Decision Making and Implementation Process
This document outlines the full proposal decision-making and implementation process in Mātou Collective DAO, from submission → voting → implementation. It is designed to ensure clarity, cultural alignment, and transparency across all governance and implementation activities.
🌱 Decision making
This following steps cover the process for creating proposals and getting clear decisions made about the proposal. Proposals are stewarded by an assigned governance steward to ensure that the different houses are able to effectively and efficiently make the necessary decisions to implement a proposal.
1. Proposal creation
1.1 Prepare proposal
| Roles | Responsibilities |
|---|---|
| Community members | 1. propose idea 2. validate idea |
| Governance stewards | 1. facilitate community validations |
| Community stewards | 1. facilitate idea discussions |
| Requirements |
|---|
| 1. Problem can be clearly defined 2. Problem has been validated by members 3. Solution can be clearly defined 4. Solution has been validated by members |
| Actions |
|---|
| 1. Member surfaces an idea through one of the community channels 2. Members discuss the idea 3. Community stewards support the facilitation of the discussion 4. Members agree that it should be put into a proposal 5. Governance steward confirms community validation |
| Related Rules |
|---|
| 1. all proposal submissions must be able to demonstrate community validation of the problem and/or the solution |
1.2 Create and submit proposal
| Roles | Responsibilities |
|---|---|
| Community member | 1. complete proposal form 2. submit the proposal form |
| Governance stewards | 1. support proposal completion |
| Requirements |
|---|
| 1. proposal form is successfully completed |
| Actions |
|---|
| 1. Proposer completes the proposal form 2. Governance stewards provide support for proposal completion 3. Proposer submits the proposal form |
| Related Rules |
|---|
| 1. proposals can only be made by collective members |
1.3 Review proposal
| Roles | Responsibilities |
|---|---|
| Proposer | 1. respond to questions about the proposal 2. make any required changes to the proposal |
| Governance stewards | 1. register interest to steward the proposal 2. identify and assign the governance steward 3. identify and assign the governance steward peer 4. review the proposal 5. ensure the proposal aligns with the scope of the collectives mission 6. ensure proposal is complete |
| Requirements |
|---|
| 1. A governance steward and peer reviewer must be assigned to a proposal 2. The proposal is verified as in scope of the collectives mission 3. The proposal is complete |
| Actions |
|---|
| 1. Once a proposal is submitted a Governance Steward Contribution Request is created 2. Governance Stewards register their interest complete the contribution request 3. The Governance Stewards identify and assign the Governance Steward and Peer reviewer 4. The Governance Steward and peer reviewer coordinate to create the contributions required to review the proposal 5. The assigned governance steward then reviews the proposal for completeness 6. If needed, the governance steward coordinates with proposer to complete the proposal |
| Related Rules |
|---|
| 1. all proposals must have a governance steward and peer reviewer assigned to steward the proposal through the decision making process 2. required contributions by governance stewards can only be created by assigned governance stewards 3. all contributions must be signed off by the governance steward peer |
1.4 Create proposal decision plan
| Roles | Responsibilities |
|---|---|
| Proposer | 1. verify the decision plan |
| Governance stewards | 1. create a decision plan 2. peer review the decision plan |
| Requirements |
|---|
| 1. decision plan is created 2. decision plan is confirm by the proposer as accurate to the purpose of the proposal 3. decision plan is reviewed by a peer governance stewards to be an accurate plan |
| Actions |
|---|
| 1. The governance steward creates the decision plan 2. The proposer confirms the decision plan 3. A peer governance steward reviews and approves the decision plan |
| Related Rules |
|---|
| 1. proposals must have a confirmed decision plan before entering the voting process 2. voting plans must be peer approved by a peer governance steward 3. voting plans must be approved by the proposer |
2. Proposal voting
2.1 Elder council veto vote
| Roles | Responsibilities |
|---|---|
| Proposer | 1. present proposal to the council 2. respond to change requests and proposal questions |
| Governance stewards | 1. introduce the proposal to the council 2. facilitate proposal discussions 3. respond to proposal questions in relation to process 4. facilitate the voting process |
| Elder council members | 1. review the proposal 2. provide feedback/insights on the proposal 3. submit change requests on the proposal 4. decide whether or not to veto the proposal |
| Requirements |
|---|
| 1. elder council members are aware of the proposal 2. the elder council have had the opportunity to discuss the proposal in a group call 3. the elder council has been given time to review and ask questions, request changes, provide feedback and/of insights into the proposal 4. elder council has been given time to veto the proposal |
| Actions |
|---|
| 1. The governance steward introduces the proposal to the elder council via the elder council communication channels |
