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PSF Meeting Minutes for 2017-03-03

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

March 3, 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 2:00 UTC (GMT/Zulu, on March 3, 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 (5 of 10) were present at the meeting: Diana Clarke, Lorena Mesa, Kushal Das, Naomi Ceder, Younggun Kim. Carol Willing and Trey Hunner 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 06 February 2017 Board meeting minutes were voted on and approved.

RESOLVED, that the PSF approve the minutes at https://mail.python.org/mailman/private/psf-board/2017-February/042133.html as representing a true and accurate record of the February 6, 2017 meeting.

Approved 4-0-3

3   Meetup Expenses Approved

  • PyLadies SF Meetup: 6 months, renews on September 1, 2017 for $89.94

4   Board and Staff Reports

Note: These are received once a month.

4.1   Ewa Jodlowska

February 2017 Report

  • PSF
    • Worked with the board on director’s resignation and everything that stemmed from that
    • Continue to have calls and provide guidance/Q&A as needed to staff
    • Connected with PayChex insurance to see what PSF’s possibilities are to offer insurance
    • Met with new PSF employee in Glenview and discussed overall PyCon/PSF operations
    • Continue to be interim-chair for Grants Working Group
    • Looked into BigQuery for PyPI
    • Continue to help with PSF mailing lists
    • Met with Django Girls organizers to discuss workshop sustainability in Nigeria and other countries
    • Chatted with Python Ambassador program folks and how we should best approach financial dealings. Brought up to board for consideration and staff is looking into option using PexCard. Went over the program’s report from February
    • Reviewed the dev server for updated CiviCRM/Drupal.
  • PyCon
    • Troubleshooted upload of tutorial attendees so presenters can email them with more details about the class. Working with team to get it resolved.
    • Conference call with Beatrix to discuss PyCon t-shirt design and connected with Elegant Stitches’ printer to get deadlines for 2017 since they are no longer coming to PyCon
    • Worked on getting Startup Row promo codes in order and discussed some topics with chair for 2017.
    • Worked on info for Next Day Video for bid, call with P.O.C.
    • Helped posters track accepted presenters, started to assign poster locations
    • Collected staff room rate assignments and worked with CTE to get everyone taken care of
    • Helped volunteer committee by copying over pages for review and reviewing their content for 2017
    • Continued to track CFP data, sponsorship data, and reg data.
    • Connected with Travel Portland to get other hotel blocks and added three more to our inventory.
    • Worked with Captioning Coordinator on Strada agreement
    • Worked with the team to launch tutorial reg
    • Worked with financial aid team to make sure functionality was in order, put together lists of special case names, worked on sending out notifications and continue to help answer FA questions and started to work on FA historical data
    • Worked on tutorial surveys, conference survey
    • Created tutorial tracking spreadsheet and assigned rooms to each tutorial
    • Worked with Keynotes to get them registered and discussed housing options
    • Met with accessibility chair for 2017 in Evanston to go over things for 2017
    • Had bi-weekly pycon staff “standup”
    • Continue to help with PyCon mailing lists

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 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 meetings.

Worked with the Operations Manager to complete the hiring process for our new Assistant Treasurer/Controller. Began the process of knowledge transfer.

Worked through the e-Verify training process and got certified.

Wrote up and tested a procedure to batch process PayPal donations and reconcile the PayPal account. Reviewed procedure with the Asst. Treasurer and reviewed the work to complete the outstanding transactions and reconciliations.

Researched PSF procedure documentation options.

Updated the 1099 database for W-9 received and processed the 1099 returns for 2016.

PayPal made a couple of additional changes to their acknowledgement emails, which required minor donation system code changes and testing.

Brought the Windows 10 laptop up to date and installed Trusteer Rapport in preparation for sending wires online. Related discussions with SunTrust.

4.3   Phyllis Dobbs

  1. Introductory meetings/calls with Ewa and Kurt, including training on PayPal, PSF Sponsors, and PyCon Sponsorship processes.
  2. Reconciled PayPal account from February 2016 through January 2017.

4.4   Mark Mangoba

  • Support the Python Community with Infrastructure Requests.
  • Worked with Infrastructure Team members to renew python.org, pythonhosted.org, & pypy.org certificates.
  • Working on bugs.python.org Infrastructure contract, beginning bugs.python.org workgroup for future migration and improvements.
  • Finishing up the CiviCRM project, managing contractor and beginning to document process in Github Repo.
  • Researching on Helios with our Vote Administrator.
  • Cleaning up documentation, such as SSL list and creating more detailed documentation about our SALT Stack.

