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PSF Meeting Minutes for 2016-10-28

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

October 28, 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 1:00 UTC (GMT/Zulu), on October 28, 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 (7 of 11) were present at the meeting: Lorena Mesa, Naomi Ceder, Kushal Das, Diana Clarke, Trey Hunner, Annapoornima Koppad, and Younggun Kim. Carol Willing and Jackie Kazil were represented by proxy.

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

2   Minutes of Past Meetings

The 30 September 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-September/040487.html as representing a true and accurate record of the September 30, 2016 meeting.

Approved 7-0-1

3   Meetup Expenses Approved

Below is a list of Meetup expenses the PSF has approved since the September 30th board meeting:

$119.76 USD: Python User Group Nürnberg

4   Board Reports

Note: Reports are received once a month.

4.1   Ewa Jodlowska

  • PyCon

This month much of my time went to us.pycon.org. We updated several pages in order to prepare for CFP and website launch. Gone through several bugs and items that need attention. Documented bugs for chair and co-chair. I got a discussion going with the new edu summit chair about the content of their info page. I also met with startup row organizer to go over their content and plans for 2016. We held bi-weekly meetings for PyCon and I worked on creating and maintaining agendas. Created a tracking spreadsheet for CFP counts. Keeping up with PyCon sponsor emails and requests. Supported Betsy with her task of assigning early booths to launch day sponsors and Diamond sponsors. Supported Betsy with FA launch and her sponsor FAQ document. Teaching Betsy how to create a new page and how the site tree works via Django Admin. Working with the OCC to make sure that the space needs are similar to what we had in 2016. I reviewed and signed the contract for the Marriott for PyCon 2018 & 2019. Worked through GES billing issue with two sponsors. Working on getting 5k organized for 2017. Tested two early versions of the unfinished registration site. We are behind one week on registration launch. I continue to ping CTE for update. We hope to launch it before the end of the month.

  • PSF

I worked on filing my expenses from July. Reviewed final blogs for PSF blogger positions. Worked on vacation policy and tracking within Zenefits.com for employees. Had a conference call with and reviewed consultancy data for comparable salaries for new hire. Researched other NP comparable salary reports available online. Created recommendation with evidence for the board for comparable salary for new hire. Sent offer letter to new hire. Wrote a Director of Operations strategic plan for short & long term goals for the board. Reviewed PSF insurance policy to see if we need to take any steps to ensure we continue to stay qualified for “Employee Dishonesty (ERISA)” coverage. Updated employee handbook and made it available via Zenefits.com. Setup background checks through Zenefits.com. Played with Sphinx and Github pages for possible future home for PSF documentation. Started Director of Operations documentation using Sphinx and Github pages. Discussed python dev diversity with several community members and continuing to work how we can be active in the effort. Researching “how to podcast” and what to expect for my podcast debut on Oct 31. I continue to work with the staff on any questions they may have and continue to have regular meetings. Continuing to push the psf-fellow process to completion. Pinged Scientific-wg about their new membership and new charter approval. Continuing to work on PSF Ambassador document with Manuel K. and Nick C. I am planning a trip for Ewa, Betsy, and Mark to go to Cleveland in December. Betsy and I will be doing a planning site visit at the convention center for 2018 and Mark will spend some time on IT stuff with Ernest.

4.2   Kurt 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 grants. 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 fiscal sponsoree 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 meeting and staff meetings.

Continued to work with the Operations Manager on the Assistant Treasurer hire and compensation survey. Worked to catch up on routine activities following the CiviCRM conference and the integration of psfmember.org into the PSF IT infrastructure. Spend a bit more time setting up the HP laptop for wire transfers and discuss implementation with SunTrust.

4.3   Mark Mangoba

During the month of October in the IT realm was quite busy for the PSF. From mitigating attacks to updating our certificates to Lets Encrypt, we had a good amount of support from our Infrastructure Team to solidify these issues. In principle, the PSF IT Manager also worked on various projects, including our on-going CiviCRM and Drupal project. Most recently an RFP (request for proposals) was sent to various CiviCRM partners to start looking at our future plans and improvements for our community membership. We hope to identity a partner next month to help us with this project. We are also in the process of improving our documentation/wiki process using Github.

4.4   Betsy Waliszewski

  • PyCon

Finalized FinAid application and web page for the launch. New for 2017 - launch day sponsors will be allowed to pick their booth space. Emailed sponsors about this new benefit - response has been very positive. Brainstorming ways to make the expo hall more fun for attendees and drive traffic to sponsor booths. Logging in new sponsors. Created a FAQ for sponsors. Working on RFPs for PyCon 2020-21. 2 locations declined; 7 locations are reviewing. Sent RFP to potential registration management company and answered followup questions. Beginning to work on floor plan for expo hall for 2018.

