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PSF Meeting Minutes for 2017-04-03

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

April 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 15:00 UTC (GMT/Zulu, on April 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 (9 of 10) were present at the meeting: Van Lindberg, Lorena Mesa, Kushal Das, Naomi Ceder, Younggun Kim, Carol Willing, Jackie Kazil, Trey Hunner, and Carrie Anne Philbin.

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

2   Minutes of Past Meetings

The 03 March 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-March/042495.html as representing a true and accurate record of the March 3, 2017 meeting.

Approved 5-0-3

3   Meetup Expenses Approved

  • PyLadies Toronto Meetup fees: 179.88 USD for one year
  • PuPPy User Group: $269.82 for 18 months
  • PyLadies London: 359.76 for 24 months

4   Board and Staff Reports

Note: These are received once a month.

4.1   Ewa Jodlowska

March 2017 Report

  • PyCon
    • Working with designer to get work started on PyCon archway design, schedule design
    • Started working on PyCon signage
    • Worked on updating PyCon 2017 resume
    • Updated 5k waiver and worked with Nick and Sam on 5k logistics
    • Took bi-weekly counts of tutorial registration, took weekly counts of conference registration
    • Added PDX Django Girls workshop to PyCon site
    • Contacted poster presenters that did not confirm participation by deadline
    • Checked registration statuses for all poster presenters, conference speakers, tutorial presenters, edu summit
    • Updated AV needs for 2017
    • Calculated the longest fname registered and worked on how large the fname can be on the badge.Did a badge mock up for 2017 and updated designer
    • Added Education Summit schedule to site
    • Worked with conference chair to get the sponsor schedule up on the pylon site
    • Added new hotel blocks and continue to manage the blocks with CTE’s guidance
    • Worked on getting Young Coders setup
    • Continued to help with financial aid
    • Beginning to order things supplies, raspi kits, badge holders lanyards for 2017
    • Getting work started with Guidebook
  • PSF
    • Helped with PSF blog content
    • Continue to chair the Grants WG and help with PSF grants
    • Reviewed General Counsel contract and discussed with the board
    • Did some research on non-profit restraints on investments
    • Had a second in person meeting with new financial controller
    • Created a timeline for the 2017/18 elections & pinged general counsel about scattered board terms and what needs to be done legally.
    • Continue to update PSF wiki with board director ob boarding material. Created a cheat sheet for new directors.
    • Continue to work with IT Manager and Treasurer on CiviCRM project management
    • Continuing to work on solution for PSF staff insurance plan
    • Continue to have scheduled calls with staff and daily Slack communication

4.2   Betsy Waliszewski

  • PyCon 2017
    • Finalized the F&B catering order and sent it to our OCC contacts.
    • Sent a Sponsor À la Carte Options Email to 57 current sponsors. Good results on sponsor workshop sign ups.
    • Finalized menu and activities for Crystal Ballroom and Pam PyCon Dinners and sent contracts.
    • Finalized menu for childcare at the DoubleTree and submitted the BEO.
    • Worked with team on finalizing design for sticker sheets and volunteer buttons that Sticker Mule is providing as an in-kind sponsor.
    • Sent out emails to 13 potential new sponsors.
    • Working on upgrading sponsors. Intel upgraded to Keystone sponsor. Sold Sprint sponsorship.
    • Sent reminder email to sponsors to register and book hotel rooms. Tweaked floor plans for expo hall and job fair for better sponsor visibility
  • PyCon 2018
    • Beginning to receive and evaluate completed Decorator RFPs for PyCon 2018. The plan is to have an official floor plan to show PyCon 2017 sponsors to encourage early signups.
    • Worked on logistics for offsite dinners: Rock & Roll Hall of Fame and the Great Lakes Science Center.
  • PyCon 2020-21
    • Continuing evaluation of potential sites for PyCon 2020-21.
  • PSF
    • Took notes at March board meeting. Posted minutes and resolutions from previous meeting. Replied to and sent notifications to grant requestors. Worked with marketing. Created new slack channel. Working with Sponsor WG on outreach to get new members.
    • Working with PSF blogger, Christy Heaton, on a post about PSF sponsorship to encourage new signups. Soliciting quotes from current sponsors.
    • Worked with Sponsor WG to evaluate and approve 3 new Iron Level PSF sponsor applications and 1 Copper Level Application. One of the new sponsors is now a PyCon 2017 sponsor.
    • Evaluated and approved participation in a fundraiser by UnixStickers’ donation program.

4.3   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.
  • Set up online wire transfer capability at SunTrust. Received training on online wire transfers using the SunTrust Treasury Manager, ACH Fraud Control, Online Courier, and user administration for those products.
  • Worked closely with our controller to gain access to our SunTrust Treasury Manager and ACH Fraud Control accounts. A bit of a struggle due to the restrictive SunTrust security app. Executed a new wire transfer agreement adding our controller, and facilitated a wire PIN for her.
  • Updated the 1042-S database for W8-BEN received and processed the 1042-S returns for 2016. Filed Form 1042 with the US Treasury.
  • Worked with the Operations Manager and IT Manager to move forward on the upgrade of psfmember.org.
  • Wrote procedures for meetup.com reimbursements and PEXcard transaction processing.

