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PSF Meeting Minutes for 2017-07-25

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

July 25, 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 16:00 UTC (GMT/Zulu, on July 25, 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 (11 of 13) were present at the meeting: Van Lindberg, Lorena Mesa, Naomi Ceder, Jackie Kazil, Kushal Das, Paul Hildebrandt, Eric Holscher, Paola Katherine Pacheco, Thomas Wouters, Marlene Mhangami, and Ewa Jodlowska. Trey Hunner was represented by proxy.

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

2   Minutes of Past Meetings

The 26 June 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-June/043931.html as representing a true and accurate record of the June 26, 2017 meeting.

Approved 9-0-2.

3   Meetup Expenses Approved

  • PyLadies Vancouver Meetup Group: $269.82 USD for 12 months

4   Board and Staff Reports

Note: These are received once a month.

4.1   Ewa Jodlowska

  • PyCon
    • Took two days off after PyCon
    • Worked on PyCon 2017 invoices & budget reconciliation
    • Added CTE revenue collected into budget
    • Billed back Django Girls for their PyCon passes at the student rate
    • Continuing to check on registration open items so we can close the books on registration as soon as possible
    • Worked on PyCon bonuses, sent notifications, and helped gather tax forms for Kurt
    • Had a call to discuss wifi needs with Louisville’s rep
    • Did a site visit with Betsy to review Louisville for PyCon 2020/21
  • PSF
    • Compiled and sent comparison data email to the board pertaining to non-profits similar to us: https://mail.python.org/mailman/private/psf-board/2017-June/043577.html
    • Worked on staff evaluations for the board to go over before the term ended. Also bonus amounts.
    • Scheduled and attended the executive board meeting to discuss bonuses
    • Helped create the ballot
    • Chatted with IT Manager and Voting Admin about voting and continually checked quorum counts with Ian as the process went on
    • Read and answered several emails about the bylaw changes
    • Worked with Controller and Treasurer on budget planning and statement planning
    • Booked accommodation and travel for EuroPython to help at the booth and run the PSF board meeting
    • Began working on my talk for the PSF Board Meeting at EuroPython
    • Continued to work on the on-boarding document for the new directors on the GitHub wiki
    • Reviewed Event Coordinator’s notes on the fundraising book she read and provided feedback
    • Supported Controller with role of getting insurance set up for us
    • Got the process going for the Fellow WG
    • Did a write up on the Ambassador Program for the board to give new directors context
    • Got the process going to add a new board of director to the Packaging WG
    • Mailed out the community service awards that I ended up taking home with me after PyCon 2017
    • Worked on cost estimate to get a F2F board meeting planned and started the discussion with the board
    • Supported Event Coordinator with the PSF prospectus
    • Supported IT Manager with the online CiviGrant form
    • Met with Conference Chair to go over my evaluation from the board
    • Chatted with Conference Chair and General Counsel about the 11th board director at large position
    • On boarded 11th director at large.
    • Since Harvest stopped providing us with a vacation tracker, I created my own via a google spreadsheet. Needed to do some bug fixing on the formulas but is working now and everyone’s time off is being tracked there.
    • I worked to separate my work email from my personal email. I’ve noticed that I have not done a good job of separating the two so I will continue to work on making that better in the future -- for easier transferability and for not getting distracted by work during non-work times.
    • Continue to manage the Grants WG and PSF board grants and the research necessary for all
    • Continue to monitor and track my PexCard spending in our tracking spreadsheet
    • Continue to meet with Event Coordinator and IT Manager regularly on calls
    • Continue to chat with Controller and Treasurer about accounting stuff via Slack

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. Made deposits. Created Quickbooks Online (QBO) transactions for all of these. Updated the 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. 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.
  • Wrapped up PyCon payments. Dealt with a couple of HR/compensation issues.
  • Processed withholding on PyCon payments. There are still a couple of open tutorial honoraria due to lack of tax documents.
  • Responded to a request from The Harford to perform an audit on our Worker's Compensation payments for the last year. Provided supporting information.
  • Spent a surprising amount of time trying to get the Karimnagar grant wire funds delivered.
  • Continued working with SunTrust to get proper notification for our wire transactions.
  • Prepared condensed financial reports for the python.org website.

