PSF Meeting Minutes for Aug. 15, 2011

The Python Software Foundation
Minutes of a Regular Meeting of the Board of Directors

August 15, 2011


A regular meeting of the Python Software Foundation ("PSF") Board of Directors was held over Internet Relay Chat beginning at 16:00 UTC, 15 August 2011. In Steve Holden's absence, David Mertz presided at the meeting. Pat Campbell prepared the minutes.

All votes are reported in the form "Y-N-A" (in favor — opposed — abstentions; e.g. "5-1-2" means "5 in favor, 1 opposed, and 2 abstentions").

1   Attendance

The following members of the Board of Directors were present at the meeting: Raymond Hettinger, Marc-Andre Lemburg, Martin von Löwis, David Mertz, Doug Napoleone, Jesse Noller, Tim Peters, Allison Randal, Jeff Rush, Greg Stein, and Gloria Willadsen. Also in attendance were Kurt Kaiser (Treasurer), and Pat Campbell (Secretary & Administrator).

2   Minutes of Past Meetings

The 18 July 2011 Board meeting minutes were voted on and approved.

Approved, 9-0-1.

3   Votes Taken Between Meetings

There was one vote taken between meetings.

3.1   Outreach & Education Committee's Authority to Allocate Grants

The vote for this motion was deferred to an email vote from the July 2011 board meeting. Due to a failure to meet the email voting requirement which states that a "super-quorum" of 3/4 of the Members MUST participate in the email vote, this email resolution failed. Only 8 of the required 9 votes were cast.

RESOLVED, that the Outreach and Education Committee shall have authority to authorize PSF expenditure of up to US$5000 during the calendar year of 2011, to be spent and divided as the Committee determines best assists in promoting diversity with Python communities. Any commitment of PSF funds by the Committee shall be subject to the voting procedure adopted by the Committee and set forth in its July 2011 Committee report (http://mail.python.org/mailman/private/psf-board/2011-July/015026.html)

Email Vote Failed, 7-0-1.

4   Treasurer Report

The monthly Treasurer's Report was provided to Board members by K. Kaiser prior to the Board meeting and produced from Quickbooks Online.

Here is an exerpt from the treasurer's report on a few of the activities the treasurer has been focused on:

"YTD income was down by 8K in July. Please refer to the P&L for the full details. Some highlights:

AR still reflects the 48K PyCon room commissions due to us.

Donations for the month were $1,053.

Grants:
PyPy $10,000 PyItalia 2,061 V. Ceder ISTE Trip 465 Sprints 363
Outside Expenses:
Wendroff $1,150

Kurt concludes his report by revealing the financial business items he plans to continue to focus his attention on, he said:

"My focus is on PSF Sponsor invoicing, Federal taxes, the Associate Member program, AR and AP reduction. Also, look into a server certificate for mail.python.org."

Board Discussion:

J. Noller: ""I am digging into the CTE issues cited in the treasurer's report: "AR still reflects the 48K PyCon room commissions due to us." We have multiple calls out to CTE.""

5   Progress Reports

The following board reports were submitted to the board mailing list one week prior to this month's meeting. Please see a summary of each board report listed below and a possible board discussion at the end of the report(s):

5.1   Communication Status

D. Hellmann, Communication Officer, reported on continued activities from last month. He said:

  1. Finding additional writers

    I have been able to recruit a couple of new team members and we are working on catching up with the backlog of announcements.

Doug also reported on new activities for the month. The list of activities showed the following:

  1. July Election Results

    http://pyfound.blogspot.com/2011/07/july-2011-members-election-results.html

  2. PyCon DE 2011 Funding

    http://pyfound.blogspot.com/2011/08/pycon-de-2010-funding.html

  3. Added RuPy promotion to the python.org front page and posted on twitter.

  4. We missed the window to publish a few announcements of funding for conferences that have already passed. Mike Driscoll is working on a retrospective post summarizing all of the funding we have provided for conferences over the last year. We will wait to publish until closer to the end of 2011.

