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PSF Meeting Minutes for 2018-02-27

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

February 27, 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 16:00 UTC (GMT/Zulu), on February, 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

  • Python Abuja Meet-up: $291 approved with Director's Allowance
  • PyLadies Portland: (3) 6-month meetup.com reimbursements of $89.94 each from January 2017 through July 2018, totaling $269.82
  • PyLadies London: 6-month meetup.com reimbursements of $89.94 from January through July 2018
  • PyLadies Vancouver, VC: 6-month meetup.com reimbursements of $89.94 from January through July 2018

4   Board and Staff Reports for February 2018

4.1   Ewa Jodlowska

  • PyCon

    • Email interaction with Language Summit chairs and how we will begin transitioning into a two year rotation for future chairs
    • Assisting with Poster presenter confirmations & two Edu Summit confirmations
    • Helped review program committee blog
    • Created a data gathering form for speakers that did not fill out a financial aid form and sent those out
    • Distributed speaker grants based on collected info and capping the distribution to $2,000 per person unless extensive travel is necessary; collecting confirmation through Feb 27th and then giving the remaining budget to the financial aid team
    • Assisting with conference shirt
    • Beginning to work on gathering event pictures for in-between slides for PyCon
    • Attended a call with Event Coordinator and the Hilton detailing out our needs
    • Reviewed food truck menu functionality on the registration site
    • Booked PyCon staff volunteer hotel rooms; booked PSF staff hotel rooms
    • Assisted with the update to reg transfer policy
    • Helped draft keynote invitations
    • Provided setup and breakdown information to decorator and began planning entry unit for expo hall
    • Beginning to work on onsite signage & contacted our regular designer for our onsite needs
    • Assisted with the launch of tutorial schedule and registration; assisted with presenter schedule conflicts
    • Contracted an onsite meeting planner
    • Worked on planning and ordering one of the staff gifts
    • Contacted temp agency and sent them our needs for directional help
    • Supported the Accessibility chair with information on the convention center
    • Helped review PyCon Volunteer pages and Volunteer signup spreadsheets; coordinated with PyCon Charlas for their volunteer needs
    • Increased the publicity team by adding two PSF bloggers to the crew for 2018
    • Selected a childcare provider for 2018
    • Selected an AV provider after consulting the board
    • Continue to create agendas for bi-weekly calls with Chair and Event Coordinator
    • Continue to help answer PyCon Registration and PyCon Financial Aid emails
    • 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

    • Had a call with a possible Python Ambassador in East Africa and a board member; continuing discussions
    • Attended the first in-kind sponsorship call
    • Drove to meet Controller to open a new PSF bank account
    • Assisted with Review-of-PSF-Activities-against-Tax-Exempt-Mission document
    • Supplied Chairperson with items for PyCon Colombia and had a soft evaluation
    • Attended a call between Latacora, PSF IT Manager, and PSF Infra WG Chair about single sign on services
    • Completed new 990 non profit revenue comparison report for similar non-profits for the 2015 tax year
    • Reviewed resume for possible book keeper and had email exchange with Treasurer about the candidate’s experience
    • Continue to work on Fiscal Sponsorship growth. Sent the updated contracts to PyPy and Flask
    • Continue to log the fellow member nominations; added new member to the WG
    • 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

