mirror all labels from the root hyphacoop/organizing,\non each change to the root repo's labels.\nThough some of the below steps are more complicated than we'd ideally like,\nthis is because the automation is cautious and won't delete any in-use labels (regardless of open/closed state),\nso nothing destructive will happen.\nTo manage the list of synced repos (e.g., ensuring a new repo starts having labels synced),\nadd a new entry to LABEL_REPO_TARGETS in this configuration file and ensure @hyphacoop-bot has write-access to each synced repo.\nTo create a new label, just add it to the hyphacoop/organizing repo,\nand it will be added to others within a few minutes.\n(Sync events are logged in this issue as new comments for troubleshooting.)\nTo delete an existing label, search for the label you'd like to delete,\nlike so.\nOur automation is cautious, and so will only delete labels from repos where it's NOT in use.\nFor any repos represented in the search results, delete the label from that repo.\nOnce no labelled issues show up, delete the label from hyphacoop/organizing,\nand anything else will be cleaned up. If you leave any issues labelled,\nthe automation will simply do cleanup on its next run.\nAs soon as a label is unused in a repo, the automation will remove it on the next run.\nTo rename an existing label (this one's a bit tricky),\nsearch for the label you'd like to rename,\nlike so.\nIgnore hyphacoop/organizing for now, we'll save it for last.\nFor every other repo where it's used, click the \"repo\" link,\nand visit the label page to manually rename.\nLastly, rename the label in hyphacoop/organizing,\nand it will ensure the label is removed in any repos where it wasn't in-use.\n(Renaming is understood by the automation as a newly created label and a deleted label.)\nTo force a label sync, assuming you're impatient for it to do clean-up of unsued labels,\nslightly change a description or color of a label in hyphacoop/organizing.\n"},"Operations/sensitive-data.html":{"url":"Operations/sensitive-data.html","title":"Sensitive Data","keywords":"","body":"Sensitive Data\nIn general, most members prefer not to use third-party SaaS services, like Google Drive, for storing sensitive information.\nWe store short strings (like SINs or codes) as password entries in Bitwarden. These entries should be shared with both a privileged group that needs access (e.g., Finance WG) and the individual.\nIf we must store sensitive docs (like PDFs) in a shared drive for convenience (e.g., Google Drive),\nwe first encrypt them with a password.\nWe keep this in Bitwarden under the entry Shared Drive: Encrypted Files.\nAll employees can access this password.\nSimpler encryption schemes are preferred, for example, default PDF encryption.\nWe recommend any secured file.pdf be renamed to file.encrypted.pdf for easy discovery.\nAs a last resort for sensitive docs, a member can choose to have the document printed and stored in a folder in the office.\n"},"Operations/signatures.html":{"url":"Operations/signatures.html","title":"Signatures","keywords":"","body":"Signatures\nSigning internal documents\nThe Board of Directors uses PGP signatures to digitally sign resolutions.\nWe recommend using the GnuPG command line, but you can also use the Keybase command line, to sign and verify resolutions.\n\nSigning with GnuPG:\n $ gpg --sign --armor \\\n --output resolution-001.md.github_handle.asc \\\n resolution-001.md\n with Keybase:\n $ keybase pgp sign \\\n --infile resolution-001.md \\\n --outfile resolution-001.md.github_handle.asc\n\nVerifying with GnuPG:\n $ gpg --verify resolution-001.md.github_handle.asc\n with Keybase:\n $ keybase pgp verify \\\n --infile resolution-001.md.github_handle.asc\n\n\nThe text of the signed document is embedded in the signature file, so you can drop any signature file resolution-XXX.md.github_handle.asc into keybase.io/verify to verify a signature.\nFor example, you can try verifying resolution-001.md.benhylau.asc.\nNote: for submitting resolutions to the Government, you will need to use an additional signing process as if resolutions are external documents. Previously this was achieved by using pandoc to build a PDF package with the resolution (without including PGP signatures) and entering that to HelloSign (see organizing/#385 for context).\nSigning external documents\nMembers also use other tools such as HelloSign for signing client-facing documents. \nSee this related GitHub issue for an example of prior usage.\n"},"Operations/shortlinks.html":{"url":"Operations/shortlinks.html","title":"Shortlinks","keywords":"","body":"Shortlinks\nManaging shortlinks\nWe use a custom shortlink service at link.hypha.coop. It helps us:\n\nresolve keywords to URLs from any computer,\nmake commonly used resources quickly and easily accessible,\nsimplify link-sharing in spoken conversations, and\nalign on shorthand keywords for resources.