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PSF Meeting Minutes for 2018-01-30

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

January 30, 2018

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 January 30, 2018. 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 (13 of 13) were present at the meeting: Lorena Mesa, Naomi Ceder, Paul Hildebrandt, Thomas Wouters, Marlene Mhangami, Trey Hunner, Eric Holscher, Kushal Das, Kenneth Reitz, Paola Katharine Pacheco, Jackie Kazil, Van Lindberg, and Ewa Jodlowska.

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

3   Meetup Expenses Approved

  • PyLadies Helsinki - 6 months - $29.94 USD
  • Chicago PyLadies - 6 months - $89.84 USD

4   Board and Staff Reports

4.1   Ewa Jodlowska

  • PyCon
    • Selected a CART provider for 2018 after I completed the cost comparison
    • Started working on window decals for the GE building for PyCon 2018
    • Worked with Conference Chair to arrange Code of Conduct review and training for PyCon 2018 and for PSF
    • Anonymized 2017 code of conduct incidents
    • Helped research Keynote possibilities & reviewed nominations that PC team & Conf. Chair came up with
    • Emailed several Python training shops in Ohio about PyCon’s CFP
    • Received samples for conference t-shirt possibilities and shared reviews with team; continued communicating with our shirt printer
    • Started bi-weekly calls for Conf. Chair, myself and Event Coordinator; manage the agendas
    • Troubleshooted & fixed financial aid applicant issue where someone added an extra zero to their requested amount which was throwing off the weekly tracking that our Controller manages
    • Worked on Young Coder planning, session chair team addition, gave input to Open Space team, and worked with Posters and Edu Summit team to make sure everyone has review access to proposals
    • Continued to document weekly and assess progress of CFP counts for PyCon 2018 up to deadline
    • Helped review two Hatchery proposals
    • Arranged additional onsite help for 2018 (same onsite help we had in 2017)
    • Spending time getting familiar with PyCon website code so I can help make changes/improvements in the future; made small adjustments to program export code
    • Had a planning call with Controller and Treasurer to discuss bank options for PyCon 2018 and 2019
    • Starting to work on PyCon 2018 sign needs
    • Re-wrote international travel blog that 2017 Conference Chair initially wrote
    • Continue to research childcare options; but am not running into a lot of service providers in the Ohio area
    • Continue to help answer PyCon Registration and PyCon Financial Aid emails
    • Continuing to review AV options for PyCon 2018 and 2019. In final phase of review
    • Continuing to have regular communication with Conference Chair on Slack and calls
    • Continue to check registration reports and twitter activity
    • Continue to receive invoices, documenting them in budget, and sending to Treasurer for payment
  • PSF
    • Continue to help review the Python Developer survey document before it is publicly launches
    • Reviewed and executed legal documents for PyPI trademark filings
    • Wrote and published http://pyfound.blogspot.com/2017/12/the-psfs-grant-program-policies-and.html
    • Planned Jan 30th Executive Meeting & created agenda
    • Began working on PSF staff soft evaluations and prepared them for Jan 30th Executive Meeting
    • Drafted staff and board interaction policy for Jan 30th Executive Meeting
    • Continuing to add issues to CiviCRM’s repo https://github.com/python/psfmemberdotorg/issues
    • Drafted and published end of year blog http://pyfound.blogspot.com/2018/01/2017-year-in-review.html
    • Updated DSA and worked on getting the DSA winner their award and PyCon t-shirts from 2017
    • Submitted proposal to Open Source Leadership Summit 2018
    • Starting to plan for hiring a book keeper; reviewing resume of recommended individual
    • Started to gather PSF staff hotel needs for PyCon and PyCon staff needs for those paying their own way to PyCon
    • Handed off PyCon Insurance to PSF Controller
    • Compiled a comparison spreadsheet of jobs.python.org 2016 and 2017 traffic (broken down in months)
    • Attended a three day training (Nonprofit Org training by UTLAW) with PSF Chair, Controller, and General Counsel
    • Reorganized my goals into a Trello board and shared with PSF Executive Committee
    • Gathered Python evidence from China & HK for one of our law firms
    • Researched Guidestar’s 2017 report to ensure we have fair compensation setup for our finance team; shared with PSF Chair
    • Continue to work on Fiscal Sponsorship growth by meeting with General Counsel, Treasurer, Finance Controller and SFC President and ED; drafted email for project announcement and shared with SFC for input
    • Continue to log the fellow member nominations, created Q4 vote via Helios, managed votes, and write blog for Q4 members (http://pyfound.blogspot.com/2017/12/python-software-foundation-fellow.html)
    • Continue to manage the Grants WG and PSF board grants and the research necessary for all
    • Continue to answer general PSF email
    • Continue to review time sheets
    • Continue to meet with Event Coordinator, Finance Controller, and IT Manager regularly on calls and regular communication via Slack
    • Continue to help review documents and other drafts written by staff
    • Continue to chat with Controller and Treasurer about accounting stuff on Slack