- The governance steward coordinates and facilitates a group call to facilitate proposal presentation, questions, and discussion
- The elder council review the proposal, ask questions, request changes, provide feedback and insights on the proposal
- The governance steward introduces the veto vote into the elder council comms
- The elder council vote on whether they would like to veto the proposal |
| Related Rules |
|---|
| 1. Governance stewards with an active proposals have write access to elder council and community reps communication channels 2. All proposals must have a facilitated group call with the elder council 3. The Elder council must have the opportunity to review, request changes, and provide feedback on all proposals 4. The Elder council must have the opportunity to veto all proposals |
2.2 Community representatives strategic vote
| Roles | Responsibilities |
|---|---|
| Proposer | 1. present proposal to the community reps 2. respond to change requests and proposal questions |
| Governance stewards | 1. introduce the proposal to the community reps 2. facilitate proposal discussions 3. respond to proposal questions in relation to process 4. facilitate the voting process |
| Community representatives | 1. review the proposal 2. provide feedback/insights on the proposal 3. submit change requests on the proposal 4. vote on community reps proposal decisions |
| Requirements |
|---|
| 1. community representatives are aware of the proposal 2. community representatives have had the opportunity to discuss the proposal in a group call 3. community representatives have been given time to review and ask questions, request changes, provide feedback and/of insights into the proposal 4. community representatives have been given time to vote on the community representatives proposal decision/s |
| Actions |
|---|
| 1. The governance steward introduces the proposal and the required decisions to the community representatives via the community representatives communication channels 2. The governance steward coordinates and facilitates a group call to facilitate proposal presentation, questions, and discussion 3. The community representatives review the proposal, ask questions, request changes, provide feedback and insights on the proposal 4. The governance steward introduces the community representatives decisions for voting by the community representatives 5. The community representatives vote on the community representatives decisions |
| Related Rules |
|---|
| 1. Community representatives must have the opportunity to review, request changes, and provide feedback on all proposals 2. All proposals must have a facilitated group call with community representatives 3. All community representatives decisions identified in the proposal decision plan have been voted on by the community representatives 4. A quorum of at least 20% of total community representatives or total $COM has been represented in each decision |
2.3 Contributor parameters vote
| Roles | Responsibilities |
|---|---|
| Proposer | 1. present proposal to the contributors 2. respond to change requests and proposal questions |
| Governance stewards | 1. introduce the proposal to the contributors 2. facilitate proposal discussions 3. respond to proposal questions in relation to process 4. facilitate the voting process |
| Collective contributors | 1. review the proposal 2. provide feedback/insights/questions on the proposal 3. submit change requests on the proposal 4. vote on contributor proposal decisions |
| Requirements |
|---|
| 1. collective contributors are aware of the proposal 2. collective contributors have had the opportunity to discuss the proposal in a group call 3. collective contributors have been given time to review and ask questions, request changes, provide feedback and/of insights into the proposal 4. collective contributors have been given time to vote on the contributor proposal decision/s 5. collective contributors have voted on the proposal |
| Actions |
|---|
| 1. The governance steward introduces the proposal and required decisions to all contributors via contributor communication channels 2. The governance steward coordinates and facilitates a group call to facilitate proposal presentation, questions, and discussion 3. The collective contributors review the proposal, ask questions, request changes, provide feedback and insights on the proposal 4. The proposer is notified and had time to respond to questions, feedback, and change requests 5. The governance steward introduces the contributor decisions for voting by contributors 6. The contributors vote on the contributor decisions |
| Related Rules |
|---|
| 1. contributors must have the opportunity to review, request changes, and provide feedback on all proposals that require contributor decision making 2. All proposals must have a facilitated group call with Contributors 3. All contributor decisions, identified in the proposal decision plan, have been voted on by contributors 4. A quorum of at least 10% of total contributors or total CTR can vote (including the proposer and governance steward) |
| Required tools |
|---|
| 1. change request form |
🪴 Implementation
The following steps cover the implementation process for all approved proposals and the associated activities that are required to successfully implement the proposal.