4.3   Betsy Waliszewski

PSF / Sponsors / Sponsorship
  • Continued routine tasks of invoicing, sending out statements, and keeping records up-to-date.
  • Continued to support the grants working group while Ewa was a EuroPython, by responding to applicants, communicating with the grants WG, keeping the spreadsheet up to date, and sending out notifications.
  • Continued routine tasks of taking notes at board meetings, posting minutes and approved resolutions, notifying grant recipients and special award winners, as well as recording contributor forms and self-certifications.
  • Continued working on proposal plan to bring in new PSF sponsors. Sent updated 2017 PSF Prospectus to board for comment. New levels to be voted on at July 25, 2017 meeting. Updated some of the copy on sponsor page. Created a new sponsor agreement.
  • Working with Beatrix Bodo (PyCon sticker designer) on new PSF sticker designs.
  • Updated Google’s sponsorship level to new reflect in-kind donations of servers and Google Cloud service.
  • Had phone call with Eric Holscher regarding PSF fundraising efforts related to PyPI packaging group.
  • Updated the PSF Conference Kit marketing page to reflect availability of current kits and creation of new kit for Africa.
  • Sent stickers to 6 different groups, including several board directors. Sent PSF flyer to Marlene and Younggun for PSF booths at events where they’re speaking and staffing a PSF booth.
  • Worked with Sponsor WG to evaluate and approve 1 Iron Level sponsor.
  • Notified Q2 CSA award winners.
  • Attended SustainOSS in San Francisco and sent report to board.
PyCon 2018
  • Completed first round draft of F&B for Cleveland.
  • Redesigned expo hall floor plan to incorporate buffet stations. Redesigned job fair floor plan to give the poster more room.
PyCon 2020-21
  • Traveled to Louisville with Ewa for a site visit.
  • Completed evaluation of potential cities and venues. Sent recommendation to board for approval.

4.4   Mark Mangoba

  • General day to day Infra Python community support.
  • Launched grant form and posted on: https://www.python.org/psf/grants/.
  • Infra improvements to psfmember.org.
  • Coordinating python.org improvements.
  • Meetings with members of various members and volunteers of the Python Community (docs, PyPI workgroup, bugs).
  • Planning decommission of Dinsdale.
  • PSF Infra credits reconciliation and documentation.

4.5   Phyllis Dobbs

Human Resources & Benefits
  • Set up United Healthcare employee health insurance plan via Paychex, which began July 1. Initially, attempted to set up Blue Cross Blue Shield plan, which offers better benefits to employees; this plan replaces United Healthcare August 1. The PSF covers health insurance premiums 100%.
  • Set up employee Vision Service Plan, which provide nationwide coverage for eye exams, glass, contacts, and other vision-related services. This is a pass-through; the PSF withholds premiums via payroll and remits premiums to VSP.
  • Investigate an employee dental plan; more information is needed before this plan can be implemented.
Taxes
  • Analyzed calendar year 2016 grants and meetup expenses to classify payments by geographical region for the 990.
  • Research constructive receipt for PyCon 1099 compensation that the recipient would rather not receive and donate to Python.
Reporting
  • Restructure chart of accounts to create multiple reporting levels that may be used for publishing to the public, to members, to the Board, or for day-to-day management.
CiviCRM
  • Review CiviCRM grant submission screens and prepare questions/recommendations for Mark. Create Grant Type definitions. Discuss possibility of moving meetup reimbursement requests into grant submission workflow with Betsy.
Accounts Payable
  • Administer PEX account, including reporting fraudulent charges and creating a card for our Ambassador pilot, which will reduce ongoing reimbursement administrative time.
  • Work with Kurt & SunTrust to acquire notifications/backup for wire transfers not initiated online.
  • Recorded and initiated payment for grant and meetup reimbursements throughout the month.

4.6   Lorena Mesa

Spoke at Python Day Mexico in-person (June), delivering a brief PSF update as well. Coordinated with Python Day Mexico organizers for PSF blog post, editing content for a English/Spanish publication. Advocated and arranged for PSF to obtain a Sprout Social license, handed off management of account to Betsy and the Marketing working group. Attended PyData Seattle and met with Puget Sound Programming Python in Seattle. Began to recruit for Grants Working Group members in Latin America/Caribbean communities. Continued to manage PSF blog including bringing Director Eric Holscher up to date on the Communications role, writing CSA Quarter 2 announcement, and brainstorming continued growth of PSF blog content (e.g. how to grow global reach). Lastly, revisited Pyladies Conference with Director Jackie Kazil and Ewa, to brainstorm best format and location for an inaugural conference.