4.2   Betsy Waliszewski

  • PSF
    • Sent holiday cards + stickers and customized year-end letter to 46 PSF sponsors. Followed up with an email regarding renewing sponsorship.
    • Attended North Bay Python in Petaluma, CA. Gave a short presentation about the PSF.
    • Participated in PyCascades in Vancouver, BC with a sponsor table and short presentation.
    • Continued routine tasks of invoicing, sending out statements, and keeping records up-to-date.
    • Continued to support the grants WG by sending out notifications and minuting resolutions. Continued taking notes at board meetings, posting minutes and approved resolutions, notifying grant recipients, as well as recording contributor forms and self-certifications.
    • Discussed goals for 2018 with Director of Operations
  • PyCon 2018
    • Continue to reach out to prospective sponsors
    • Worked on outreach to Cleveland youth groups (Boys ad Girls Club,United Way) for Young Coders and for the 2nd day of the workshop - underserved youth.
    • Scheduled sponsor tweets
    • Began researching venues for staff dinner
    • Answered registration emails. Regular communication with conference chair. Regular communication with reg team to send registration codes to new sponsors. Regular communication with GES to make sure sponsors received the exhibitor kit and other information.
    • Continued to refine food truck menu and began working with the reg team to add the menu to the website for day 2 tutorial attendees
    • Created new sponsorship level for Adafruit - Swag Bag Sponsor and new package for the PyCon Hatchery Program.
  • PSF Sponsorship Efforts
    • Worked with the Sponsor WG to evaluate applications. Approved the sponsor application from Adimian at the Bronze Level. Denied two applications that didn’t meet our criteria for sponsorship.
    • Job Board: discussed monetizing this benefit with the work group. We have not yet reached an agreement on a future policy. More details provided to the board via the mailing list.
    • Had 2 calls with Mark and prospective in-kind sponsors. Worked with Mark and Ewa to evaluate these.
    • Gathered leads from PyCascades
    • Reached out to 17 potential sponsors (new contacts and PyCon sponsors)

4.3   Kurt Kaiser

Continued the diverse, but routine, activities needed to process 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 as needed to reflect activity. Reconciled and reviewed the PSF bank/credit accounts and transferred funds between accounts as needed. 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. Approved grant wires and handled communication with the Controller relative to ongoing wire payments.

Most of my time recently has been spent on year-end accounting activities. A major task was wrapping up the PyCon 2017 financial reports to produce the PSF financials.

4.4   Phyllis Dobbs

  • Banking

    -Complete research and recommend Fifth Third as new bank for near-conference convenience of PSF and check recipients for tutorial & financial aid payments at PyCon Cleveland.

  • Fiscal Sponsorship
    • Edit/write welcome package and other fiscal sponsoree documents.
    • Continue discussion about fiscal sponsorship process and procedures with the Software Conservancy and PSF staff, including best practices and what may work/not work for PSF.
  • Human Resources & Benefits

    _Review insurance plan to determine eligibility of Board Members and other documented volunteers with insurance broker. Insurance may not be offered to the general membership at this time.