4.4   Mark Mangoba

  • Continue to support the PSF Staff and Community on Infra Request and coordinate issues with the infra team.
  • Started the evaluation of Helios for a possible voting platform for the next BOD election. Documenting possible enhancements and bugs with the current web2py voting platform.
  • Finished bugs.python.org Upfront Hosting account migration to now a PSF hosted account.
  • Requested extra credits from Digital Ocean – approved in March. Requested extra credits from Rackspace – In Progress.
  • Worked with the Director of Operations and Treasurer on CiviCRM project. Currently about 90 percent of the way. Deciding best way to approach production environment.
  • Attended Southern California Linux Expo.
  • More updates to PSF Infra Documentation.

4.5   Phyllis Dobbs

  • Reconciled February 2016-February 2017 PEX card transactions in QuickBooks Online. Includes researching and classifying transactions with the assistance of Kurt, Betsy, and Ewa.
  • Researched requirements and restrictions related to using a PEX card for the Python Ambassador in Argentina.
  • Reviewed & asked questions about a new legal contract.
  • Set up the ability to create wire transfers, including multiple security checks and adjustments with the assistance of Kurt Kaiser, SunTrust representatives, and Trusteer Rapport representatives.
  • Met with Ewa to review the PyCon Financial Aid process and requirements before and after the conference, the PyCon.org site (applications, receipts, checks vs. PayPal, etc.), as well as future direction regarding documentation, reporting/accounting task schedules, and eventual desire to be audited.
  • Set up TechSoup account to take advantage of lower-cost software downloads available to non-profits for products like Adobe needed for business use.

4.6   Diana Clarke

No report submitted.

4.7   Van Lindberg

No report submitted.

4.8   Carol Willing

  • Spoke on two open source panels and participated as a mentor during the 3 day HackIllinois event at the University of Illinois - Urbana-Champaign
  • Spoke at the first PyData meetup event in Ann Arbor, Michigan
  • Participated in the Berkeley Institute of Data Science Docathon, a 5 day workshop and sprint for creating open source documentation

4.9   Carrie Ann Philbin

No report submitted.

4.10   Jackie Kazil

  • Since the beginning of the year, I have been continuing work on the grants working group. In addition to this, I have been helping with a few conferences and doing work in the local tech community.
  • In preparation for PyCon, I have been working with the auction group organizing donors -- shout out to Betsy for her work in this area as she has been handling most of the communications. In preparation for Scipy, I have helped by encouraging women to submit to CFPs and helped with the diversity committee, which included an evaluation of the code of conduct, assistance in navigating Texas law & the conference location with respect to bathroom usage and gender, and more. In Feb. I organized and hosted a regional Women in Data Science ( https://sites.google.com/site/dcvamdregionalwids/) in partnership with Stanford. It featured a line of up of speakers that were all women and working in data science -- of switch used Python to do their work.
  • In the DC area, I continue work with PyLadies DC, Women Data Scientists DC, Data Community DC (http://www.datacommunitydc.org/), and Byte Back (https://byteback.org/). Specific to python -- PyLadies has hosted a coworking session and will begin to host CFP sessions. Byte Back has received a few inquires that were out of their wheel house, so we are discussion if the wheelhouse should change or remain the same. In the mean time, I have worked with individuals to find another resources in Python trainings in the DC area.

4.11   Kushal Das

I was the session chair for the FOSSASIA Python track. I also took a two-hour workshop on the same track about MicroPython on NodeMCU. Later, i took part in the Python Pune monthly meeting and regular grants working group work. I also posted the blog post about PSF GSoC effort [1].

[1] http://pyfound.blogspot.com/2017/03/python-applications-for-gsoc-2017.html

4.12   Lorena Mesa

Attended board meetings, reached out to Python Day Mexico City to confirm intent to attend and speak at Python Day (including preparing an introduction talk about the PSF), researching and writing community service award announcement for PSF blog. Moved Python organizers manual to GitBook [1], interviewed by Greater Than Code [2] and Open Source Craft [3] podcasts about involvement with the PSF.

[1] https://www.gitbook.com/book/lorenanicole/pycon-organizers-manual/ [2] http://www.greaterthancode.com/podcast/episode-023-lorena-mesa/ [3] codepop.com/open-sourcecraft/episodes/lorena-mesa/

4.13   Naomi Ceder

Attendance at board meetings, participation in board email discussions; participation in PSF-Grants email discussions and votes; supporting/advising community members from Nigeria, Brazil, India, Mexico, and Czechia in regard to planning/funding/traveling to community events; gave talk about Python and the GIL as distinguished visiting engineer at Bloomberg LLC; interviewed about Python community for IndyPy 10 year anniversary.

4.14   Trey Hunner

Held a well-attended chat for new Python programmers on how to effectively learn Python and two Python chats on beginner-friendly Python topics.

4.15   Younggun Kim

No report submitted.

5   Work Group Reports

Note: These are received once a month.

5.1   Sponsors

We continue to do outreach for new PSF sponsors. We approved 2 new sponsors at the Iron level and one copper sponsor in March.