As far as the ongoing projects for the month are concerned, he reported:

  1. Post about common trademark use.

    No progress

  2. Interviews with GSoC students.

    I don't have enough staff or personal time to do this, so I think we're going to have to pass again this year. If the GSoC mentors or students want to write up anything about their projects, we can publish the details on the blog (or link to them elsewhere).

For tabled activities, D. Hellmann said:

  1. Writing about new PyCon website software.
  2. Paulo Nuin is working on a post about the PyPI mirroring project.

5.3   Infrastructure Committee

S. Reifschneider, Infrastructure Committee Chair, reported on continued activities from last month. He wrote:

  • Arc Riley has attempted to contact the pound-python domain owner but their e-mail address is invalid and so he's throwing in the towel, which I agree with. He also makes the alternate suggestion of setting up "irc.python.org" to hold the information that was hosted on pound-python, which seems reasonable to me as well.

Sean also reported on the new activities for the month. H said:

  • There are discussions about alternatives for professional management of the python.org servers and other resources. These are ongoing and should be moving forward in the coming months.

The activities planned for next month included:

  • Put pound-python to bed and make progress on server management.

As far as the ongoing and the tabled activities are concerned, Sean reported:

  • None.

5.4   Marketing Material

M.A.Lemburg, Marketing Material Project Manager, reported the progress on this project when he said:

"We are currently talking to the various contacts and managing the content acquisition, getting success stories, image data, quotes, publication approvals, etc. Given that we have over 60 leads to follow up with, this should easily produce enough material to fill the brochure with lots of interesting stories and show cases.

The success stories that won't make this edition of the brochure will be hosted on the brochure website and are likely going to be used for future editions.

Since we have already received enough material to start working on the layout, we'll enter that next phase in the coming weeks."

M.A.Lemburg also reported on issues with the project, he said:

"As always, additional help in finding such interesting projects would be greatly appreciated. Please consider signing up as contact scout:

http://brochure.getpython.info/signup/contact-scout-signup

and, if you're interested in the project, please consider signing up to our newsletter:

http://brochure.getpython.info/

Thanks !"

As far as future plans are concerned, he reported:

"If the project goes well, we'll follow up with a Python flyer, translated versions of the brochure and also consider creating marketing material more targeted at specific user groups or application fields.

In the long run, we'd also like to take the idea of producing marketing material beyond printed material and develop booth setups, giveaways, CDs, etc. to support conference organizers and local user groups wishing to promote Python at their events."

5.5   Moving PyPI to Amazon CloudFront

The project leader, M.A. Lemburg, Moving PyPI to Amazon CloudFront, reported on progress for the month:

"The project is currently on hold, since the team members don't have time to put into this.

If anyone wants to join, please let me know."

In terms of having any issues surrounding his project, M. A. Lemburg reported no issues except that he just does not have enough time to devote to his Moving PyPI to Amazon CloudFront project and therefore, he wants to transfer the project lead on to another interested party.

M. A. Lemburg also reported on future plans for the project:

"Check to see whether a trigger based approach to S3 syncing wouldn't be easier to implement right from the start."

5.6   PyCon Chair

J. Noller, PyCon Chair, provided us with information on when and where the next two PyCon US conferences will be held, in addition to the web location of the official PyCon 2012. Please see below:

PyCon 2012: March 7th — 15th, Santa Clara, CA PyCon 2013: March 11th — 21st, Santa Clara, CA Official Site: http://us.pycon.org/2012

As far as the continued activities from last month, he reported:

1. PyCon 2012 Launch: Completed - We have fully launched PyCon US 2012, with an impressive website, a new code of conduct, diversity statement and a whopping 33 sponsors. 25 of those sponsors signed up/agreed to sponsorship before we had launched. This is a testament to the team, the site and the hard work of a lot of people. It also shows that PyCon as a "brand" and sellable item for the PSF is an objective fact.

2. The budget is "completed" - the budget, and it's details are being sent in a separate email to psf at python.org - it is not currently for public consumption.

3. The adoption of http://us.pycon.org/2012/diversity/ and http://us.pycon.org/2012/codeofconduct/ have caused some strife - but the team has accepted these, as has the majority of the community. We will be publishing the "enforcement" manual publicly as well.

