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PSF Meeting Minutes for 2017-01-13

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

January 13, 2017

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 January 13, 2017. 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 (6 of 11) were present at the meeting: Kushal Das, Jackie Kazil, Trey Hunner, Naomi Ceder, Van Lindberg, Diana Clarke. Carol Willing and Lorena Mesa were represented by proxy.

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

2   Minutes of Past Meetings

The 19 December 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-December/041540.html as representing a true and accurate record of the December 19, 2016 meeting.

Approved 6-0-1

3   Meetup Expenses Approved

None at this time.

4   Board and Staff Reports

Note: Reports are received once a month.

4.1   Ewa Jodlowska

  • PSF
    • Worked on a talk for ClePy and attended ClePy
    • Checked out SHOP insurance in various states to see what would work for us. The only solution I came up with was opening an office in Delaware and using the national plans offered to Delaware companies for Ewa and Betsy.
    • Worked on PSF Sponsor yearly letter. This year we decided to mail them in New Year cards to each sponsor.
    • Completed the second round of interviews for Treasurer’s assistant.
    • Worked with the board on a director’s issue
    • Started doing research for BoD handbooks
    • Updated fiscal sponsorship policy
    • Helped review some blogs
    • Finished “High Output Management” and sent a copy to Mark with some notes.
    • Started reading “Python in Data Analysis 2nd edition”
    • Started on staff evaluations
    • Continue to have calls and provide guidance/Q&A as needed to staff
  • PyCon
    • Bets and Ewa visited Cleveland for 1.5 days to do PyCon 2018 planning and so Ernest can meet with Mark.
    • Sent space requirements to OCC: Django Girls planning, larger Education Summit.
    • Dealt with housing pirate issue and got Counsel involved to send a cease and desist letter.
    • Connected with Portland Parks about possible 5k issue for 2017. Also got feedback from the staff volunteers about the possible issue.
    • Created a new resume tracking document for PyCon 2017
    • Created historical reports for CFP data using the data that Brandon extracted for me.
    • Continued to track CFP data, sponsorship data, and reg data.
    • Had one pycon staff “standup”

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.
  • Worked with the Operations Manager to restart the hiring process and participate in interviews related to hiring an Assistant Treasurer.
  • PayPal changed their payment acknowledgement email formats just in time for the end of year donation rush. This broke the donation acknowledgement system. I spent quite a bit of time updating the code involved and re-processing the failed donation acknowledgements.

4.3   Betsy Waliszewski

PyCon

  • Traveled to Cleveland, OH for a site visit in preparation for PyCon 2018. Toured the convention center again and had a food tasting arranged by the catering team there. Attended the Cleveland Python User Group Meeting.
  • Set up a 3-city site visit for 2020-21 for Ewa and me for the end of June. We will visit 2 other cities in June, after PyCon.
  • Keeping track of financial aid applications and prepping for award notifications next month.
  • Working on selection of venue for staff dinner for 2017.
  • Continued process of approving and managing sponsors for 2017. Actively working on getting new sponsors. Made tweaks to catering menu to address dietary restrictions.

PSF

  • Attended Convening Leaders Conference in Austin, TX. Link to my notes from the sessions I attended: https://docs.google.com/document/d/10dwgRKW8-zSEl092meP-JHrRtorj_kkKjceAlnC7pso/edit?usp=sharing. I was also able to set up meetings with our contacts for our potential cities (5) to discuss 2020-21.
  • Worked with the sponsor working group to approve the following new Iron Level sponsors: CrossCompute, DataCamp, Verzekering vergelijk.nl (VZVG), Python Academy GmbH & Co. KG.
  • Continuing to work on voting in a new chair and co-chair for the marketing WG.
  • Continued to take notes at board meetings, send out and post minutes, notify recipients and post resolutions, and log in contributor agreements.

4.4   Mark Mangoba

  • Traveled to Cleveland, Ohio to meet with one of our Infrastructure Staff members - Ernest. Discussed the PSF Infrastructure, projects, outlined procedures as well as get to know each other.
  • Selected vendor for CiviCRM upgrade project. Currently working with Skyvare (https://civicrm.org/providers/Skvare) to perform upgrade from CiviCRM 3.36 to 4.6.
  • Continuing on Infrastructure Documentation, creating a list of PSF owned domains, map out alerts workflow such as PagerDuty and create "credits/in kind infrastructure donations" worksheet.
  • Work with Ewa on IT Project Management.
  • Continue to work with our community, answer issues on Github as needed and keep things moving along.

4.5   Diana Clarke

This past month was largely focused on grants oversight. I also helped coordinate a blog post thanking Kurt Kaiser for his 10 years of PSF service. Thanks Kurt!

4.6   Naomi Ceder

Active in email discussions, attended board meetings, chaired Dec 19 board meeting. Active in grants working group discussions and votes.

4.7   Lorena Mesa

Continued to participate in board meetings and on the email list. Has continued to look for new PSF bloggers and review blogging content. Begun to build out more PSF onboarding blogging material. Added new content for PyCon Organizers Manual. Organized and lead Django Girls Chicago December 2016.

4.8   Van Lindberg

No report submitted.

4.9   Carol Willing

Organizing and reviewing tutorial proposals for PyCon US. Attended PyLadies SF event at Bloomberg about Data Science and Jupyter.

4.10   Trey Hunner

No report submitted.

4.11   Jackie Kazil

No report submitted.

4.12   Younggun Kim

Working on PyCon video caption translating with local volunteers. We're also trying to find the best way to do this work so let other regional community can join this work with less pain. So far, we've done translating for 5 talks of PyCon 2016 and once the review done, it would be added on YouTube as a translated cc.