4.2   Betsy Waliszewski

  • PyCon
    • Continue to reach out to prospective sponsors.
    • Sent out invoices.
    • 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.
    • Had calls with Case Western Reserve University, Cleveland State, We Can Code It Bootcamp, Open Cleveland (a Code for America Brigade), the RITE Board (member group of regional and local companies that address IT talent in Cleveland), Akron North Public High School, and Hack Cleveland. Discussed sponsorship and promotion of special events.
    • Signed up 15 sponsors (7 new)
    • Finalized non-alcoholic beverages for all events (R&R Hall of Fame, Great Lakes Science Museum, and Opening
    • Reception
    • Reached out to 18 companies from our Job Board postings - 6 are interested in participating.
    • Researched and created list of Python shops - still looking for contacts
    • Joined, asked for help promoting PyCon, sent PyCon slide presentation, and stickers: Boston Meetup, DC Python Meetup , NOVA Python Meetup in Virginia, PUG-IP - Princeton UG, DC PyLadies, Philadelphia Python Users Group (PhillyPUG), NYC Python Meetup, IndyPy, Greater Hartford Python Group, PyLadies Chicago, DerbyPy, Louisville, and Python User Group in Princeton, NJ
    • Wrote interview questions for keystone sponsor blog post. Sent to Microsoft.
    • Finalized sponsor workshop information to be added to schedule
    • Took over management of attendee dietary needs
  • PSF
    • 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.
    • Call with Coffee meets Bagel, Spotify, Netscope, Directrectangular, SauceLabs, WorldQuant, Elastic, Six Feet Up , DigitalOcean, and DriveIT to discuss PSF/PyCon sponsorship.
    • Finalized Bloomberg sponsorship.
    • Waiting to finalize Indeed sponsorship
    • Sent out foundation sponsorship invoices.
    • Worked on legal documents that needed to be approved.
    • Managed new sponsor applications with the work group - 4 companies were denied because they didn't meet our sponsorship criteria. 3 approved - 1 Iron, 1 Bronze, and 1 Platinum.
    • Began discussion with the sponsor and marketing work groups about refreshing the Python Success Story page - which stories should be archived, and possible a new way to organize them. Began outreach for new stories.
    • Continued to work on new fundraiser to begin 1 week April 23 and end May 21

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.
  • This month was mostly catching up on the above tasks following the push to recognize PyCon 2017. Initiating the payment routine for the MOSS/PyPI work. Invoice payments for PyCon and PSF Sponsors has seasonally increased.
  • Continued discussions with controller regarding changes to our accounts relative to recognizing in-kind revenue/expense, which has become very sizable lately.

4.4   Phyllis Dobbs

  • Banking
    • Complete setup of Fifth Third as new bank for near-conference convenience of PSF and check recipients for tutorial & financial aid payments at PyCon Cleveland.
    • Fiscal Sponsorship
    • Review fiscal sponsorship agreement and ask questions/make suggestions.
  • Human Resources & Benefits
    • Manage employee questions about benefits plans.
  • Taxes
    • Complete 1099 review for 2017, including updating vendor information and choosing categories subject to 1099 reporting, and issue 1099s.
    • Complete Mission Review process, document 2017 activities against PSF mission, and share with the Board.
  • Insurance
    • Continue 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
    • Continue 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.
  • Accounts Receivable
    • Reconcile PayPal account for January 2018.
  • 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 January 2018.

4.5   Mark Mangoba

  • Revised the Infrastructure Workgroup Charter along with the Director of Operations, newly appointed Infrastructure Workgroup Chair and Infra-WG members (https://docs.google.com/document/d/1awoBTYShWrkXq93RAFAf2tXbQOe7y9quoGhFAwcXHuI/edit?usp=sharing).
  • Continue to work with the PSF staff and Infra-WG chair on in-kind sponsorships and credits evaluation.
  • Attended MOSS Grant meetings.
  • Revised by-law changes and worked with the General Counsel to push updated content.
  • Continue to support the Python Community regarding any infra issues.
  • Continue to work with Maciej on the bugs.python.org OpenShift migration project.
  • Attended a meeting with the Infra-WG Chair, Director of Operations and a Security Consultant regarding the Identity/Single Sign On Project.
  • Discussed with the Infra-WG and plan on credits for DyDNS and Dreamhost termination.
  • Speaker at PyconPH - talked about bugs.python.org contribution and about the PSF.

4.6   Kenneth Reitz

Worked on Pipenv. Had conversations with community members about strategies the PSF could undertake to have more proactive fundraising. Attended PyTenneesse.

4.7   Naomi Ceder

Chaired January regular monthly meeting and executive meeting of the board; met with Dir of Operations for monthly updates; Worked with team to open CFP and on other organization for PyCon Charlas; advised PyLondinium on conference organization issues; represented PSF at PyCon Columbia - staffed table, answered questions about PSF (with Lorena Mesa) at Manuel Kaufman's talk, discussed possibilities for PyCon Peru, encouraged PSF membership; conferred with Dir of Operations and PyCon Chair about PyCon budgeting issues.