  • Taxes

    -Begin 1099 review for 2017, including updating vendor information and choosing categories subject to 1099 reporting. -Attend 990 seminars and create list of items to review for 2017 filing

  • Insurance

    -Begin process of acquiring multiple quotes for event, D&O, and liability insurance to determine whether better coverage, service, and/or price is available.

  • Audit, General Ledger, and other Accounting Issues
    • Begin documenting prerequisites to move towards annual audit.
    • Create annual and ad hoc review of PSF activities against the mission as stated in the Articles of Incorporation (Form 1023 was lost by the IRS and the PSF).
    • Discuss moving to multiple legal entities for each PyCon and fiscal sponsorees and back office needs, including a new general ledger system, staffing, banking, etc.
    • Research and begin detailed review of general ledger systems that do fund accounting and handle multiple legal entities including: Abila, Oracle Netsuite for Nonprofits, Aplos, Blackbaud, and Araize FastFund.
  • Grants

    -Update Grants schedule by month/country for including graphs & charts analyzing trends. -Review and document accounting treatment of Mozilla MOSS grant as contribution revenue. Update accounting system and discuss reporting requirements & frequency with PSF staff.

  • Accounts Receivable
    • Reconcile PayPal account for November and December and reconcile annual activity against 1099-K.
    • Assist with Sponsorship invoicing.
  • Accounts Payable
    • Record and initiate payment for grant and meetup reimbursements via wire, check, and PayPal on an ad hoc basis.
    • Reconcile and adjust PEX account for November and December.

4.5   Mark Mangoba

  • Continue to support the Python community and PSF staff on a regular basis regarding infrastructure changes, issues and outages.
  • Weekly check in with Maciej and his team regarding the bugs.python.org infrastructure project.
  • Draft a blog post about bugs.python.org infrastructure update: https://docs.google.com/document/d/1GKtIbZ58JNgySIFSilhcpj6traQHFquUXIhBFUjXceY/edit.
  • Attended weekly MOSS grant updates meetings, making sure updates also go out to Mozilla.
  • Fixed a few CiviCRM Grant issues related to record linking.
  • Researched single sign-on solutions and started a discussion with the Infrastructure Workgroup.
  • Had 2 calls with Betsy and prospective PSF sponsor.
  • Resolved Heroku credits issue, and worked with Betsy to start a formal agreement.
  • Started a discussion with the infrastructure workgroup regarding an in-kind policy on credits and sponsorship levels: https://docs.google.com/document/d/1GZtg2n18Pr2NURvUomOCoXpD0LP_dAXHqfbahH82k/edit.

Discussed with Director of Operations goals for this upcoming year (2018), timeline goals are in parentheses:

Current:

Upcoming:

Future:

  • Volunteer tracking/outreach and stewardship (backburner ongoing, February 2019) update: Something similar to https://helpwanted.apache.org/; I would have to get some input from the pythondotorg workgroup/community. Also would like to work with Betsy on a volunteer type of membership level benefits (something above free tier), earning membership

4.6   Jackie Kazil

  • Scipy - soliciting talks and outreach
    • Diversity co-chair
    • Politics and Social Science co-chair
    • Scipy talk reviewer
  • PyCon Talk co-chair -- talk reviews

  • Review of blog post on bugs

  • Preparing to speak at PyCaribbean

4.7   Naomi Ceder

Presided over November and December board meetings, assisted in recruiting a sponsor, active in PyCon Hatchery committee, lead submission of PyCon Hatchery Spanish Track (PyCon Charlas) proposal, assisted director of operations in planning January executive meeting, supported creation of new conference, attended Non-Profit Organizations Workshop in Austin (Jan 17-19), soft evaluation of Director of Operations.

4.8   Van Lindberg

No report submitted.

4.9   Eric Holscher

  • Helped organize PyCascades - Talked to people about the value of a "conference mentorship program" as a way the PSF could help with new conferences. I played this role for PyCascades, and they found it very valuable - Talked to a lot of folks about pypi sustainability and the MOSS grant - Chatted with Betsy about the PSF and some ideas for how we might move a few initiatives forward, including Twitter & marketing
  • Helped review the Python Ambassador proposal for 2018 for Manuel

4.10   Trey Hunner

I drafted the application process for the code of conduct work group. I also continued open spaces planning with the other PyCon open space coordinators, I passed out PSF and python3 stickers at North Bay Python and at my local Python monthly meetups and study group, and I answered questions about the PSF at San Diego Python meetups.