4.13   Annapoornima Koppad

No report submitted.

4.14   Kushal Das

Took a whole day session on Python3 101 in the PyLadies Pune meetup. Mostly busy with PyCon Pune organizing.

4.15   Carrie Ann Philbin

No report submitted.

5   Work Group Reports

Note: Reports are received once a month.

5.1   Cuban Pythonistas

  • Meeting with PSF board members in Washington, DC
  • Participation in Python meetups in NYC
  • PyDay meetup in Holguín , Cuba [1]
  • Docker meetup in Holguín , Cuba [2]
  • Planning for forthcoming Python meetups on January and February
[1]http://meetup.cuban.tech/events/236240224/
[2]http://docker.cuban.tech/events/236099298/

5.2   Scientific Python

Nothing new to report for December.

5.3   Bundle Sponsorships

Nothing new to report for December.

5.4   Sponsors

The following new Iron Level sponsors were approved since the December 2, 2016 meeting:

  • CrossCompute
  • DataCamp
  • Verzekering vergelijk.nl (VZVG)
  • Python Academy GmbH & Co. KG

5.5   Marketing

Continuing process to add 2 new members and elect a new chair and co-chair. Continuing discussion to revise the Python brochure for PyCon 2017.

5.6   Trademarks

We have had a number of requests. Most were approved. A few required alterations prior to approval. The subject of the PyWeb conference put on by the German Munich group was raised to the PSF-Board level, where it was approved.

6   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the December 2 board meeting:

6.1   Sponsors

RESOLVED, that the Python Software Foundation approve the sponsor application from Verzekeringvergelijk.nl (VZVG) at the Iron Level.

Approved 7-0-0 on January 3, 2017

RESOLVED, that the Python Software Foundation approve the sponsor application from Python Academy GmbH & Co. KG at the Iron Level.

Approved 8-0-0 on January 3, 2017

RESOLVED, that the Python Software Foundation's Sponsor Working group approve DataCamp as an Iron Level Sponsor.

Approved 8-0-0 on January 3, 2017

6.2   Grants

RESOLVED, that the Python Software Foundation's Grants Working Group grant 105000 Rupees (~ $1550 USD) for 3 Workshops in Bangalore, Karnataka, India.

Approved 7-0-0 on December 19, 2016

RESOLVED, that the Python Software Foundation's Grants Working Group grant $1000 to Django Girls Workshop in San Diego, CA that is happening on January 21, 2017.

Approved 7-0-0 on December 19, 2016

RESOLVED, that the Python Software Foundation grant $750 USD to Django Girls Workshop in Benin City, Nigeria that is happening on February 11, 2017.

Approved 7-0-0 on December 19, 2016

RESOLVED, that the Python Software Foundation Grants working group grant $4752 USD to PyCon Italia Otto in Florence, Italy that is happening on April 6-9, 2017.

Approved 8-0-0 on January 4, 2017

8   New Business

8.1   TechPyWeek 2017

  • RESOLVED, that the Python Software Foundation grant $800 to "TechPyWeek 2017" happening in January 2017 in Baroda, India

Approved 7-0-0

8.2   PyCon Belarus

  • RESOLVED, that the Python Software Foundation grant $1,600 USD to PyCon Belarus that is happening February 4, 2017.

Approved 8-0-0

8.3   Django Girls Windhoek, Namibia

  • RESOLVED, that the Python Software Foundation grant $750 USD to Django Girls Windhoek, Namibia that is happening February 21,2017.

Approved 8-0-0

8.4   Django Girls workshop Kano

  • RESOLVED, that the Python Software Foundation grant $710 USD for a Django Girls workshop in Kano, Nigeria happening February 11, 2017.

Approved 8-0-0

8.5   Python DevRoom at FOSDEM 2017

  • RESOLVED, that the Python Software Foundation sponsor the Python DevRoom at FOSDEM 2017 (happening in Brussels, Belgium) in the amount of $2,200

Approved 8-0-0

8.6   Django Girls workshop Bratislava, Slovakia

  • RESOLVED, that the Python Software Foundation grant $750 USD for the Django Girls workshop 2017 in Bratislava, Slovakia that is happening March 12, 2017.

Approved 8-0-0

8.7   Django Girls workshop Awka, Nigeria

  • RESOLVED, that the Python Software Foundation grant $875 USD to the Django Girls workshop in Awka, Anambra state, Nigeria that is happening February 23-24, 2017

Approved 8-0-0

8.8   Python Cameroon Why Python Workshop, Buea, Cameroon

  • RESOLVED, that the Python Software Foundation grant $1200 USD to the Python Cameroon Why Python Workshop that is happening January 20-22 at the Trustech Higher Institute Of Technology in Buea, Cameroon.

Approved 8-0-0

8.9   Columbia NYC Hackathon, DevFest

  • RESOLVED, that the Python Software Foundation sponsor a gift for the Columbia NYC Hackathon, DevFest in the amount of $500.

Denied 0-8-0

8.10   Django Girls Abeokuta, Nigeria

  • RESOLVED, that the Python Software Foundation sponsor the 2017 Django Girls Abeokuta, Nigeria workshop in the amount of $750.

Approved 8-0-0

8.11   PyCamp Argentina 2017

  • RESOLVED, that the Python Software Foundation sponsor the PyCamp Argentina 2017 event in the amount of $700 USD.

Approved 8-0-0

10   Meeting Adjournment

The meeting was adjourned at 1:29 UTC (GMT/Zulu)