4. The team put together a PyCon 2012 Guidance survey: http://pycon.blogspot.com/2011/08/pycon-us-2012-guidance-survey.html to help get feedback about PyCon early into the planning process for this year so far, we have 269 people who have started the survey, and 173 have finished it. We are leaving it open and mentioning it in a massive press push for 8/15.

Jesse also reported on the new activities for the month. He said:

  1. Negotiations with CTE will be accelerating shortly.
  2. Negotiations for AV/Recording contracts will begin this month. AV/Recording is a significant cost for the conference - there will be some potentially heated discussions around this subject.
  3. Catering/etc costs may have some wiggle room, negotiating as we can.
  4. A unified call for proposals is being drafted - this single announcement will ask for talks, tutorials and posters at once, we will start accepting all three types of talks the week of August 15th. This means we are ahead of schedule in this regard.
  5. Discussions with, and tracking down of additional sponsors continues.

The last two PyCon US items reported by Jesse were the "planned for next month" where he provided a list of the current Heads/Staff for PyCon 2012.

Chair: Jesse Noller Co-Chair: Yannick Gingras Accountant/Sponsors: Van Lindberg

Event Coordinator: Ewa Jodlowska/CTE Public Relations Lead: Unknown

Tech Lead: Doug Napoleone Tech Co-Lead: Noah Kantrowtiz

Program Committee Chair: Jacob Kaplan-Moss Program Committee Co-Chair: Tim Lesher

Tutorials Chair: Stuart Williams Tutorials Co-Chair: Greg Lindstrom

Financial Aide Chair: TBD Financial Aide Co-Chair: TBD

However, under "tabled activities," he provided the following:

1. I am supposed to make a flight to Santa Clara and Montreal for site surveys; due to personal reasons I will not be able to do so until later this summer.

5.7   Sprint Committee

J. Noller, Sprint Committee Chair, provided a summary of activities for this month, he reported:

"We've received two new sprints and had one sprint occur, for which we're waiting on receipts."

As far as the continued activities for the month, he said:

"Waiting on receipts from PyLadies sprint. PyOhio joins the list of recent sprints which haven't yet asked for reimbursement."

On his report of the new activities for the month, J. Noller said:

"We've signed on two more sprints; PyCon Finland in October, and a sprint in Poland organized with the help of PyLadies. Both sprints have requested our maximum reimbursement of $300 USD, which we've awarded."

6   PyCon UK 2011 Funding

RESOLVED, that the PSF offers a grant of US$1500 to the organizers of the PyCon UK 2011 conference to be held from September 24th to September 25th in Coventry UK.

Approved, 11-0-0.

7   Python Brazil 2011 Funding

RESOLVED, that the PSF offers a grant of US$1600 to the organizers of the Python Brazil 2011 conference to be held from September 29th to October 1st in São Paulo.

Approved, 10-0-1.

8   Annual Budget for the Outreach & Education Committee

RESOLVED, that The Outreach and Education Committee shall have authority to authorize PSF expenditure of up to US$5000 per calendar year, to be spent and divided as the Committee determines best assists in promoting diversity with Python communities. Any commitment of PSF funds by the Committee shall be subject to the voting procedure adopted by the Committee and set forth in its July 2011 Committee report (http://mail.python.org/mailman/private/psf-board/2011-July/015026.html)

Approved, 7-3-1.

9   2012 PyCon Budget

The board discussed the budget for PyCon 2012 and also agreed on the proper mechanism that will be used to publish the final budget draft.

RESOLVED, that the PSF approve the 2012 PyCon budget presented by J. Noller. http://mail.python.org/mailman/private/psf-board/2011-August/015283.html http://mail.python.org/mailman/private/psf-board/2011-August/015282.html

Approved, 9-0-2.

11   Adjournment

  1. Mertz adjourned the meeting at 16:55 UTC.

Notice: While Javascript is not essential for this website, your interaction with the content will be limited. Please turn Javascript on for the full experience.