General Company / History / General Company Governance Meeting of Nov 10, 2012, 1:04pm

General Company Governance Meeting Minutes

Held on: November 10, 2012, 1:04pm
Secretary: Brian Robertson

Removed: Customer Relations

Made changes to: Facilitator

Election:
  • Karilen Mays until Oct 11, 2013, replacing Deborah Boyar

Made changes to: Outreach

Purpose changed:
  • Reveal the natural beauty of Holacracy to the worldActive relationships between HolacracyOne and its market
Name changed:
  • Content & OutreachOutreach
Accountability removed:
  • Developing & publishing Holacracy content to the world
Accountability removed:
  • Publishing policies & processes to allow other Roles an appropriately-constrained capacity to e-mail subsets of the mailing list for their own purposes
Accountability changed:
  • Engaging with HolacracyOne's broader ecosystem through social media and other appropriate channels, and when inquiries or requests result from the engagement, either responding or routing to @Customer_Relationschannels
Accountability changed:
  • Building awareness of the organization's products and services via the organization's primary public website and social media channels, in alignment with the strategy and direction provided by each business unitBuilding awareness of the organization's products and services
Accountability added:
  • Defining standard inboxes for inquiries and requests to the organization, and triaging inbound messages to those inboxes
Accountability added:
  • Cultivating relationships with those seeking service or information exchange with the organization, and tracking relevant information about such exchanges in a customer information database
Accountability added:
  • Easing the consumption and referentiality of the organization’s products and services
Accountability added:
  • Building a consistent and trustworthy brand
Accountability changed:
  • Cultivating relationships with those seeking service or information exchange with the organization, and tracking relevant information about such exchanges in a customer information databaseCultivating relationships with those who may engage the packaged service offerings of other circles, and facilitating their entry into those offerings
Domain changed:
  • The Organization's primary public website reached via www.holacracy.orghttp://holacracy.org

Made changes to: Holacracy Education

Accountability changed:
  • Drafting marketing copy about circle offerings for @OutreachAssisting @Outreach with understanding circle offerings for sales & marketing purposes
Domain removed:
  • Content on the organization's website describing @Holacracy_Education offerings

Made changes to: Holacracy Licensing

Accountability changed:
  • Drafting marketing copy about circle offerings for @OutreachAssisting @Outreach with understanding circle offerings for sales & marketing purposes

Made changes to: Holacracy Application

Accountability changed:
  • Drafting marketing copy about circle offerings for @OutreachAssisting @Outreach with understanding circle offerings for sales & marketing purposes

Made changes to: Holacracy Distillation

Accountability added:
  • Developing and evolving a suite of graphics, documents, and other distillations that capture, express, and convey Holacracy’s core rules, processes, and underlying paradigm shifts

Made changes to: Legal

Domain removed:
  • Contracts or legally-relevant writing which create potential for legal exposure

Policy changed: Service Accountability Policies

Text changed:

  • A "Service Accountability" is defined as: An Accountability assigned to Role held by a Person (the “Service Provider”) for providing a specified service or performing a specified activity in support of the aims or goals of one or more other Roles upon request of a Person filling such a Role (each a “Service Requester”).

    Service Accountabilities within the GCC shall be governed by the policies documented on HolacracyOne's intranet, here.  [http://intranet.holacracyone.com/twiki/bin/view/GCC/ServiceAccountabilities].

Policy removed: Forwarding Requests to Customer Relations

Policy removed:
  • All Circle Members receiving or creating service requests to be fielded by @Undefined_Role shall forward them to the Service Request Queue in H1's customer information system.

Policy removed: Expense Reporting Cut-off

Policy removed:
  • Expense reports must be submitted within 60 days of incurred expense for reimbursement. Unless extenuating circumstances are at play, Finance shall not reimburse expense reports submitted after the 60 day cut-off.

Policy removed: Flight Change Fees

Policy removed:
  • When a Circle Member has a flight booked for company purposes and changes such flight for personal reasons, the Company shall reimburse the Circle Member for change fees on such change if no other such change fees were paid by the Company over the Circle Member's last 8 flight bookings completed on behalf of the company.

Policy removed: Telephone Expenses

Policy removed:
  • Circle Members shall maintain telephone plans at their own expense for placing phone calls to and within their country of residence for HolacracyOne purposes; additional charges incurred for H1-related calls to or from locations outside their country of residence shall be reimbursable by H1, provided the member makes reasonable efforts to optimize costs to the same extent they would if paying for such costs personally.

Policy removed: Billable Travel Expenses

Policy removed:
  • When traveling on business billable to a client or partner, in the absence of a specific agreement, Finance shall bill the client/partner for HolacracyOne’s actual expenses incurred in alignment with IRS rules and guidelines for allowed reimbursable travel expenses, less any expenses incurred directly for business development or relationship building purposes with that client/partner and tagged as such by the individual traveler (e.g. taking the client to dinner). To the extent such rules/guidelines are fuzzy or leave any grey area in Finance’s reasonable assessment, Finance shall make the judgment call on what is reimbursable by HolacracyOne to HolacracyOne staff, and within those deemed reimbursable shall defer to the judgment of the individual traveler on which should be billed to the client/partner vs. absorbed by HolacracyOne.

Policy removed: Frequent Flyer Miles

Policy removed:
  • Airline tickets purchased with Partner's frequent flyer miles for business travel are reimbursable at the airline's published lowest-available coach fare.

Policy removed: International Flight Upgrades

Policy removed:
  • The company shall reimburse circle members for the cash cost of upgrades when traveling on behalf of the company on international long-haul flights, up to $500 per long-haul segment

Policy removed: Meal Expenses

Policy removed:
  • Meal expenses incurred by circle members while traveling on HolacracyOne business shall be reimbursable by H1, provided the circle member optimizes costs to the same extent they would if paying for such costs personally. Group meals among HolacracyOne circle members shall be reimbursable by H1 provided such meals are for the convenience of conducting H1 business without added distraction, or are otherwise reimbursable by one or more participants in the meal per this policy.

Policy removed: Partner Travel Policy

Policy removed:
  • Whenever travel is required for more than 5 consecutive days, the incremental travel costs of bringing a spouse / domestic partner along on the trip shall be reimbursable.

Policy removed: Advances for Membership Requirements

Policy removed:
  • Any Partner of HolacracyOne may take an advance against future partnership distributions solely for the purpose of funding necessary purchases to meet the requirements of membership in the Organization. Such advance shall be limited to a maximum of one advance per calendar year and an advanced amount not to exceed 60% of such member’s monthly draw, or, if such draw is documented to be higher in the fourth month following the date of such draw, then 60% of such higher draw amount. HolacracyOne shall reclaim any amounts so advanced by deducting the amount of such advance from such member’s monthly draw in three equal monthly installments beginning with the draw issued in the fourth month following the month in which such advance was taken. Notwithstanding the foregoing, no advance shall be allowed to cross a calendar-year boundary, and thus HolacracyOne shall reclaim the full amount of any remaining outstanding advances from the last draw issued during a calendar year.

Policy added: Contracting Authority

Policy added:
  • Roles throughout the organization may sign contracts on behalf of the organization, provided that the contract has no reasonable potential for exposure or risk, to finances or property ownership, which exceeds that role's authority to otherwise spend or dispose of, unless authorized to do so in writing by a role with such authority.

Policy added: H1 Bound by Licensing Standards

Policy added:
  • In the delivery of Holacracy-branded services, all HolacracyOne roles must adhere to the same quality and certification standards defined by @Holacracy_Licensing for its licensees.