Proposal Implementations are managed by a Project Steward who is responsible for creating the Proposal Implementation Plan. The Proposal Implementation Plan is then and associated Contribution Requests. Contributors complete Contribution Requests to earn the associated rewards (UTIL).
This process is covered in more detail below.
3. Project preparation
3.1 Project coordination assignment (if not already identified in the proposal)
| Roles | Responsibilities |
|---|---|
| Project stewards group | 1. Project stewards indicate their interest and availability to steward or lead the implementation of the proposal 2. Identify the project lead |
| Proposer and Governance Steward | 1. Identify the project steward 2. Onboard the Project Steward to the proposal 3. Identify the project lead |
| Treasury system | 1. Create an allocation of treasury resources to the proposal |
| Requirements |
|---|
| 1. A Project Steward is identified and onboarded by the Proposer and/or Governance Steward |
- A Project Lead is identified and onboarded by the Project Steward to the project |
| Actions |
|---|
| 1. The treasury system automatically allocates treasury funds to a proposal based on |
- The governance steward creates a Project Steward Contribution Request for the approved proposal
- The governance steward creates a Project Lead Contrubtion Request for the proposal
- Project stewards respond to the contribution request, by registering their interest to steward the proposal implementation process
- The governance steward and proposer select the project steward
- contribution offer
- contribution accepted
- contribution allocation
- The governance steward and proposer onboard the project steward into the proposal
|
| Related Rules |
|---|
| 1. all approved proposals require an assigned project steward to steward it through the implementation process 2. only project stewards can register their interest to implementation steward contribution request 3. all contributions required by the project steward to support the project implementation process must be reviewed and signed off by the governance steward |
| Required Tooling |
|---|
| 1. Proposal Implementation Steward Contribution request (Contribution request) form & process |
3.2 Project lead assignment (if required, and not already identified in the proposal)
| Roles | Responsibilities |
|---|---|
| Stewards | 1. Volunteer lead the implementation of the proposal |
| Project Steward | 1. Identify the project lead 2. Onboard the Project lead to the proposal |
| Governance Steward | 1. Support Identifying the project lead |
| Requirements |
|---|
| 1. A Project Lead is identified and onboarded by the Project Steward |
| Actions |
|---|
| 1. The project steward and governance steward select the project lead |
- contribution offer
- contribution accepted
- contribution allocation
- The project steward onboards the project lead
- the project lead creates the contributions request to lead the project
- the project steward reviews and signs off on the contributions |
| Related Rules |
|---|
| 1. only project stewards allocated to a implementation steward request can create a contribution request for a project lead 2. only stewards can register their interest to lead a project |
3.3 Proposal planning
| Roles | Responsibilities |
|---|---|
| Project lead | 1. Create an implementation plan |
| Project steward | 1. Review the implementation plan |
| Treasury steward | 1. Hold the context of the budget process |
| Requirements |
|---|
| 1. An implementation plan has been developed 2. The implementation plan includes all required contribution requests to achieve proposal outcomes with any associated budget/resources 3. The implementation plan has been approved by the the project steward |
| Actions |
|---|
| 1. The project lead creates a detailed implementation plan 2. The project steward reviews the plan to ensure it aligns with the proposal outcomes and resources |
| Related Rules |
|---|
| 1. all projects should have an implementation plan |
4. Project contribution
4.1 Contribution requests
| Roles | Responsibilities |
|---|---|
| Project steward | 1. Approve contribution requests |
| Project lead | 1. Create contribution requests |
| Requirements |
|---|
| 1. Contribution requests are created in alignment with the implementation plan 2. Contribution requests are verified by the project steward 3. Contributors are able to register their interest to contribution requests |
| Actions |
|---|
| 1. The project lead creates the contributions requests 2. The project steward verifies the contribution requests 3. Aligned Contributors are notified of the contribution opportunities 4. Aligned contributors can register their interest to complete a request |
| Related Rules |
|---|
| 1. Only assigned contributors or contribution owners can create nested contributions 2. All contributions must be either assigned to an active proposal or be a nested contribution 3. All contributions must have a contribution owner 4. All contributions must be signed off by the contribution owner before someone can assigned to the contribution 5. All contributions must clearly detail any evidence required to demonstrate completion |