  • PSF

Working with Marketing WG on selling PSF branded items on Sticker Mule Marketplace, with profit going to the PSF as a donation. Talking about how to promote this “donation” site, along with pythongear.com, freezer.org, and AmazonSmile. Got an estimate on locally printing a new edition of the Python Brochure. Jan Ulrich Hasecke and Armin Stroß-Radschinski (originators of the project, along with Marc-Andre) have agreed to work on the update. Sent the beginnings of a budget for the marketing WG. Working on ordering a conference kit for Kushal to use at PyCon Pune.

  • Admin

Sent out past due invoices, as well as invoices for 3 new PSF sponsors (1 bronze, 2 iron). Sent reminders to grant recipients to provide invoices. Sent out grant notifications, posted minutes and resolutions approved at previous meeting, and sent draft minutes to board from last meeting. Logged in contributor agreements and new self-cert members.

4.5   Naomi Ceder

Participated in votes and discussions for board and Grants WG. Represented PSF at Python Brasil[12], Oct 13-17 in Florianopolis, S.C. Brasil. I gave a keynote on diversity, and discussed issues and strategy with PyLadies and DjangoGirls organizers from all over Brazil. I also held a "Meet the PSF" lightning talk and then longer meeting where I introduced the main functions of the PSF, explained the membership model and encouraged people to sign up as basic members and if applicable as voting members. Signed up 30+ new people, distributed 600 PSF stickers.

Based on experiences/discussions at Python Brasil I suggested that we start a translation working group to support and encourage translation of PSF and other documents as needed. I got the translation@python.org mailing list added and created the basic WG pages on the wiki.

4.6   Van Lindberg

No report submitted.

4.7   Diana Clarke

I don't have much time to devote to PSF work lately, but I hope to have the re-skinned pycon.org site ready for launch next week. I also chaired a board meeting, along with some other minor/routine tasks: grants oversight, reviewed micro:bit blog post, added Lorena as PSF blog admin, moderated mailing lists, etc.

4.8   Younggun Kim

I gave a talk about Python ecosystem at a conference, Tech Planet 2016[1]. During my office hour, I answered various questions about Python. Also I'll giving a keynote at SOSCON[2] next month and it would be more community talk. I'd like to highlight PyCon and its communities that lead to success. Attend bi-monthly Python user group meetup here Seoul, and share my initial idea of captioning on PyCon talks. They liked the idea and we'll setup a small group of volunteer and start to work on it. I talked with Dylan from Thailand. He's going to host the first PyCon in Thailand. I told him how the other APAC PyCons are organized in detail. Once the PyCon Organizer's Manual has done, it would be more helpful to them.

[1] http://techplanet.skplanet.com/eng/index.html [2] http://www.soscon.net/about.do

4.9   Jackie Kazil

Crashed as mentor at Carol Willing's all day workshop for OpenHatch and Project Jupyter at Grace Hopper Celebration. Continued with managing PSF Grants group chair duties. Educated MIT students from under represented backgrounds about PSF while in Boston. Hosted and organized PyData DC at Capital One. Acted as advisor on Women in Big Data Meetup launch and kick off event, which includes catering to a Python population as it relates to big data (https://www.meetup.com/Washington-DC-Women-In-Big-Data/events/234901576/). Worked on conference organizers guide.

4.10   Carol Willing

Organized an all day workshop for OpenHatch and Project Jupyter at the Grace Hopper Celebration in Houston. Jackie was a special guest mentor for the event. Mentored high school and college students in Python at Cal State San Marcos' semi-annual San Diego Womens Hackathon. Continued mentoring for PyLadies and CPython. Worked on the Python Dev Guide and the move to GitHub.

4.11   Trey Hunner

I spent the month recovering from a heavy workload. I plan to continue my work on PSF marketing material soon.