\n\nInstructions on creating and managing shortlinks are available in\nour configuration repo under hyphacoop/shortlinks directory.\nAccessing shortlinks\n\nHint: You can use a URL hash to deep-link into an expanded shortlink.\nExample:Β http://link.hypha.coop/inventory#LinkedIn\n\nShortlinks work on their own in the address bar, but for even easier access on your own\nworkstation, you can add a \"custom search engine\" keyword to your\nbrowser.\nThis allows you to type something like hshortlinks into the\nsearch bar, and get https://link.hypha.coop/shortlinks\nHere's a screencast of how it works on Chrome:\n\nInstructions:\nChrome\n| Firefox (requires extension)\n"},"Operations/templates.html":{"url":"Operations/templates.html","title":"Templates","keywords":"","body":"Templates\nAgreements and Documents\nThese templates are used to conduct core business activities. They are published here for informational purposes only. Agreements and contracts are drafted for Hypha's place of incorporation, namely Ontario, Canada. The templates in their published form have not undergone legal review and Hypha assumes no liability for any damage should you choose to use these templates in full or in part.\nGeneral\n\n\n\nTemplate\nDescription\n\n\n\n\nHypha Letterhead\nTemplate for official letters\n\n\nHypha Document Report\nTemplate for general documents\n\n\n\nMembership\n\n\n\nTemplate\nDescription\n\n\n\n\nMember Acknowledgement\nThe acknowledgement signed by all members (including full and probationary members)\n\n\n\nStaff\n\n\n\nTemplate\nDescription\n\n\n\n\nJob Description\nThe template for job positions we are hiring for\n\n\nEmployee and Contractor Intellectual Property Agreement\nThe intellectual property agreement signed by employees and contractors who are natural persons (not organizations)\n\n\nIndependent Contractor Agreement\nThe agreement signed by all contractors (legal persons including organizations)\n\n\nEmployee Agreement\nThe agreement signed by all employees\n\n\nEmployee Onboard Email π\nThe onboarding email sent to new employees to get them all set up\n\n\n\nClient\n\n\n\nTemplate\nDescription\n\n\n\n\nClient Agreement\nThe default agreement we use for client engagements (although often times the client provides one)\n\n\nStatement of Work\nThe template for a statement of work for a client engagement (sometimes used in place of a Client Agreement)\n\n\n\nTasks\nThese templates are used as GitHub Issue templates, where ongoing tasks are tracked.\n\n\n\nTemplate\nDescription\n\n\n\n\nPublic Task\nCreate a high-level public organizational task\n\n\nInfra Ticket\nCreate a ticket to report bugs or incidents related to our office infrastructure\n\n\nPrivate Task π\nCreate a high-level organizational task\n\n\nOnboarding π\nCreate a task to track onboarding both employees and contractors\n\n\nOffboarding π\nCreate a task to track offboarding a member :(\n\n\nOpportunity π\nCreate a task to track pursuing and landing an opportunity\n\n\nATOM Transfer Request π\nRequest ATOM for project work\n\n\n\nMeetings\nThese templates are used for our meeting notes.\n\n\n\nTemplate\nDescription\n\n\n\n\nAll Hands\nTemplate for our all hands meetings\n\n\nInitiative\nTemplate for our initiative meetings, including projects and working groups\n\n\nBoard Meeting\nTemplate for our meetings of board members\n\n\nAnnual Members Meeting\nTemplate for our annual meetings of all members\n\n\nRetreat\nTemplate for our team retreats\n\n\n\nHandbook\nThese templates are used for sections in this handbook.\n\n\n\nTemplate\nDescription\n\n\n\n\nGuide\nTemplate for Guides\n\n\nRole\nTemplate to add to Roles\n\n\nInitiative\nTemplate to propose a new initiative\n\n\nInitiative Description\nTemplate to add to Initiatives\n\n\n\n"},"Strategy/areas-of-responsibility.html":{"url":"Strategy/areas-of-responsibility.html","title":"Areas of responsibility","keywords":"","body":"Strategy Working Group\nAreas of Responsibility\nMonthly\n\nDripline posts\nComplete the Operations Planning spreadsheet & socialize\n\nQuarterly\n\nDevelop quarterly goals for practice areas\n\nAs needed\n\nWrite job descriptions\nOnboard new hires\nSet up new client projects\nWebsite updates\nHandbook updates\n\n"},"Principle-5/reading-pool.html":{"url":"Principle-5/reading-pool.html","title":"Reading Pool","keywords":"","body":"Reading Pool\nLegend \nπ Audio clips :speaker:π Books :books:π PDF reports or articles :page_facing_up:π¬ Videos :clapper:π Web sites or online resources :globe_with_meridians: \n\n7 International Co-operative Principles:\n\nπ ICA Cooperative identity, values & principles\nπ ICA Guidance Notes to the Co-operative Principles\nπ Willy Street Seven Cooperative Principles\nπ Grassroots Economic Organizing: The Cooperative Principles, the Common Good, and Solidarity\n\nTech Worker