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PSF Meeting Minutes for 2016-06-29

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

June 29, 2016

A regular meeting of the Python Software Foundation ("PSF") Board of Directors was held over Group Conference Call via phone and Internet Relay Chat beginning at 19:00 UTC, on June 29, 2016. Betsy Waliszewski took notes/minutes.

All votes are reported in the form "Y-N-A" (in favor-Y‚opposed-N‚abstentions-A; 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: Naomi Ceder, Diana Clarke, Carol Willing, Annapoornima Koppad, Lorena Mesa, Trey Hunner (by proxy), and Carrie Anne Philbin (by proxy). 5 directors were present and 2 directors sent in proxy votes.

Kurt Kaiser (Treasurer),Mark Mangoba (IT Manager), and Ewa Jodlowska (Director of Operations) were also in attendance.

2   Minutes of Past Meetings

The 14 June 2016 Board meeting minutes were voted on and approved.

RESOLVED, that the PSF approve the minutes at https://mail.python.org/mailman/private/psf-board/2016-June/038021.html as representing a true and accurate record of the June 14, 2016 meeting

Approved, 6-0-1.

3   Meetup Expenses Approved

Below is a list of Meetup expenses the PSF has approved since the June 14th board meeting:

  • PyLadies Vancouver, $269.82 USD. 3 renewals (6 months per) from May 2015. Approved reimbursement June 21, 2016
  • PyLadies Rio de janeiro, 29.95 6 month June - December 2016. Approved June 29, 2016

4   Work Group Reports

Note: Reports are received once a month. Next set of reports are due for the first July 2016 board meeting.

5   Board Director & Staff Reports for June 2016

5.1   Carol Willing

Assisted with onboarding new directors. Speaker at Write/Speak/Code 2016 in Chicago on a Conference Organizer Panel (re: PyCon tutorials and program committee) and Python code mentor and git/GitHub workshop.

5.2   Naomi Ceder

Co-organizer of sprints, organizer of Intro to Sprints, speaker at PyCon, was interviewed about PyCon & Python community on Portland community radio KBOO (http://kboo.org/media/50256-naomi-ceder-transcode-and-pycon). Elected co-chair of PSF. Advised/mentored PyNigeria on organization and funding for possible PyCon NG. Reviewed student work for Python Cameroon. Keynoted and was on a panel at Write/Speak/Code conference.

5.3   Annapoornima Koppad

Gone over onboarding material for PSF processes and meetings. Attended first & second board meetings. Voted on new business.

5.4   Ewa Jodlowska

Had a meeting to go over future plans for PyPI and the packaging-wg. Finished up PyCon Sprints. Created documentation on how to review a venue & hotel contract. Did an exercise of venue contract review with Betsy. Worked with the Cleveland Convention Center to modify their contract based on our needs. Did an exercise of hotel contract review with Betsy. Worked with the Hilton to modify their contract based on our needs. Negotiated a lower deposit amount for the Hilton. Negotiated complimentary room resets with the CCC. Signed Hilton 2018 & 2019 contracts. Working on optimizing space for Cleveland. Continuing to work on PyCon invoices and other show close items. Admin’ed the June 29th board meeting. Continuing to work with Mark on his projects and have weekly meetings. Met with Kurt about improvements and best processes going forward.

5.5   Diana Clarke

In addition to grants oversight, June was largely spent onboarding new PSF directors, transferring Communication Officer responsibilities to the Lorena & Kushal, working with Nicole Harris on the pycon.org redesign, and the annual PSF staff bonus & salary review. I also initiated this new monthly reporting section to help address concerns around transparency and accountability. Elected Chair of the PSF.

5.6   Lorena Mesa

As a new board member this month included PSF onboarding, onboarding for my newly elected role as a Communications Officer, and participating in first board meeting. Kushal, the other Communications Officer, will be overseeing communications with the PSF listserv. I am working with our PSF bloggers to oversee content curation. I have already spoken with Jesse and am working on getting an initial meeting with Mary Ann setup. Outside of the PSF I organized Write/Speak/Code, a conference for women coders, wherein I aimed to broaden the presence of the Python community with keynote speakers and spoke at WindyCity Things, giving a talk on using Python for RaspberryPi beginner IoT projects.

5.7   Trey Hunner

I attended my first board meeting and have started taking notes on ways we can continue improving the PSF director on-boarding process. I also spent a portion of my time at the Open Source Bridge conference brainstorming ideas for new PSF-associated resources with OSS-involved colleagues.