4.12   Annapoornima Koppad

I have been in touch National Academy of Learning, Rajajinagar, Bangalore to start Python training classes, as a series of regular classes starting October. The dates are yet to be finalized. I have plans to do regular python classes at Impact College of Engineering, Bangalore, I did one earlier and am chalking out the details for regular classes.I am in touch with the Head of Department of Computer Science Engineering at Impact College of Engineering. I am awaiting the grants approval from PSF Board for the Pyladies Conference to be held in May at Bangalore. Once I receive the funds, I will start working on it more rigorously. I have a certain plan of action for the same. I am currently working on conference.pyladies.com to develop the website for the Pyladies conference, 2017. I am in touch with a couple of educational institutes in Bangalore to do Python training sessions at their premises, to be precise, Dr. Ambedkar Institute of Technology( Bangalore), Kendriya Vidyalaya, (IISc, Bangalore), and St Angels English School, (Yeshwanthpur, Bangalore). I am also working on pyladies.co.in website for the Pyladies Bangalore chapter. That is a long haul. I am working on introducing Python as part of computer classes in high school and pre-university courses all throughout Karnataka. I have spoken to an Education Officer at the Karnataka Government. I have a presentation to make to the Education Minister of Karnataka Government along with a panel comprising of Administrative officers and other ministers of Karnataka Government. I am currently working on that presentation. The presentation dates are not finalized yet. I am working on having regular monthly meetups for Pydata Bangalore. Working with Lorena, Trey, Naomi, and Jackie on the PyCon Organizers manual. I am developing Python tutorials that I have uploaded on Youtube. They are work in progress.

4.13   Lorena Mesa

​This month I've been busy on-boarding two new PSF bloggers. On-boarding has included writing the materials, since we haven't had a need to create / revamp in some time, and performing on-boarding training. Under the leadership of Naomi, I've joined the new Translation Working Group and have suggested the PyCon Organizer's Manual as a first project for translation. Trey, Naomi, Annapoornima,, Jackie and I have continued to work on the PyCon Organizer's Manual. I've finalized details with PyCon Jamaica on my talk, my PSF lightning talk, and PSF booth I'll be staffing. I'm also working on outreach with organizers from the SciPy Latin America community on their needs for translation of Python documents.

4.14   Carrie Ann Philbin

I have attended the Computing At School bi-annual board meeting in Cambridge, UK this month discovering ways in which the PSF and the python community can support teachers. CAS have 10 regional centres in England which have been providing lots of python and micrpython training directly to teachers. I'm working with some of them on brining physical computing training to their centres using the python educational editor Mu, gpiozero and small programable devices. This month also saw the release of the BBC Micro:bit schematics. There has been some excitement and discussions via the MicroPython mailing list and pythonedu-mailing list both of which I've been supporting.

4.15   Kushal Das

Regular meetings with local volunteers for PyCon Pune. Took a workshop in PyLadies Pune monthly meetup. Attended Science Hack Day, India. Blog post at https://kushaldas.in/posts/science-hack-day-india-2016.html.

5   Work Group Reports

Note: Reports are received once a month.

5.1   Trademark

We've had a slew of trademark requests and are pretty much caught up on them now. I don't have a list compiled. The main positive news is that the outstanding requests are being dealt with in a timely manner (one had slipped a month, but we recovered that with a reminder). The second positive news is that, for the most part, people are using the Trademarks Committee more frequently.

5.2   Scientific Python

A draft of the Scientific Python WG Charter is under revision. Members have been asked to verify their interest for the upcoming year. No funding applications have been received for October.

5.3   Marketing

Working on a project to offer PSF branded items on Sticker Mule Marketplace, with profit going to the PSF as a donation. Talking about how to promote this “donation” site, along with pythongear.com, freezer.org, and AmazonSmile. Requested money from the board to purchase a conference kit for Kushal to use at PyCon Pune. Working on a budget for an update to the Python Brochure figuring out how to make the project work. Also working on complete budget for 2017. Marc-Andre wants to step down as chair of the WG. No one has stepped up so far to take his place.

5.4   Cuban Pythonistas

  • Costa Rica ambassador, Jeudy Blanco, visited Havana: Discussion with Abel Meneses and Medardo Rodríguez
  • Contacted 250 entrepreneurs from every Latin American countries so as to explore opportunities to collaborate with the business they have in their home countries. Contacted some businesses and universities interested in collaborating with the conference. Contacted some incubators/accelerators/co-working businesses. Attended the Charlotte Python Users Group meetup and shared info about SciPyLA 2017. Visited HackerSpace Charlotte. Attended Hack NC (Chapel Hill NC) as a mentor (Oct 28th - 30th). SciPyLA 2017 event brochure and call for ambassadors released.

5.5   Bylaws

There was no activity for the Bylaws WG in October.

5.6   Packaging

This month we found out that the main developer being paid to work on PyPI is being laid off. We are working on adjusting our MOSS grant application based on that fact and will submit it for review by the end of the month.