4.2 Contribution allocation
| Roles | Responsibilities |
|---|---|
| Contributor | 1. Accept contribution request |
| Project lead | 1. Offer the contribution request |
| Requirements |
|---|
| 1. Contributors can accept a contribution request 2. Contribution requests can be allocated to a contributor |
| Actions |
|---|
| 1. The project lead offers the contribution request to one of the registered contributors 2. The contributors accepts the contribution request 3. The project lead assigns the contribution request to the contributor |
| Related Rules |
|---|
| 1. Contribution requests must be accepted before they can be allocated 2. A contribution request must be allocated to a contributor for any contribution resources to be awarded 3. A contribution request can only be offered to one contributor at a time 4. A contribution request can be withdrawn by both the project lead and project steward or the contributor |
4.3 Contribution completion
| Roles | Responsibilities |
|---|---|
| Contributor | 1. Add nested contributions 2. Complete the contributions 3. Provide the required contribution completion evidence 4. Notify the project lead of contribution completion 5. Request support when needed 6. Provide regular communications with the Project lead in relation to the contribution |
| Project lead | 1. Provide support to the contributor to complete the contribution 2. Make changes to the contribution as needed |
| Requirements |
|---|
| 1. Assigned Contributors can create nested contributions 2. Contributors can complete contributions 3. The Contributor provides regular updates to the project lead 4. The project lead responds to support requests from the contributor 5. Any changes to the contribution must be reviewed and signed of by contribution reviewer |
| Actions |
|---|
| 1. The contributor adds any nested contributions required to complete the contribution 2. The project lead reviews and signs off nested contributions 3. The contributor completes the nested contributions 4. The project lead verifies the contributions meet the completion requirements 5. The contributor completes all nested contributions |
| Related Rules |
|---|
| 1. Only contributors allocated to contribution or any nested contributions can be assigned |
5. Reward
5.1 Contribution review
| Roles | Responsibilities |
|---|---|
| Project steward | 1. Coordinate with the Project lead to sign off the contribution completion and feedback |
| Project lead | 1. Review contribution evidence 2. Confirm the contribution has met the required outcomes 3. Provide feedback on the contribution |
| Requirements |
|---|
| 1. The provided evidence must meet the contribution requirements 2. The project lead must provide feedback on the contribution 3. The project steward must sign off on all contributions |
| Actions |
|---|
| 1. the project lead reviews the task completion evidence 2. the project lead confirms that it meets the requirements 3. the project lead provides feedback on the contribution 4. the project steward coordinates with the project lead to confirm contribution completion 5. the project steward reviews and updates the contribution feedback 6. the project steward signs off on the contribution as complete |
| Related Rules |
|---|
| 1. the amount of $CTR distributed to a contributor for completing a contribution will be dependant on the contribution feedback 2. the project steward must sign of on the completion of a contribution before distribution can happen |
5.2 Contribution reward
| Roles | Responsibilities |
|---|---|
| Treasury system | 1. transfer reward from the allocated project resources 2. update project balance |
| Treasury steward | 1. Monitor and support treasury activities |
| Requirements |
|---|
| 1. The contributor has a registered wallet address on their contributor profile 2. The project has sufficient remaining resources to meet the contribution reward |
| Actions |
|---|
| 1. the signed off contribution by the project steward triggers a transfer by the treasury system |
| Related Rules |
|---|
| 1. Project steward sign off automatically triggers the transfer |
🍃 Proposal Status Description
The below table details the different stages of the proposal process and the related actions at each stage
| Order | Status | Actions | Action Required |
|---|---|---|---|
| 1 | in draft | The proposer has started a proposal but it is incomplete. | The proposer must complete proposal form and submission |
| 2 | submitted | The proposal has been completed and submitted. The governance stewards have been notified of the new proposal. | The governance stewards must delegate a steward to steward the proposal |
| 3 | governance steward assigned | A steward has been assigned to the proposal. | The steward must make contact with the proposer and review the proposal |
| 4 | in review | The steward has signalled that they are reviewing the proposal | the steward must review the proposal for completeness and alignment |
| 5 | changes required | The steward has signalled that the proposal requires changes to move forward. The required changes have been communicated to the proposer | The proposer must make the required changes |