4.5   Betsy Waliszewski

PyCon 2017

  • Continued to manage sponsor applications, questions, and communications.
  • Sent email to 49 previous sponsors to encourage signups. Good response.
  • Sent invoices, logistical info, and promo codes to sponsors.
  • Updated the Sponsor Information Page and added it to the web site.
  • Created tracking spreadsheet for sponsor shipments
  • Worked with the financial aid team to process applications (458) so that the first round of notifications can be sent out.
  • Completed planning for PyCon staff dinner and sent out invitations.
  • Worked on “Newcomer Breakfast” plans for PyCon first-timers.
  • Participated in bi-weekly pycon staff “standup”.
  • Continue to help with PyCon mailing lists.

PyCon 2018

  • Updated Decorator RFP for PyCon 2018 and sent it out to potential exhibitor services. companies.
  • Working on floor plan to show 2017 sponsors for early sign-up.

PyCon 2020-21

  • Created draft F&B budgets to assist with evaluation of potential sites for PyCon 2020-21. Continued to evaluate results from site visits.

PSF

  • Took notes at February board meeting. Posted minutes and resolutions from previous meeting. * Replied to and sent notifications to grant requestors.
  • Worked with marketing WG to welcome new co-chairs and new members. Created new slack channel.
  • Worked with sponsor WG on outreach to get new members.

4.6   Diana Clarke

No report submitted.

4.7   Naomi Ceder

Active in email discussions, attended board meetings, chaired Feb 6 board meeting. Active in grants working group discussions and votes. Ongoing bi-weekly meetings with prospective members of Translation WG in regard to Portuguese translations of PSF content to Python.org wiki, and preparation for submission of Translation WG for PSF board approval. Lead the creation and realization of the review process for PSF Director of Operations.

4.8   Van Lindberg

No report submitted.

4.9   Kushal Das

I took a full day workshop about microbit in the local PyLadies Pune chapter, details are at: https://kushaldas.in/posts/pyladies-pune-meetup-february-2017.html and https://anweshadas.in/a-date-with-microbit-february-meetup-of-pyladies-pune/

We had a very successful first edition of PyCon Pune. Still recovering from the conference, and will submit the report about it next week.

4.10   Jackie Kazil

No report submitted.

4.11   Carrie Ann Philbin

Began planning for PyConUK education summits with the conference organising committee. The event will take place in Cardiff, Wales with the Education summit kicking off just before the main conference begins to train educators with python to teach the new curriculum. The weekend will also hopefully see the return of the very popular families day with a Code Club and a Raspberry Jam event. Early stages of planning - so lots for volunteers to get involved with. I'm hoping to document our plans and processes for a successful interactive education summit at a national python conference to support anyone thinking of doing something similar in other countries. This discussion will take place on the pythonedu WG.

4.12   Trey Hunner

January: Co-organized a Django Girls workshop for 40 new programmers in San Diego, spoke at local San Diego Python meetup, held 4 online chats for Python learners, and assisted five prospective PyCon speakers with their talk proposals.

February: Prepared feedback/testimonial forms for PSF marketing working group, taught at PyTennessee, spoke at PyCaribbean, and helped re-start marketing working group discussions along with Betsy and co-chair Ryan Birmingham.

4.13   Lorena Mesa

Contributed to email discussions and continued to work on PSF Python organizers manual as well as finalize and publish write up for Python Jamaica conference attended as a PSF member and speaker. Met with members of the Havana, Cuba Python community, learning about how they use Python and speaking about the PSF at a event consisting of undergraduates and professionals using Python in their work in Havana. Additionally met with ZimboPy to learn how to better support the Python mentorship week ZimboPy is planning in April and in October 2017, organizing outreach for remote mentoring support and possible on-sight mentors for October.

4.14   Younggun Kim

  • PyCon Video Translation: Everything is going slow but steady. The team is working on translating the captions. Now we have 7 translated captions:

Christian Heimes - File descriptors, Unix sockets and other POSIX wizardry Christophe Pettus - Django 1.8_1.9 and PostgreSQL - An Ever-Closer Union Clara Bennett - Git - A Peek Under the Hood Dwight Hubbard Keeping cool, using a Raspberry PI to create a networked temperature sensor Felix Crux What You Need to Know About Open Source Licenses Giles Hall Laser Cutters, 3D Printers, and Python Irene Chen A Beginner's Guide to Deep Learning

I asked David an API access permission to upload it so the work is reflected immediately upon completion.

  • PyCon KR 2017

Keep continuing regular meeting for PyCon KR 2017. The venue and the dates had set. We're talking about the keynotes and CFP now.

  • PyCon APAC 2017 (MY)

They had some trouble to find keynote candidates so help them to reach the candidates.

4.15   Carol Willing

Co-chaired the tutorial committee for PyCon 2017 and sent out tutorial acceptances. Spoke on two panels at HackIllinois 2017 representing the PSF and Jupyter. Over 1000 students participated in the 3 day event.

5   Work Group Reports

Note: These are received once a month.