5.8   Mark Mangoba

Meeting new people face to face at Pycon and hearing some of their ideas for the PSF, I reflected upon how we can make some of the PSF front facing databases more functional such as our CRM (Customer Relationship Management), donation, voting and grant management applications. As this is entirely a larger/long-term project, the month of June was focused on quick band-aid solutions which we hope to launch a donation and grant tracking solution the first week of July. I have also worked with our Infrastructure volunteers to button up an issue in PyPI and in the process of moving pyvideo.org to the PSF.

5.9   Jackie Kazil

  • Attended first board meeting.

  • Started to looking to the grant process to make grant review and submission more streamline.

  • Attended Open Source Bridge (OSB) and had multiple exchanges with various members of the OSS community.

  • Start working on a tool to ease in burden of meet-up organizing to connect community organizers with space, money, and speaking resources.

  • Continued PSF-Grants committee work.

  • Presenting at PyCon Russia July 3-4 on:
    • Talk: User-centered Open-Source
    • Panel: Developing/promoting/maintaining OSS libraries

5.10   Betsy Waliszewski

  • Participated in the creation of the new PSF sponsor working group. Approved our first sponsor - FusionBox. Waiting for more information on Hostingfacts before approval. Updated the sponsor application form. Began work on new sponsor prospectus. Will begin outreach once this is complete.
  • Sent out RFPs to two new PyCon dinner venues for 2017
  • Marc-Andre voted as chair of marketing working group. In discussion on updating the Python Brochure with the marketing working group.
  • Attended PCMA Education Conference

5.11   Younggun Kim

  • Reaching out Python community in Asia including new one in Vietnam.

  • Arranging organizer's meeting at coming PyCon APAC 2016 with following representatives. This would be the biggest gathering for organizers in that region.

  • I'm thinking of trying to convince them to motivate their people to translate good materials in PyTube.org
    • HK, ID, JP, KR, MY, PH, SG, TH, TW, VN.

5.12   Van Lindberg

General counsel: answering two trademark takedown requests, managing bequest to the PSF.

5.13   Kurt B. Kaiser

Continued the diverse, but routine, activities needed to process all the incoming and outgoing financial transactions (checks, wires, PayPal, ACH, charges) for the PSF and PyCon, working with payees to get their wire or credit card details as needed. Paid bills and made deposits. Created Quickbooks Online (QBO) transactions for all of these. Updated the grants, PyCon Tutorial/FA, PyCon Sponsor, and PSF Sponsor status spreadsheets to reflect activity. Reconciled and reviewed the seven PSF bank/credit accounts. Reviewed the donations and allocated them to our eleven fiscal sponsorees. Transferred donated funds to the Boston Python PEX card. Reimbursed PhillyPUG expense and meetup.com expense. Reviewed open invoices and designated those needing statements sent. Processed the biweekly payroll and matched those transactions in QBO. General review of financial status. Attended Board meetings.

Prepared a D&O insurance application, which required financial statements for the first time this year. Resolved a long-standing issue with PayPal which was blocking adding funds to the account. Currently making PyCon financial aid and tutorial honorarium payments not resolved at PyCon and making a 1042 withholding deposit to the US Treasury. Participated in an ongoing effort to upload certain invoices. Diagnosed and resolved an issue following the Rackspace migration of psfmember.org which was causing a number of services to not start up on boot. Reworked the donation system code to process PayPal email after they made significant changes in their email format and corrected bad tranactions associated with the change. Set up a Win10 laptop to be used with Trusteer for making online wire transfers to improve productivity. Turning attention to wrapping up PyCon 16.

5.14   No reports provided

  • Kushal Das
  • Carrie Anne Philbin

6   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the June 14th board meeting:

6.1   PyCode Carrots Ostrava

RESOLVED, that the Python Software Foundation’s Grants Working Group grant $650 USD for the PyCode Carrots workshop in Ostrava happening June 24-26, 2016.

Approved 6-0-0, June 14, 2016

6.2   Django Girls Ahmedabad

RESOLVED, that the Python Software Foundation’s Grants Working Group grant 5000 ₹ - 20,000 ₹ (~$300) to Django Girls Ahmedabad, CIIE, IIM Ahmedabad (Gujarat, India) happening August 27, 2016.

Approved 6-0-0, June 14, 2016

6.3   Pycon-Pydata Colombia 2016

RESOLVED, that the Python Software Foundation's Grants Working Group grant $3000 USD to sponsor Pycon-Pydata Colombia 2016.

Approved 6-0-0, June 14, 2016

6.4   Introductory Python class Nepal

RESOLVED, that the Python Software Foundation's Grants Working Group grant $270 USD for an Introductory Python programming language class at Lumbini Engineering College in Nepal in 2016.

