General Company / History / General Company Governance Meeting of Mar 6, 2012, 5:37pm

General Company Governance Meeting Minutes

Held on: March 6, 2012, 5:37pm
Secretary: Brian Robertson

Added: Bookkeeper

Accountability added:
  • Processing recurring financial transactions of the organization in alignment with processes & standards defined by @Finance
Purpose added:
  • Process transactions with clarity & coherence; guard the books from chaos
Accountability added:
  • Invoicing customers for products & services upon request from other roles, using standard accounting items defined by @Finance, after verifying requested pricing falls within the business model defined by relevant roles
Accountability added:
  • Pursuing collection of debts due to the organization in alignment with processes & standards defined by @Finance

Made changes to: Finance

Accountability added:
  • Creating and maintaining lightweight reality-based financial projections as-needed to support other roles
Accountability added:
  • Processing needed financial registrations and tax filings required of the organization
Accountability removed:
  • Pursuing collection of debts due to the organization
    • Recurring Action (monthly): Review A/R statement, send reminders as-needed
Accountability changed:
  • Defining and administering standard billing & payment procedures for the organization, and payment processing systems which support themEvaluating, implementing, and supporting the usage of accounting and transaction processing systems
Accountability changed:
  • Processing all financial transactions of the organization in alignment with financial policies
    • Triggered Action: Process a special transaction or handle similar request (upon receipt of a duly-authorized request)
    • Recurring Action (bi-monthly): Import transactions from PayPal to QuickBooks
    • Recurring Action (bi-monthly): Record/pay bills, review cash balances & move as-needed
    • Recurring Action (monthly): Pay payroll draws, review cash balances & move as-needed
    • Recurring Action (monthly): Reconcile bank statement to QuickBooks
    • Recurring Action (monthly): Update cash-flow forecast
    • Recurring Action (quarterly): Adjust foreign currency balances
    • Recurring Project (starts every February): File tax returns    Processing needed financial transactions of the organization which fall outside of standard processes or require specialized handling beyond the typical transaction handled by Bookkeeper
Accountability added:
  • Defining accounting standards and financial transaction processing procedures for the organization
Domain added:
  • Financial transaction processing systems & processes
Domain removed:
  • Financial policies governing the organization
Domain added:
  • Cash flow
Domain added:
  • Expense reporting, processing, and reimbursement standards & processes

Made changes to: LHP Program Circle

Accountability changed:
  • Defining a Licensed Holacracy Provider (LHP) Program for professional organizations that wish to deliver Holacracy™ Holacracy services to their clients
Domain changed:
  • The overall business model, financial model, program design, marketing presentation, and program execution for HolacracyOne's licensing program for professional service firms delivering Holacracy™ Holacracy services to clients.

Made changes to: GlassFrog Account Manager

Purpose changed:
  • To make using GlassFrog™ GlassFrog easy and desirable.
Accountability changed:
  • Facilitating pre-purchase exploration of GlassFrog™ GlassFrog software, including demonstrating the software and fielding inbound subscription inquiries
    o Triggered Action (Upon trial subscription end date): Either deactivate account or convert to paid account in GlassFrog™.GlassFrog.
Accountability changed:
  • Administering and supporting GlassFrog™ GlassFrog usage including all subscription and billing related matters:
    o Triggered Action (Upon new subscription): Add new account in GlassFrog™ GlassFrog and contact new customer with login information and onboarding assistance as-appropriate.
    o Triggered Action (Upon subscription termination): Deactivate account in GlassFrog™. GlassFrog.
    o Recurring Action (Monthly): Verify GlassFrog usage is within subscription terms and address any discrepancies.
    o Triggered Action (Upon inbound customer communication): Triage customer need and respond appropriately.
    o Triggered Action (Upon potential bug identification): Interface with bug reporter to troubleshoot and submit concrete bug report to GlassFrog Product Manager upon confirmed bug.

Made changes to: Training Business

Accountability changed:
  • Administering the application, assessment, and grant process for Holacracy™ Holacracy certification credentials
Domain changed:
  • Certification credentials, standards, and assessments for Holacracy™ Holacracy certifications for individuals

Made changes to: Engagement Lead

Accountability changed:
  • Advising and coaching Client on overall adoption and improvement of Holacracy™ Holacracy practice and follow-on organizational development, including the transition to dynamic steering and evolving the Client's organizational structure

Made changes to: Content & Outreach

Purpose changed:
  • Reveal the natural beauty of Holacracy™ Holacracy to the world
Accountability changed:
  • Developing & publishing Holacracy™ Holacracy content to the world
Accountability changed:
  • Countering misinformation about Holacracy™ Holacracy on the web
Domain changed:
  • Messaging of Holacracy™ Holacracy in the world
Domain changed:
  • Materials, information, & programs that convey Holacracy™Holacracy

Made changes to: Implementation Business

Domain changed:
  • Materials & tools that support the implementation of Holacracy™Holacracy

Made changes to: GlassFrog Product Manager

Domain changed:
  • The overall business vision, business model, financial model, and marketing presentation for HolacracyOne's software platform for the support of Holacracy™ Holacracy practice (“GlassFrog”)

Policy removed: Mileage Rate

Policy removed:
  • Mileage reimbursement rates shall be determined by Finance.

Policy removed: Personal Expense Requirements

Policy removed:
  • Each Circle Member is required to procure, provide, and maintain, at their own personal expense, a reasonable infrastructure, as well as reasonable and customary professional development, to enable such Circle Member to perform their duties as a Circle Member of the Company. Such expected personal expenses shall include without limitation those for (a) providing space, facilities, office equipment, and a network infrastructure in the Grantee’s home such that Grantee may perform work for the Company while at home; (b) providing one or more computers and cell phones to use for Company work, as well as software and peripherials for the same; (c) maintaining equipment and services necessary to allow a video conferencing link with other Company Circle Members; (d) subscribing to professional and business journals; and (e) continuing the Grantee’s education as it relates to Company’s business or Grantee’s Roles, including attending seminars, trainings, conferences, etc.