4.11   Lorena Mesa

Attended PSF board meetings as usual and participated in the discussion and voting of various grants for PSF Grants working group. One effort taken on behalf of the PSF Grants group included helping edit a blog post on the PSF Grant's working group latest procedures Ewa wrote as well as review other guidelines internally for how the Grants WG reviews workshops grant requests. Work has continued as PSF Communications Chair to edit and oversee blog. As a PyCon Program Chair voted on talk selection and as a member of the PyCon Hatchery Program Committee voted on proposals for hatchery program. Over last weeks solicited feedback for a PyLadies Working Ground and PyLadies conference to be revisited, seeking potential committee members for a working group and an initial conference committee, work is still ongoing with no definitive charter or date for a conference. Attended PyCascades and ran Lightning Talks, attended Chicago Python User Group meetings, continued to lead PyLadies Chicago, and preparing to speak at PyCon Colombia as an individual as as part of a panel talk on the PSF.

4.12   Marlene Mhangam

Continued conversations over email with community leaders regarding plans for PyCon Africa. Discussed location and structure of organizing committee. I hope to continue conversations and planning into this year. Advised Ghanaian community leaders on planning for PyCon Ghana as well as giving advice on solving community conflicts in the budding Python groups. Prepared my speech for PyCon Namibia where I intend to raise awareness about the PSF, answer any questions and assist in connecting Pythonista's across Africa.

4.13   Kenneth Reitz

Working on Pipenv, starting a new website howtopython.org.

4.14   Kushal Das

No report submitted.

4.15   Thomas Wouters

Continued administering #python on Freenode and following along with the Infrastructure/Packaging WGs PyPI developments. Participated in the Fellows WG.

4.16   Paola Katherine Pacheco

In preparation for a new event in Mendoza, +Con. Free and student-focused. It will be a day with introductory programming workshops. Its ultimate objective is to bring companies closer to students. In addition we created a new project called CODEAR, where we will have 4 basic modules, ranging from teaching what hardware is, going through programming logic and ending with a simple application in Django. This project is geared toward schools and aims to introduce more people and women into the college of technology.

4.17   Paul Hildebrandt

The majority of my work has been keeping up with PSF email. I've also been active in the Sponsor working group discussing possible work on the Jobs board. I presented Python 3 and the PSF at a local meetup for VFX industry people. The PSF presentation was a compressed version of the one that Betsy gave at PyCascades.

5   Work Group Reports for December 2017 / January 2018

5.1   Pythondotorg

Berker continued to work on the pythondotorg grant, in summary: Commits: 14 https://github.com/python/pythondotorg/commits?author=berkerpeksag&since=2017-10-02T23:00:00Z&until=2018-01-19T23:00:00Z Closed issues: 25, Triaged issues: 3, Time spent: 30.5 hours.

5.3   Infrastructure

Workgroup discussed in-kind sponsorship credits policy and the approval of an in-kind sponsorship agreement.

5.4   Marketing

Nothing new to report at this time.

5.5   Sponsors

Approved the sponsor application from Adimian at the Bronze Level. Denied two applications that didn’t meet our criteria for sponsorship.

Discussed monetizing the Job Board listings and integrating them with PSF sponsorship. The next step will be to transition the job board team to an official work group and then create a proposal to incorporate job listings as a sponsor benefit along with fee tiers.

5.9   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the December 18, 2017 board meeting:

5.10   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $300 USD to the Django Girls event happening in Bauchi, Nigeria January 27, 2018

Approved 7-0-0 December 18, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $1750 to the Second annual Computer Day Conference happening March 19, 2018, in Windhoek, Namibia.