Approved 6-0-0, June 16, 2016

6.5   Django Under the Hood 2016

RESOLVED, that the Python Software Foundation's Grants Working Group grant 2500€ (~$2773 USD) for Django Under the Hood happening on November 3-6, 2016 Amsterdam, the Netherlands.

Approved 6-0-0, June 16, 2016

6.6   Django Girls PyCon UK

RESOLVED, that the Python Software Foundation's Grants Working Group grant £250 ($365 USD) for Django Girls PyCon UK happening on September 15, 2016 in Cardiff, UK.

Approved 6-0-0, June 16, 2016

6.7   Django Girls Taipei

RESOLVED, that the Python Software Foundation's Grants Working Group grant $750 USD for Django Girls Taipei happening on July 9, 2016.

Approved 6-0-0, June 16, 2016

6.8   New PSF Sponsor - FusionBox

RESOLVED, that the Python Software Foundation's Sponsor Working Group approve FusionBox at the Iron Sponsor Level.

Approved 10-0-0, June 24, 2016

7   Approvals / Votes by Email

7.1   Python Software Foundation Sponsor Working Group

RESOLVED, that the Python Software Foundation approve the formation of the Sponsor Working Group whose goal is to review Python Software Foundation sponsorship applications to determine if the company applying is in good standing and that their product/services follow the Python Software Foundation Code of Conduct.

Approved 11-0-0, June 20, 2016

8   New Business

8.1   Community Service Award - Ned Batchelder

RESOLVED, that the Python Software Foundation award Ned Batchelder the 2016 second quarter Community Service Award, for his tireless work helping run the Boston Python user group, being a regular speaker at conferences, maintaining coverage.py, and being a friendly face for the community on IRC and elsewhere

Approved, 7-0-0.

8.2   Community Service Award - Stéphane Wirtel

RESOLVED, that the Python Software Foundation award Stéphane Wirtel with a Community Service Award for his work organizing a Python User Group in Belgium, for his continued work creating marketing material for the PSF, for his continued outreach efforts with spreading the PSF's mission

Approved, 6-0-1.

8.3   PyCon-fr 2016

RESOLVED, that the Python Software Foundation grant $3,000 USD to the PyCon-fr conference happening October 13-16 2016 in Rennes, France

Approved, 6-0-1.

8.4   PyCon APAC 2016

RESOLVED, that the Python Software Foundation sponsor PyCon APAC 2016 in the amount of $10,000 USD

Approved, 6-0-1.

8.5   Python Brazil 2016

RESOLVED, that the Python Software Foundation sponsor Python Brazil 2016 in the amount of $6,000 USD

Approved, 6-0-1.

8.6   Techtonica Training Program

RESOLVED, that the Python Software Foundation grant $2,000 USD to Techtonica to help launch their full-time program, which is tuition-free tech training and job placement program for women and genderqueer adults in the Tenderloin of San Francisco

Approved, 6-0-1.

8.7   Python Core Dev Sprint 2016

RESOLVED, that the Python Software Foundation grant up to $12,000 for travel and lodging to the Python Core Dev Sprint team attending the Python 3.6 beta 1 release sprint in Menlo Park, CA in September 5-9, 2016

Approved, 7-0-0.

8.8   FUTA Code Camp 2016

RESOLVED, that the Python Software Foundation grant $1250 to the 3-day FUTA Code Camp happening August 4-6, 2016 at the FUTA campus in Nigeria

Approved, 6-0-1.

8.9   FrogLabs Event 2016

RESOLVED, that the Python Software Foundation grant 1000€ (~$1111 USD) to FrogLabs that takes place during the FrOSCon conference in Sankt Augustin, Germany. The event is happening August 19-21, 2016

Approved, 7-0-0.

8.10   PyBay 2016 Conference

RESOLVED, that the Python Software Foundation sponsor PyBay happening August 19-21, 2016 in San Francisco in the amount of $3,000

Approved, 6-0-1.

8.11   Digital Cotton Python programming camp

RESOLVED, that the Python Software Foundation grant $5,250 to the Digital Cotton Python programming camp happening July through August 2016 in Egypt

Approved, 6-0-1.

8.12   PSF General Counsel Officer

RESOLVED, that the Python Software Foundation assign a new officer position of "General Counsel" and appoint Van Lindberg to that position for the 2016/17 term

Approved, 6-0-1.

9   Other Business / Discussions

  1. The board discussed needing to change the times of the board meetings so we can better accommodate directors from India and Korea. Ewa & Betsy will meet about this and create a new schedule.

10   Meeting Adjournment

The meeting was adjourned by Diana Clarke at 19:36 UTC.