4.7   Trey Hunner

Initiated a mailing list (psf-ux) to discuss PSF usability concerns. I hope to seed it with discussion in the coming months. Discussed marketing and sponsorship ideas with Betsy Waliszewski and Ryan Birmingham and started a list of tweet ideas to use when make the ThePSF Twitter account more active. Betsy, Ewa, and I met with Sprout Social to talk about how we'll use their system for scheduling tweets. Pushed for a final draft of the Code of Conduct workgroup charter, which I hope we will vote on during our final July board meeting.

4.8   Naomi Ceder

Worked on PSF Felllows WG, liaison with PyCon ES, ran June board meeting, introductory conversations/correspondence with leadership of Micro:bit and RaspPi foundations in UK.

4.9   Jackie Kazil

No report submitted.

4.10   Van Lindberg

Drafted standard fiscal sponsorship agreement for the PSF; dealt with claims of copyright and trademark infringement on PyPI.

4.11   Kushal Das

No report submitted.

4.12   Paul Hildebrandt

No report submitted.

4.13   Eric Holscher

  • Organized the submitting of a MOSS grant for warehouse migration & Pypi/PSF sustainability work
  • Did a good amount of reading to understand how the PSF itself actually works
  • Started investigating the PSF's medium to long term fundraising and sustainability plans, and had a couple calls with staff about it

4.14   Kenneth Reitz

No report submitted

4.15   Marlene Mhangami

Reached out to Python user groups in Ghana and Uganda to initiate work towards starting PyCon's in these country's for 2018. Worked on a speech to represent the PSF at PyCon Nigeria this coming September. Worked with Betsy to try bring a regional PSF booth kit to Africa to be used at PyCon Zim, PyCon, ZA and PyCon Nigeria this year. Reached out to NGO's who could potentially help allow the PSF to give funding to sanctioned countries in Africa.

4.16   Thomas Wouters

Continued administering #python on Freenode. Researched workgroups in general, with an eye towards potentially creating an IRC workgroup (possibly representing similar communities, like Slack, as well), depending on what the existing community wants and could get from such a WG. (The Code of Conduct workgroup may satisfy my own needs for interaction between #python and the PSF.) Joined the fledgling PSF Fellow WG, and followed along with the Infrastructure/Packaging WG's PyPI developments.

4.17   Paola Katherine Pacheco

Last month I had my first meeting with Ewa. I also had a small meeting with some Pyladies from Brazil about events and ideas that the PSF can help. I started to create a presentation based on the one presented by Ewa in Euro Python. I'm going to present it in Python Brazil, I think it might be a good idea to explain what the PSF is and how they can collaborate.

5   Work Group Reports

Note: These are received once a month.

5.1   Marketing

As July winds down, the marketing workgroup has begun to establish a social media plan, and we hope to solidify and implement it in August.

5.2   Sponsorship

Accepted one sponsor application from REVSYS at the Iron Level. Made some changes to the sponsor page to make it clearer how to join and to donate; added new copy. Completed an update to the PSF sponsor prospectus that the WG is reviewing.

5.3   Cuban Pythonistas

No report submitted.

5.4   Packaging

No report submitted.

5.5   Trademarks

Business as usual. Nothing special to report.

6   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the May 10, 2017 board meeting:

6.1   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $827 USD to the Django Girls event happening in Aba, Abia State, Nigeria August 18-19, 2017

Approved 8-0-0, June 29, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $625 USD to the Python Programming Bootcamp happening in Yaounde, Cameroon

Approved 8-0-0, June 29, 2017

RESOLVED, that the Python Software Foundation Grant Work Group grant $350 USD to the Django Girls event happening in Rio Cuarto, Argentina October 14, 2017

Approved 8-0-0, June 26, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $680 USD to the Django Girls event happening in Yola, Nigeria August 4-5, 2017

Approved 7-0-0, July 5, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Bauchi, Nigeria August 26, 2017

Approved 7-0-0, July 5, 2017

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyCon PL 2017 in the amount of $4,500 USD

Approved 8-0-0, July 5, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Software Carpentry Workshop happening August 5, 2017 at PyConPL.

