Loomio
Thu 25 Aug 2022 2:57PM

Preparing for our October meeting

MW Mary Wang Public Seen by 7

Our next board meeting is approaching. The Board calendar indicates our focus for this meeting is scheduled to be "Product Investment Strategy". Are we OK to keep that as the focus?

Focus of meeting

As well as our standard business, there are several important issues we need to discuss.

Post a comment to say where you think the focus of our meeting should be.

Actions from last meeting

How are you progressing with the actions agreed from our last meeting?

See the summary below and post a quick comment to let everyone know how you are doing.

  • Review Communications strategy - All

  • Prepare annual shareholder presentation @Jaiyush Devi

    馃搮 2023-09-29
  • Present development roadmap to board @Jaiyush Devi

    馃搮 2023-09-29
  • Review insurance cover @Takashi Kim

    馃搮 2023-09-29
  • Recommendations for climate change policy - @Vivien Ivanov

    馃搮 2023-09-29
  • Review hiring policy for diversity and equal opportunity @Chloe Miller

    馃搮 2023-09-29
MW

Poll Created Thu 25 Aug 2022 2:59PM

Let's find a date for our next meeting You have until Thu 28 Sep 2023 5:00PM to participate.

We need to find a new date for our next meeting.

Select the time slot options that you are available.

Current results

UTC Votes MW JD CM SG VI
Sun 23 Oct 2022 11:00PM
4
 
 
 
 
 
Mon 24 Oct 2022  9:00PM
2
 
 
 
 
 
Mon 24 Oct 2022 11:00PM
5
 
 
 
 
 
Tue 25 Oct 2022  2:00AM
1.5
 
 
 
 
 
Wed 26 Oct 2022  2:00AM
4
 
 
 
 
 

5 of 5 people have voted (100%)

CM

Chloe Miller Thu 25 Aug 2022 3:01PM

Wed 26 Oct 2022 2:00AM
Tue 25 Oct 2022 2:00AM
Mon 24 Oct 2022 11:00PM
Mon 24 Oct 2022 9:00PM
Sun 23 Oct 2022 11:00PM

That week is tricky for me

MW

Mary Wang Thu 25 Aug 2022 3:04PM

Items for the meeting agenda

Hey friends, let me know what items you would like included in the agenda.

CM

Chloe Miller Thu 25 Aug 2022 3:04PM

Thanks for the reminder @Mary Wang . I have reviewed our hiring policy and see several areas where we can improve. I would like to include some time in the agenda for a discussion of amendments we can make.

TK

Takashi Kim Thu 25 Aug 2022 3:05PM

How long do you think you'll need for the discussion?

CM

Chloe Miller Thu 25 Aug 2022 3:08PM

20 minutes should be sufficient to cover the key points.

Here's a summary of my recommendations.

JD

Jaiyush Devi Thu 25 Aug 2022 3:09PM

I'm keen to hear what you're thinking - looking forward to our meeting 馃檶

TK

Takashi Kim Thu 25 Aug 2022 3:09PM

I have reviewed our insurance cover. Overall we're in good shape, however I recommend we investigate a new cyber security policy.

I will post my review in Loomio for your consideration, so no need to take precious time in the meeting agenda.

JD

Jaiyush Devi Thu 25 Aug 2022 3:09PM

Thanks @Mary Wang for kicking off the prep work for the next meeting.

I'm running behind with my actions because of a few operational issues... 馃槦

I do plan to share an update on the roadmap and shareholder preso soon. This should fit in to my usual CEO timeslot in the meeting...

MW

Mary Wang Thu 25 Aug 2022 3:10PM

Thanks all for your updates and comments.

I'll work with @Takashi Kim to prepare the agenda and post this soon.

TK

Takashi Kim Thu 25 Aug 2022 5:04PM

October board meeting details

  • Date: 25 October, 12.00pm to 2.00pm.

  • Place: Board room, Oatmilk Co-op office

  • Technology: Zoom for people unable to travel to meeting. Click here for Zoom room access.

We use Loomio for communications, preparing for the meeting, drafting agenda, agreeing minutes, passing resolutions and discussion between meetings.

Agenda

Please see the attached meeting agenda for our next board meeting.

  • Agenda.docx

Board reports and papers attached (All documents are Confidential unless otherwise stated)

  • Minutes of the last directors鈥 meeting

  • CEO report

  • Financial reports

TK

Takashi Kim Thu 25 Aug 2022 5:04PM

Board meeting prep

Our October board meeting focus will discuss the climate urgency and climate-related risks we face and what our organization can do to be part of the solution, and not the problem.