Approved 7-0-0, December 21, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Osubi, Nigeria February 17, 2018

Approved 7-0-0, December 21, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Ouagadougou, Burkina Faso February 24, 2018

Approved 7-0-0, December 26, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $450 USD to the LatamTech meet up event happening January, February, and March 2018.

Approved 7-0-0, December 26, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $800 USD to the Django Girls event happening in Legon, Ghana February 3, 2018

Approved 7-0-0, December 26, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $900 USD to the Django Girls event happening in Minna, Nigeria February 10, 2018

Approved 7-0-0, December 26, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $830 USD to the Django Girls event happening in Owerri Nekede, Nigeria February 24, 2018

Approved 8-0-0, December 28, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $2530 USD to the PyCon Belarus conference happening in Minsk, Belarus February 24, 2018

Approved 7-0-0, January 2, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $760 USD to the Docker Workshop happening in Sylhet, Bangladesh June 26, 2018

Denied 7-0-0, January 3, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $960 USD to the CAR18 Conference happening in Chicago, IL March 10, 2018

Approved 7-0-1, January 10, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Benue, Nigeria January 27, 2018

Approved 8-0-0, January 10, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyCon Italia 9 in the amount of 5000 Euro (~6067 USD). PyCon Italia 9 is happening in Florence, Italy 19 - 22 April 2018

Approved 7-0-0, January 15, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1500 USD to the Django Girls event happening in Plateau, Nigeria March 23, 2018

Approved 8-0-0, January 18, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the 1st National meet up happening in Ghana February 24, 2018

Approved 8-0-0, January 18, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Django Girls event happening in Santo Domingo, Dominican Republic February 16, 2018

Approved 9-0-0, January 19, 2018

RESOLVED, that the Python Software Foundation's Grants Work group sponsor PyCon Philippines in the amount of $2620.18. The event is happening February 24, 2018

Approved 7-0-1, January 22, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyDays Vienna 2018 in the amount of $1,500 USD. The event will be happening May 4, 2018 in Vienna, Austria

Approved 8-0-0, January 24, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyCon Namibia 2018 in the amount of $2,000 USD. The event is happening in Windhoek, Namibia February 20, 2018

Approved 8-0-0, January 24, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to hackathon event happening in Ibadan, Nigeria February 16, 2018

Denied 0-9-0, January 24, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $800 USD to the Django Girls event happening in Kwaman, Ghana March 17, 2018

Approved 9-0-0, January 24, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $690 USD to the Django Girls event happening in Bungudu, Zamfara, Nigeria March 3, 2018

Approved 9-0-0, January 25, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Django Girls event happening in Sunyani, Ghana March 3, 2018

Approved 7-0-0, January 25, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Django Girls event happening in Sunyani, Ghana March 3, 2018

Approved 7-0-0, January 25, 2018

5.11   Scientific Python

RESOLVED, the Python Software Foundation’s Scientific Work Group grant $600 to the Python in Astronomy 2018 workshop, to be held April 30, 2018 in Cardiff, UK.

Approved 5-0-0, January 18, 2018

5.12   Sponsors

RESOLVED, that the Python Software Foundation approve the sponsor application from Adimian at the Bronze Level.

Approved 9-0-0, January 4, 2018

6   Votes Approved Via Email

Votes discussed via email with the purpose of being placed on the Consent Agenda.

7   New Business

No new resolutions were voted on.

8   Other Business / Discussions

  • Mark Mangoba reported on comparison of authentication services and an integration plan for 2018 and beyond.

Authentication Services https://docs.google.com/document/d/1eoO4ymLXHzLohLsOFnI9yf7WUZ2JlPnrDchHf0_NIXA/edit

Membership Integration Plan https://docs.google.com/document/d/19jtrmBTZ9OPVEZQLMur_G80DHF0ip2CdqHcZe0iFLBg/edit

Betsy Waliszewski gave an update on future work with jobs.python.org.

Phyllis Dobbs and Kurt Kaiser gave an update on where the PSF stands financially.

Discussed creating a Finance Committee to monitor our finances annually.

Discussed next steps for Code of Conduct work group.

9   Action Items

  • The meeting was adjourned at 15:55 UTC (GMT/Zulu).