5.7   PSF Sponsor

We continue to receive, review, and approve/deny PSF sponsor applications. Approved 1 bronze and 2 iron level sponsors for October.

5.8   Grants

No report submitted.

6   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the September 30th board meeting:

6.1   Sponsors

RESOLVED, that the Python Software Foundation's Sponsor Working Group approve AirportRentals.com.au as an Iron Level sponsor.

Approved 8-0-0 on October 3, 2016

RESOLVED, that the Python Software Foundation's Sponsor Working Group approve bespaardeals as an Iron Level sponsor.

Approved 9-0-0 on October 5, 2016

RESOLVED, that the Python Software Foundation's Sponsor Working Group approve AQR Capital as a Bronze Level Sponsor.

Approved 7-0-0 on October 18, 2016

6.2   Grants

RESOLVED, that the Python Software Foundation's Grants Working Group grant $3000 USD to PyCaribbean on February 18-19, 2017 in Bayamón, Puerto Rico.

Approved 9-0-0 on September 28, 2016

RESOLVED, that the Python Software Foundation's Grants Working Group grant PYCONAR 2016 Argentina $3000 USD for a Platinum NGO sponsorship.

Approved 9-0-0 on October 6, 2016

RESOLVED, that the Python Foundation's Grants Working Group grant $875 USD to DjangoGirls Kaduna, Nigeria that is happening December 9-10, 2016.

Approved 8-0-0 on October 13, 2016

RESOLVED, that the Python Foundation's Grants Working Group grant $500 USD to Django Girls Rio de Janeiro, that is happening on November 26, 2016.

Approved 10-0-0 on October 13, 2016

RESOLVED, that the Python Software Foundation's Grants Working Group grant $800 USD for Django Girls Kraków 2016 in Kraków, Poland on November 19, 2016.

Approved 7-0-0 on October 24, 2016

RESOLVED, that the Python Software Foundation's Grants Working Group grant $3500 USD to DjangoCon Europe located in Florence at Cinema Odeon, from 3 to 7 of April 2017.

Approved 7-0-0 on October 24, 2016

7   Approvals / Votes by Email

No email votes were taken since the September 30 meeting.

8   New Business

8.1   2017 PyCon Budget

RESOLVED, that the Python Software Foundation approve the 2017 PyCon budget presented by E. Jodlowska, B. Waliszewski and B. Rhodes.

Approved 8-0-0

8.2   PSF Packaging Working Group

RESOLVED, that the Python Software Foundation allocate $10,000 USD to the PSF Packaging Working Group to support the larger efforts of improving and maintaining the packaging ecosystem in Python.

Approved 7-0-1

8.3   PyCon Pune

RESOLVED, that the Python Software Foundation approve a marketing budget item of $800 to cover the costs to order and ship a PSF conference kit for use at PyCon Pune.

Approved 8-0-0

8.4   PyLadies Conference, Bangalore, India

RESOLVED, that the Python Software Foundation approve $2000 USD for the PyLadies Conference happening in May 2017 in Bangalore, India.

Approved 8-0-1

8.5   PanPacific PyLadies Conference

RESOLVED, that the Python Software Foundation cancel the grant awarded to the PanPacific PyLadies Conference that was scheduled to take place February 2017 as the event has been cancelled.

Approved 9-0-0

8.6   Microbit:Poland Project

RESOLVED, that the Python Software Foundation approve $1500 USD to support the Microbit:Poland project that is happening in December 2016 and January 2017.

Approved 9-0-0

8.7   PyCon Zimbabwe

RESOLVED, that the Python Software Foundation approve $1500 USD in travel expenses for Mike Place to speak at PyCon Zimbabwe, that is happening November 24-25, 2016.

Approved 8-0-1

8.8   PyNash Fiscal Sponsorship

RESOLVED, that the Python Software Foundation provide fiscal sponsorship for the "direct project" PyNash. The PSF will collect targeted donations and reimburse properly receipted expenses on their behalf up to the level of the donations made to this project. This project must not represent that they are independent legal entities.

Approved 9-0-0

8.9   Afro-Django Initiative, Makerere University, Uganda

RESOLVED, that the Python Software Foundation approve $600 USD for the Afro-Django Initiative, Makerere University, Uganda, happening November 17-30.

Approved 8-0-1

9   Other Business / Discussions

  1. Discuss continuing the PSF Ambassador program via email.

10   Meeting Adjournment

The meeting was adjourned at 1:37 UTC (GMT/Zulu).