5.1   Sponsors

No new sponsors at this time, but we're working on an outreach project.

5.2   Trademarks

Business as usual. We received trademarks usage requests, guided people through the process of fixing issues and approved most of the requests. It is noticeable that we're getting more and more merchandise requests, which hints at a demand out there for such goodies. Perhaps something the marketing WG should pick up and build upon.

5.3   Marketing

Through February, the marketing workgroup has been working on sponsorship feedback; a form and a testimonials, with the combined goal to improve the experience for sponsors, and to have more material to promote PSF sponsorship.

5.4   Scientific Python

Nothing to report at this time.

5.5   Grants

No report submitted.

5.6   Packaging

No report submitted.

6   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the February 6, 2017 board meeting:

6.1   Sponsors

None at this time.

6.2   Grants

  • RESOLVED, that the Python Software Foundation Grants Working Group grant $686 to the Django Girls Katsina, Nigeria happening April 7-9, 2017

Approved 8-0-0, February 8, 2017

  • RESOLVED, that the Python Software Foundation Grants Working Group grant $465 to the Django Girls Naples, Italy workshop happening February 18, 2018

Approved 7-0-0, February 13, 2017

  • RESOLVED, that the Python Software Foundation Grant Working Group grant $500 USD to Django Girls Onitsha, Nigeria happening in May of 2017.

Approved 6-0-0, February 13, 2017

  • RESOLVED, that the Python Software Foundation Grants Working Group sponsor the FOSSASIA Summit 2017 Python Track happening in Singapore in the amount of $3,000 USD

Approved 7-0-0, February 16, 2017

  • RESOLVED, that the Python Software Foundation Grants Work Group grant $1,250 USD to the Perth, Australia Web Girls Workshop happening March 25, 2017

Approved 8-0-0, February 20, 2017

  • RESOLVED, that the Python Software Foundation Grants Working Group grant $750 to the Django Girls Kogi, Nigeria workshop happening May 19-20, 2017

Approved 6-0-0, February 22, 2017

  • RESOLVED, that the Python Software Foundation Grants Working Group sponsor PyCon Namibia 2017 in the amount of $2,000 US.

Approved 7-0-0, February 22, 2017

  • RESOLVED, that the Python Software Foundation Grants Working Group grant $1,000 USD to the Django Girls São Paulo, Brazil workshop happening March 25, 2017

Approved 7-0-0, February 23, 2017

  • RESOLVED, that the Python Software Foundation Grants Working Group grant $500 USD to the Django Girls workshop happening in Ilorin, Kwara, Nigeria on April 21-22, 2017.

Approved 8-0-, February 28, 2017

7   Approvals / Votes by Email

  • RESOLVED, that the Python Software Foundation grant $2,750 for 3 Afro-Django Initiative Workshops, planned for February and March 2017.

Approved 10-0-0 on February 15, 2017

8   New Business

8.1   Phyllis Dobbs New Controller/Assistant Treasurer Accountant

Approved 7-0-0

8.2   PyCon Australia

  • RESOLVED, that the Python Software Foundation grant $5500 USD ~ $7203 AUD for PyCon Australia that is happening in August 2017.

Approved 7-0-0

8.3   Caipyra in Ribeirão Preto, Brazil

  • RESOLVED, that the Python Software Foundation grant $2,200 USD to second annual Caipyra in Ribeirão Preto, Brazil that is happening June 23-27, 2017.

Approved 7-0-0

8.4   Python in Astronomy, Leiden, the Netherlands

RESOLVED, that the Python Software Foundation grant $550 USD to Python in Astronomy that is happening in Leiden, the Netherlands May 8-12, 2017.

Approved 7-0-0

8.5   PyData Berlin

RESOLVED, that the Python Software Foundation grant $2500 USD to PyData Berlin that is happening July 1-2, 2017.

Approved 7-0-0

8.6   PyDays Vienna, Austria

RESOLVED, that the Python Software Foundation grant $1000 USD to PyDays Vienna, Austria happening May 5-6, 2017.

Approved 7-0-0

8.7   2017 Q1 Community Service Award to Ian Cordasco

RESOLVED that the Python Software Foundation award the 2017 Q1 Community Service Award to Ian Cordasco for his contributions to PSF elections and active mentoring of women in Python community.

Approved 7-0-0

8.8   2017 Q1 Community Service Award to Brian Costlow

RESOLVED, that the Python Software Foundation award the 2017 Q1 Community Service Award to Brian Costlow for his work organizing PyOhio, chairing PyOhio, and for being the head volunteer for PyCon US captioning

Approved 7-0-0

9   Other Business / Discussions

  • Defer vote on continuation of work on a 0.2 release of Registrasion, open source conference registration software, for further discussion.

10   Meeting Adjournment

The meeting was adjourned at 02:36 UTC (GMT/Zulu)