4.8   Van Lindberg

  • Arranged for expanded pro bono work for the Foundation from Dykema.
  • Revised the PSF standard fiscal sponsorship contract in accord with feedback.
  • Worked on state tax issues for creating a wholly-owned PyCon LLC

4.9   Lorena Mesa

Oversaw work on the PSF blog including: soliciting and reviewing applications for new bloggers, editing content for the PSF blog, and writing content for PSF blog. Continued brainstorming document for an inaugural PyLadies Conference including: recruiting potential committee members and soliciting advice from larger PSF and PyLadies community on a format for an inaugural conference. Participated in PSF Grants work as usual and attended PSF Board meetings. Helped with PyCon Programs Committee such as editing a blog to discuss the PyCon talk selection process. Attended PyCon Colombia where I participated in a (bilingual) introduction to the PSF chat with Naomi Ceder and Manuel Kaufmann. Consulting with other data scientists and data practitioners about where an ethics in data science / data ethics training may sit in the broader Python community (e.g. is this a discussion appropriate for a PyCon track?).

4.10   Trey Hunner

I went to PyTennessee and presented a talk and a tutorial and gave out hundreds of PSF and python3 stickers while there. I also continued my usual San Diego Python study group volunteer work.

4.11   Thomas Wouters

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

4.12   Kushal Das

  • Attended the regular PSF board meetings, and also took part in the Grants WG.
  • Paid the local PyLadies group meetup fees, and helping them to find new venue for regular meetup.

4.13   Jackie Kazil

No report submitted.

4.14   Marlene Mhangami

I attended and spoke at PyCon Namibia which was held from the 20th-23rd of February. I have a keynote at the conference about the growth of the Python community in Africa and how the PSF has played a role in this. I also led a planning meeting to earnestly begin plans for PyCon Africa 2019! I really enjoyed spending time with the community and look forward to attending PyCon Namibia next year.

4.15   Paola Katherine Pacheco

During this month, I was finishing creating a Django training that already existed in Portuguese, to Spanish. In addition, a basic training in programming, logic and basic computer science. Together these trainings are part of a project that I'm starting in Argentina to teach in schools to be programmed.

4.16   Eric Holscher

4.17   Paul Hildebrandt

  • I worked with the Sponsor and Marketing workgroups. I am supportive of the relaxing of the rules for approving sponsors.
  • Spent time looking at and commenting on the PSF/PyCharm survey.
  • I also started thinking about what the Board could do to help the core developers. To that end, I started a conversation with Jacqueline Kazil about it. We are working together on a list of questions.

5   Work Group Reports for February 2018

5.2   Packaging

5.3   Infrastructure

  • Reviewed and approved new Infra-WG Charter.
  • Appointed Ernest W. Durbin III as Infra-WG Chair.
  • Thanked Noah for his service as Infra-WG and founding chair.
  • Reviewed in-kind sponsorship policy, discussed changes and policy implementation.

5.4   Marketing

Began discussion about refreshing https://www.python.org/about/success/ - which stories should be archived, and outreach for new stories.

5.5   Sponsors

Applications from 4 companies were denied because they didn't meet our sponsorship criteria. 3 approved - 1 Iron, 1 Bronze, and 1 Platinum. Began discussion about refreshing https://www.python.org/about/success/ - which stories should be archived, and outreach for new stories.

5.6   Scientific Python

Three resolutions were passed in January and February. Also note that the SciPy Latin America conference, which we decided to sponsor on 11/01/2017, was subsequently canceled.

5.7   Fellows

In the month of January and February, the PSF Fellow WG added a new member and also collected quarter one nominations.

5.9   Trademarks

We've had the usual round of requests and processed them. Manabu TERADA(PyConJp) found another possible TM registration issue in Japan. I believe Van is dealing with this.