| 6 | proposal complete | The steward is satisfied with the proposal. The proposal is now published | The steward and proposer must create a decision plan |
| 6a | proposal rejected | The steward has signalled that the proposal does not meet the requirements to move forward and has notified the proposer | No further action required |
| 7 | decision plan in progress | The steward is satisfied with the proposal and signals that they are in the process of creating the decision plan for voting | Decision plan needs to be completed by the steward |
| 8 | decision plan drafted | The steward signals that the decision plan has been drafted and is published for review | The proposer needs to confirm the decision aligns with the proposal objectives |
| 9 | decision plan confirmed | The proposer signals that the decision plan aligns with the proposal objectives | The decision plan is ready for peer review |
| 9a | decision plan requires changes | The proposer or reviewer signals that the decision plan requires some changes. The changes have been communicated to the steward | The steward must make the recommended changes to the decision plan |
| 10 | decision plan in review | A peer governance steward has signalled that they are reviewing the decision plan | The peer steward needs to complete the decision plan review |
| 11 | decision plan approved | The peer governance steward has signalled that the decision plan is satisfactory and ready for voting | The governance steward can now introduce the proposal to the Council of Elders |
| 12 | in review by elders council | The governance steward has signalled that the proposal has been introduced to the elders council decision making process | The elders council must review the proposal, ask questions, submit change requests, discuss the proposal, and decide if the proposal should be vetoed or not |
| 13 | changes required by elders council | The elders council have coordinated with the governance steward to signalled that the proposal requires some changes. The changes have been communicated to the proposer | The proposer must make the recommended changes |
| 14 | elders council approved | The allocated timeframe for elders council review and veto has passed without being vetoed. | The governance steward must now introduce the proposal to the community representatives/contributors in accordance with the decision plan |
| 14a | proposal blocked | The elders council have determined that the proposal undermines the culture, values or purpose of the DAO and have voted to veto the proposal. The reason for the veto has been given. The proposer is notified of the outcome. | No further action required |
| 15 | in review by community representatives | The governance steward has signalled that the proposal and decisions have been introduced to the community representatives | The community representatives must review the proposal, ask questions, submit change requests, discuss the proposal, and vote on the required decisions |
| 16 | changes required by community representatives | The community representatives have coordinated with the governance steward to signalled that the proposal requires some changes. The changes have been communicated to the proposer | The proposer must make the recommended changes |
| 17 | community representatives approved | The allocated timeframe for community representatives voting has passed and/or the approval voting threshold for all required decisions has been met | The governance steward must now introduce the proposal to the community representatives/contributors in accordance with the decision plan |
| 17a | community representatives rejected proposal | The allocated timeframe for community representatives voting has passed and/or the rejected voting threshold for all required decisions has been met. The proposer is notified of the outcome. | No further action required |
| 18 | in review by contributors | The governance steward has signalled that the proposal and decisions have been introduced to contributors | The community representatives must review the proposal, ask questions, submit change requests, discuss the proposal, and vote on the required decisions |
| 19 | changes required by contributors | The contributors have coordinated with the governance steward to signalled that the proposal requires some changes. The changes have been communicated to the proposer | The proposer must make the recommended changes |
| 20 | proposal approved | The allocated timeframe for contributor voting has passed and/or the approval voting threshold for all required decisions has been met | The governance steward must now step up the implementation process for the proposal |
| 20a | contributors rejected proposal | The allocated timeframe for contributor voting has passed and/or the rejected voting threshold for all required decisions has been met. The proposer is notified of the outcome. | No further action required |
| 21 | proposal active | A project steward has been assigned to the proposal to manage implementation | The proposal steward create contribution request to manage implementation |
| 22 | proposal complete | All proposal outcomes been completed | No further action required |