Approved 8-0-0, July 9, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $6,400 USD to PyCon Korea, happening August 12-15, 2017.

Approved 7-0-0, July 12, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls workshop in Natal, Brazil, happening August 26, 2017.

Approved 7-0-0, July 12, 2017

RESOLVED, that the Python Software Foundation Work Group grant $500 USD to the Django Girls workshop in Rio de Janeiro, Brazil, that is happening on August 28, 2017 .

Approved 7-0-0, July 17, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls workshop in Ikot Ekpene, Akwa Ibom State, Nigeria, happening August 23-24, 2017.

Approved 6-0-0, July 17, 2017

RESOLVED, that the Python Software Foundation Grants Work Group sponsor the Python San Sebastian Spain 2017 conference in the amount of 1000 Euro

Approved 8-0-0, July 21, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $1,500 USD to the Django Girls event happening in Teresina, Piauí, Brazil August 26, 2017.

Approved 7-0-0, July 21, 2017

6.2   Sponsors

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

Approved 7-0-0, July 19, 2019

7   Votes Approved Via Email

RESOLVED, that the Python Software Foundation acknowledge the creation of the PSF Fellow Work Group to accept, review and approve Fellow applications for membership.

Approved 13-0-0 July 6, 2017

RESOLVED, that the Python Software Foundation grant $10,800 to Berker Peksağ to work on upgrading and improving python.org

Approved 13-0-0 July 6, 2017

RESOLVED, that the Python Software Foundation grant $1,000 USD to the Young Coders workshop happening at PyOhio 2017

Approved 10-0-0 July 10, 2017

8   New Business

8.1   PSF Grants Work Group - New Members

  • RESOLVED, that the Python Software Foundation approve Lorena Mesa and Younggun Kim as members of the PSF Grants Work Group.

Approved 11-0-0

8.2   PyCon Zimbabwe

  • RESOLVED, that the Python Software Foundation approve $1,500 to help fund speaker travel expenses for PyCon Zimbabwe, happening in Harare, August 23-26, 2017.

Approved 12-0-0

8.3   Spanish Python Association

  • RESOLVED, that the Python Software Foundation grant $1,200 USD to the Spanish Python Association for meetup fees for local Spanish communities.

Approved 12-0-0

8.4   CPython Core Sprint

  • RESOLVED, that the Python Software Foundation grant $12,000 USD to the CPython Core Sprint being held in the San Francisco Bay Area, September 4-9 2017.

Approved 12-0-0

8.5   PSF Laptop for Serhiy Storchaka

  • RESOLVED, that the Python Software Foundation direct Serhiy Storchaka to purchase a Dell XPS 15 9560 in the amount of $2,500 USD for the PSF, for use by the PSF in advancing CPython core development in Ukraine.

Approved 12-0-0

8.6   Afro-PyVasity Conference

  • RESOLVED, that the Python Software Foundation grant $1,600 USD to the Afro-PyVasity Conference as part of the Afro-Django Initiative that is happening June - August 2017.

Approved 12-0-0

8.7   PyLadies Poznań, Poland

  • RESOLVED, that the Python Software Foundation grant $4,478 USD to PyLadies Poznań,Poland for their once-a-week Python educational program happening September 2017 through June 2018.

Approved 12-0-0

8.8   PyData New Delhi,India

  • RESOLVED, that the Python Software Foundation grant $1,250 USD to PyData New Delhi,India happening September 2-3, 2017.

Approved 12-0-0

8.9   PyCon 2020-21 Pittsburgh, PA

  • RESOLVED, that the Python Software Foundation select Pittsburgh, PA as the PyCon location for 2020-21.

Approved 12-0-0

9   Other Business / Discussions

  • Move discussion about the creation of the PSF Code of Conduct Work Group to email.
  • Move discussion about granting a one year license for “PyCon Web” to email.
  • Move discussion PyBay 2017 grant to email.
  • Director of operations walked the board through consent agendas and how we will proceed with them moving forward.

10   Meeting Adjournment

The meeting was adjourned at 17:00 UTC (GMT/Zulu).