5.10   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the January 30, 2018 board meeting:

5.11   Grants

RESOLVED, that the Python Software Foundation Grants Work Group sponsor the NSS International Conference happening in Ibadan, Nigeria April 4, 2018 in the amount of $2,000 USD

Denied 0-8-0, January 30, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Eket, Akwa Ibom State, Nigeria April 7, 2018

Approved 8-0-0, January 30, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Sogakope, Ghana April 14, 2018

Approved 7-0-0, January 30, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1250 USD to the Django Girls event happening in Ho, Ghana March 24, 2018

Approved 8-0-0, January 31, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $780 USD to the Django Girls event happening in São José, Brazil March 10, 2018

Approved 7-0-0, February 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1700 USD to the PyWorkshop2018 event happening in Vadodara, India February 12, 2018

Denied 0-7-0, February 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $720 USD to the Django Girls event happening in Grand Rapids, Michigan March 10, 2018

Approved 9-0-0, February 7, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $298 USD to the meet up event happening in Osubi, Nigeria February 24, 2018

Approved 7-0-0, February 7, 2018

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

Approved 7-0-0, February 7, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1800 USD to the four training sessions that will take place in Uganda school February 7 - March 1, 2018.

Approved 8-0-0, February 7, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $600 USD to the Django Girls event happening in Kano, Nigeria February 25, 2018

Approved 7-0-0, February 12, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Python Pravēśana workshop happening in Vijayapur, India March 5, 2018

Denied 0-9-0, February 13, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $600 USD to the Django Girls event happening in Kano, Nigeria February 25, 2018

Approved 6-0-1, February 13, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Heidelberg, Germany May 22, 2018

Approved 6-0-1, February 13, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Ogun, Nigeria March 10, 2018

Approved 7-0-0, February 20, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1490 USD to the Django Girls event happening in Porto Alegre, Brazil March 24, 2018

Approved 7-0-0, February 20, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $600 USD to the Django Girls event happening in Belém, Brazil March 10, 2018

Approved 8-0-0, February 20, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $300 USD to the Django Girls event happening in Chicago, IL US March 3, 2018

Approved 6-0-1, February 20, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $971 USD to the Django Girls event happening in Kumasi, Ghana April 7, 2018

Approved 7-0-0, February 20, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Abia, Nigeria April 25, 2018

Approved 7-0-0, February 21, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the ACM VIT Annual Hackathon: Code2Create event happening in Vellore, India March 10-12, 2018

Denied 7-0-0, February 21, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Django Girls event happening in Windhoek, Namibia February 20, 2018

Approved 8-0-0, February 26, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyCon CZ in the amount of $3,698 USD (~3000 Euro). PyCon CZ is happening in Prague, Czech Republic June 1-3, 2018.

Approved 6-0-1, February 26, 2018

5.12   Scientific Python

RESOLVED that the Python Software Foundation sponsor SciPy 2018 at the silver level for the amount of US$2000.

Approved 5-0-1, February 2, 2018

RESOLVED, that the Python Software Foundation Scientific Work Group grant the first Python in High Energy Physics (HEP), PyHEP, workshop taking place July 2018 in Sofia, Bulgaria in the amount of US$1250, based on an expected attendance of 50. If organizers indicate a larger attendance, the PSF will sponsor additional students at $25/person up to an $1800 total grant.

Approved, 6-0-0, February 12, 2018

5.13   Sponsors

RESOLVED, that the Python Software Foundation approve the sponsor member application from HashiCorp at the Bronze Sponsor Level.

Approved 7-0-0, February 1, 2018

RESOLVED, that the Python Software Foundation approve the sponsor member application from Bloomberg at the Platinum Sponsor Level.

Approved 9-0-0, February 20, 2018

7   New Business

No new resolutions discussed.

8   Other Business / Discussions / Action Items

  • Ambassador Program for Kato Joshua in Eastern Africa: Uganda, Kenya, Tanzania, Rwanda, Burundi and South Sudan. The consensus was to move forward with expanding the Ambassador Program to east Africa. Director of Operations will continue working with the Afro-Django group to create a 2018 budget for the board to vote on.
  • Support of Argentina Python Org. Discussion to continue via email regarding creating a formal written agreement about licensing and trademarks.
  • Updates: Board CoC Training set for March 5; Harassment policy reviewed by board; PSF directors meeting scheduled for Friday, May 11, followed by dinner; PSF Members lunch scheduled for Saturday, May 12.
  • Naomi: calls with board members. Individual calls will be scheduled with each board member.
  • There was a discussion about providing financial support to board members to come to PyCon US.
  • The meeting was adjourned at 16:53 UTC (GMT/Zulu).