Co-ops:\n\nπ A technology freelancer's guide to starting a worker's coop\nπ Soundcloud Podcast: Worker Cooperatives: Widening Spheres of Democracy\nπ Tech Worker Co-op Repo: Incredible list of resources including a db of active tech co-ops worldwide\nπ Vibes Theory of Organization Design - Enspiral\nidentifies lots of tensions while building organizational culture\n\n\nπ Enspiral Handbook\n* Important People Agreement**\nResource Git for Beginners\nRelated Root Systems \"Pod\"\n\n\nπ Lab.coop Reading List\nπ Balancing Performance with Principles in Coops and Mutuals, Report by Ernst and Young\n\nCivics, Tech, Politics:\n\nπ Paul Frazee \"Information Civics\" (Wayback Machine, Github)\nπ Langdon Winner \"Do Artifacts have Politics\"\nπ Diana Nucera \"Two-way Streets: Forging the Paths Towards Participatory Civic Technology\"\nπ Design Justice Principles\nπ From \"Openness\" to Justice\nπ Indigenous Cooperatives in Canada: The Complex Relationship Between Cooperatives, Community Economic Development, Colonization, and Culture\n\nCollaboration, Methodologies:\n\nπ Study Collaboration\nThinking about novel ways of collaborating between us and others\nAlso, neat links towards the bottom\n\n\nπ Patterns for Decentralised Organising\nπ Designing Methodologies 2018, Shannon Mattern\nπ Aspiration Tech Facilication Resources\nπ Beautiful Trouble: A Toolbox for Revolution\nπ adrienne maree brown (2017) Emergent Strategy: Shaping Change, Changing Worlds\nπ Loconomics Cooperative Bylaws\nπ Waag Co-creation Toolkit\nπ El LleialTec: Pla de Sobirania TecnolΓ²gica per l'acciΓ³ comunitΓ ria (Google translated)\n\nNew Economies:\n\nπ Center for Global Justice: Solidarity Economy Directory\nπ The Future of Social Economy Leadership and Organizational Composition in Canada: Demand from Demographics, and Difference through Diversity\n\nCommons, Anti-capitalism:\n\nπ Elinor Ostrom (1990) Governing the Commons\nπ 8 principles for designing common pool resources\n\n\nπ JK Gibson-Graham, J Cameron, & S Healy (2016) \"Commoning as a postcapitalist politics\" In Releasing the Commons: Rethinking the futures of the commons\nπ G Caffentzis, S Frederici (2014) \"Commons against and beyond capitalism\"\nπ S Frederici (2011) \"Feminism and the politics of the commons\"\nπ Yochai Benkler Commons-Based Peer Production and Virtue\nπ Stavros Stavrides Common Space: The City as Commons\nπ¬ Richard Sennett The Decline of the Skills Society\nπ Scott Alexander Meditations On Moloch (link removed, see explanation)\n\nWhy Decentralize?\n\nπ¬ Sarah Friend Decentralization and Its Discontents at Radical Networks 2018\nπ Nathan Schnieder n.d. \"Decentralization: An Incomplete Ideology\"\nπ Data Together Reading List or Zotero Group\n\nRequirements for co-ops in Canada (Federal and Provincial) (for more see 2018 retreat playbook):\n\nπ Ontario.coop fact sheets\nπ Industry Canada Starting a Federal co-op\nπ Industry Canada Starting an ON co-op\nπ Ontario.coop Starting a co-operative\n\n"},"Principle-5/glossary.html":{"url":"Principle-5/glossary.html","title":"Glossary","keywords":"","body":"Glossary\nAKA the thing that no one ever reads. Below we've provided tweet-sized definitions of some related terms and concepts we're using to describe the broader context Hypha is operating in.1 Additions welcome! \n\nCapitalism: an economic system based on private ownership of the means of production with the goal of generating profits. See: The Black Socialists of America Glossary of Socialist Terms\nCo-operative: a people-centred enterprise owned, controlled, and run by and for members to realise common economic, social, and cultural needs and aspirations.\nLabour Movement: a social movement that consists of labour unions and political organizing or political parties representing the interests of workers. See: History of Labour in Canada\nMember-worker: a joint member and worker of a co-operative who has equal democratic control of its operation. See: About Hypha Worker Co-operative\nNew economy: a vision for a just, sustainable, and democratic economy of cooperative, ethical, and community-rooted enterprises working within environmental limits.\nPlatform co-operative: a co-operatively owned, democratically-governed computing platform that uses a website, app or protocol to facilitate selling goods and services. \nSolidarity economy or co-operative economy: an economy based on efforts to increase the quality of life of a region or community through local business and not-for-profit endeavors. \nUnion or Trade Union: an association of workers that bargains for and acts as a legal representative of a unit of employees in a workplace often with a collective agreement. See: What Unions Do\n\nNotes\n1. Inspired by Black Socialists of America Mumbo-jumbo and vTaiwan tweet-sized definitions.\n"}}}
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