5.2   Marketing

Through March, our focus has been on finishing up the sponsor feedback form, and we have begun talking about sponsor badges, which will go into April.

5.3   Grants

See Grant WG resolutions

5.4   Trademarks

We continue to receive and process tens of requests per month for logo usage approval.

5.5   Cuban Pythonistas

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

RESOLVED, that the Python Software Foundation approve the sponsor application from UK Web Host Review at the Iron Level.

Approved 7-0-0, March 24, 2017

RESOLVED, that the Python Software Foundation approve the sponsor application from Accelebrate at the Iron Level.

Approved 7-0-0, March 24, 2017

6.2   Grants

RESOLVED, that the Python Software Foundation Grants Working Group grant $750 USD to the 2017 Django Girls Jos, Nigeria workshop.

Approved 7-0-0, March 3, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $750 USD to the Django Girls São José dos Campos, Brazil event happening May 20, 2017.

Approved 8-0-0, March 6, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $1,000 USD to the Django Girls Porto Alegre, Brazil event happening March 17, 2017

Approved 9-0-0, March 6, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $700 USD to the Django Girls Accra, Ghana event happening June 16-17, 2017

Approved 7-0-0, March 13, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $400 USD to the Django Girls Faridabad event happening April 10, 2017

Approved 8-0-0, March 14, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $500 USD to the Django Girls Niterói event happening May 13, 2017

Approved 8-0-0, March 13, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $600 USD to the PyCode Czech Republic event happening April 7-9, 2017 in Ostrava.

Approved 6-0-0, March 15, 2017

RESOLVED, that the Python Software Foundation Grant Working Group grant $500 USD to the Django Girls event happening in Maceió, Brazil May 12-13, 2017

Approved 7-0-0, March 20, 2017

RESOLVED, that the Python Software Foundation Grant Working Group grant 500€ (~538 USD) to the Django Girls event happening in Florence Italy April 2, 2017

Approved 8-0-0, March 20, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $400 USD to the Django Girls event happening in Gurgaon, India on April 9, 2017

Approved 8-0-0, March 20, 2017

RESOLVED, that the Python Software Foundation Grant Working Group sponsor PyCon APAC 2017, happening in Kuala Lumpur Malaysia, in the amount of $3,000 USD.

Approved 7-0-0, March 20, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $600 USD to the Django Girls event happening in Warri, Nigeria April 29, 2017.

Approved 8-0-0, March 24, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $1,000 USD to the Python Programming Society of Namibia for lab equipment to be used at the Windhoek Technical High School.

Approved 7-0-0, March 24, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $500 USD to the Django Girls event happening in Arapiraca, Brazil August 26th, 2017.

Approved 7-0-0, March 27, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $500 USD to the Django Girls event happening in Belo Horizonte, Brazil May 27th, 2017

Approved 8-0-0, March 27, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $800 USD to the Django Girls event happening in Enugu, Enugu State, Nigeria April 27-28, 2017

Approved 7-0-0, March 28, 2017

RESOLVED, that the Python Software Foundation Grants Working Group grant $740 USD to the Django Girls event happening in Sokoto, Nigeria April 6, 2017

Approved 8-0-0, March 29, 2017

8   New Business

8.1   PyData San Luis

  • RESOLVED, that the Python Software Foundation grant $750 USD to PyData San Luis that is happening November 16-18, 2017 in Argentina.

Approved 8-0-0

8.2   PyConWEB 2017

  • RESOLVED, that the Python Software Foundation grant $2000 USD to PyConWEB 2017, that is happening May 27-28, 2017 in Munich, Germany.

Approved 8-0-0

8.3   PyLadies Taiwan Line Bot Workshop

  • RESOLVED, that the Python Software Foundation grant $800 USD to PyLadies Taiwan Line Bot Workshop that is happening May 13, 2017 in Taiwan.

Approved 8-0-0

8.4   PyCon CZ

  • RESOLVED, that the Python Software Foundation grant 2,000€ to PyCon CZ, that is happening June 9-11, 2017 in Prague, Cech Republic.

Approved 7-0-1

8.5   SciPy Austin, TX

  • RESOLVED, that the Python Software Foundation grant $2000 USD to SciPy happening July 10-13, 2017 in Austin,TX.

Approved 8-0-0

8.6   Hapa Foundation Training Program in Kumasi, Ghana

  • RESOLVED, that the Python Software Foundation grant $1250 USD to the Hapa Foundation Training Program in Kumasi, Ghana that is happening on April 22, 2017.

Approved 8-0-0

8.7   EuroPython 2017

  • RESOLVED, that the Python Software Foundation grant €8000 to extend the financial aid budget of EuroPython 2017 that is happening July 9-16, in Rimini, Italy.

Approved 8-0-0

8.8   2017 Frank Willison Award

  • RESOLVED, that the Python Software Foundation award the 2017 Frank Willison Award to Katie Cunningham and Barbara Shaurette in recognition of their continuing work to create and run their Young Coders classes, along with freely distributing their teaching materials.

Approved 9-0-0

10   Meeting Adjournment

The meeting was adjourned at 16:02 UTC (GMT/Zulu)