Please read the agenda and attached board reports and documents.

Our focus on the climate urgency is a big topic, so let's get our admin done before the meeting:

  1. Approval of minutes Poll

  2. Questions and approval of financial reports Proposal

  3. Resolution to approve a funding application to ACME Trust Proposal

  4. Resolution to approve our new terms of lease with our landlord Proposal

The polls and proposals are on Loomio for you to vote prior to our meeting.

VI

Vivien Ivanov Thu 25 Aug 2022 5:05PM

Thanks Takashi, getting our usual board business done before the meeting will create space for discussing the climate urgency.

SG

Sanjay Garcia Thu 25 Aug 2022 5:06PM

Estoy interesado en entender m谩s sobre los n煤meros de saldo y por qu茅 son tan diferentes del mes anterior. @Jaiyush Devi

JD

Jaiyush Devi Thu 25 Aug 2022 5:06PM

Thanks for your question Sanjay. The previous month included several one-off events, including a significant loan repayment. Here are the main contributors:

  • Repayment of $50k loan

  • $30k purchase of new assets

  • $15k office refurbishment costs

MW

Mary Wang Thu 25 Aug 2022 5:06PM

Thanks for preparing this thread Takashi. We have allocated a big part of the meeting for our focus topic, so I encourage directors to prepare for the meeting by reading the reports and resolutions, and engage in this thread and the proposals.

Looking forward to our meeting 馃檹

TK

Poll Created Thu 25 Aug 2022 5:08PM

Minutes of the previous board meeting You have until Thu 28 Sep 2023 5:00PM to participate.

Confirmation of the minutes and matters arising.

The minutes of our previous meeting are attached for resolution.

Please read before the meeting and if you are happy to pass them, vote Accept.

Or select Review if you see anything you want to discuss.

Use the 'Reason' field if there are any matters arising you would like noted.

Current results

Current results Option % of points Voters
Accept 100.0% 3 JD MW CM
Review 0.0% 0  
Undecided 0% 0  

3 of 3 people have voted (100%)

JD

Jaiyush Devi Thu 25 Aug 2022 5:08PM

Accept

Good job Takashi 馃憦

CM

Chloe Miller Thu 25 Aug 2022 5:08PM

Accept

Matters arising from last meeting: Review hiring policy for diversity and equal opportunity

I have reviewed our hiring policy and see several areas where we can improve. I will post a thread outlining proposed amendments.

TK

Poll Created Thu 25 Aug 2022 5:13PM

Approve the financial statements You have until Thu 28 Sep 2023 5:00PM to participate.

Please see the financial statements attached and vote Approve.

Vote Not approved if you have questions.

Ask your questions in the 'Reason' field or post as a 'Comment'.

When you receive a satisfactory answer, change your vote from 'Not approved' to 'Approve' to approve the financial statements.

Current results

Current results Option % of points Voters
Approve 100.0% 3 JD MW SG
Abstain 0.0% 0  
Not approve 0.0% 0  
Undecided 0% 0  

3 of 3 people have voted (100%)

SG

Sanjay Garcia
<span class="translation_missing" title="translation missing: en.poll_proposal_options.approve">Approve</span>
Thu 25 Aug 2022 5:14PM

gracias por la aclaraci贸n @Jaiyush Devi

Item removed

TK

Poll Created Wed 31 Aug 2022 12:18AM

Resolution to approve the funding application to Acme Trust You have until Thu 28 Sep 2023 11:00PM to participate.

As noted in the agenda item, there is a resolution for the Board to approve our CEO to submit a grant application to the Acme Trust.

Details of the grant application can be found in this thread.

Please now vote to pass the resolution.

The resolution is approved when the majority of votes are 'for'.

Current results

Current results Option % of points Voters
For 60.0% 3 JD CM SG
Against 40.0% 2 MW VI
Undecided 0% 0  

5 of 5 people have voted (100%)

MW

Mary Wang
<span class="translation_missing" title="translation missing: en.poll_proposal_options.against">Against</span>
Wed 31 Aug 2022 12:18AM

I have some concerns about meeting the requirements of the fund.

VI

Vivien Ivanov
<span class="translation_missing" title="translation missing: en.poll_proposal_options.against">Against</span>
Wed 31 Aug 2022 12:18AM

I'd like to hear more about Mary's concern before supporting this.

JD

Jaiyush Devi
<span class="translation_missing" title="translation missing: en.poll_proposal_options.for">For</span>
Wed 31 Aug 2022 12:18AM

I talked to the fund manager, who encourages us to submit an application.