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PSF Meeting Minutes for 2018-03-27

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

March 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 15:00 UTC (GMT/Zulu), on March 27, 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 (12 of 13) were present at the meeting: Lorena Mesa, Naomi Ceder, Paul Hildebrandt, Thomas Wouters, Marlene Mhangami, Eric Holscher, Kushal Das, Kenneth Reitz, Paola Katharine Pacheco, Jackie Kazil, Van Lindberg, 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.

Minutes from prior meetings: https://mail.python.org/mailman/private/psf-important/2018-February/000756.html

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/mailman/private/psf-important/2018-February/000756.html as representing a true and accurate record of the February 27, 2018 meeting

Approved 13-0-0

3   Meetup Expenses Approved

  • PythonCR 6-month meetup: 6-month reimbursement of $29.94 from April 2018 through September 2018
  • Philadelphia Python Users' Group: 12-month reimbursement of $89.94

4   Board and Staff Reports for March 2018

4.1   Ewa Jodlowska

  • PyCon

    • Ordered buses for conference 5k
    • Sent in PyLadies shirt order
    • Assigned tutorial rooms and caps
    • Helped with all second round disbursement prep, created second budget for FA chairs, and responding to those emails
    • Working with third party designer for entry unit, schedule print out, floor plans
    • Worked on badge holder and lanyards order
    • Requested and reviewed two addendum for additional space needed
    • Finalized temp staff needs for PyCon and sent in request to agency
    • Started to work on mobile app for the conference
    • Contributing to code of conduct documentation improvements being made by third party vendor
    • Working on onsite signage (ongoing through March & April)
    • Drafted the meeting planner portion of the blog explaining how PyCon cities and dates get selected
    • Continue to work with AV team
    • Introduction of AV team to captioning team and taking note of equipment needs and meeting rooms that need captioning
    • Contracted two additional hotel blocks for PyCon
    • Participated in discussion for selecting two new Language Summit chairs for 2019 & 2020
    • Helped review talk schedule, edu summit schedule, and helped get the poster list prepared for launch
    • Helped with creating a thank you gift for program chair; discussed support for program chair with conference chair
    • Worked on PyCon Charlas logistics
    • Created two local event pages for the PyCon website
    • Helped launch volunteer sign ups
    • Researched consulting firms for sponsorship outreach
    • Created new volunteer role for newcomer orientation and PyCon Dinner host + incident responder
    • Wrote up instructions for Event Coordinator to send out initial FA disbursement notifications
    • Assisted with prepping board and PyCon staff for two code of conduct trainings and attended both
    • 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 future book keeper
    • Attended conference call with SFC about fiscal sponsorship and donated service revenue recording
    • Started to draft blog for opensource.com about Python Dev Survey
    • Worked on East Africa Python Ambassador setup & have discussion with the possible Ambassador about budget needs
    • Created new timeline for 2018 election and sent out details
    • Sent template response to all blogger applicants
    • Continue to follow packaging-wg votes and MOSS grant work
    • Continue to work on Fiscal Sponsorship growth and discussion, especially around fiscal sponsors having conferences
    • Continue to log the fellow member nominations; added new member to the WG, admin’ed Q1 helios vote, calculating new members and starting blog announcement
    • 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
    • Continued to reach out to prospective sponsors
    • Had calls 7 potential sponsors
    • Signed up 15 sponsors (7 new)
    • Reached out to 19 companies from our Job Board postings - 7 are interested in participating. Signed up 1 gold sponsor.
    • 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.
    • Continued management of attendee dietary needs
    • Created new sponsorship for Mother's Day activities
    • Continued to work on finding a venue for the staff dinner
    • Finalized sponsor workshops - all slots filled
    • Continued to manage sponsor tweets
    • Finalized BEO for convention center meals
    • Confirmed Food Truck menus and details for the day 2 tutorial lunch
    • Began work on creating signage for the job fair and poster sessions
    • Finalized menu for PyLadies Auction
  • 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-certification.
    • Had multiple calls with potential PSF sponsors.
    • Finalized Indeed sponsorship.
    • Sent out foundation sponsorship invoices.
    • Worked on legal documents that needed to be approved.
    • Managed new sponsor applications with the work group - 2 companies were denied because they didn't meet our sponsorship criteria. 2 approved - 1 Iron, 1 Infrastructure.
    • Continued working on a plan to refresh the Python Success Story page and outreach for new stories.
    • Continued to work on the new fundraiser to begin on April 23.
    • Applied to participate in the Open Source Pavillion at OSCON in Portland in July
    • Participated in NTEN's online Digital Fundraising class
    • Participated in the staff Code of Conduct Workshop
    • Continued to work on and fulfill In-Kind sponsorship agreements
    • Worked on workflow document for sponsorship outreach

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.

4.4   Phyllis Dobbs

  • Banking
    • Distribute funds and create Fifth Third accounts in QBO.
  • Contributions
    • Create matrix for valuing in-kind services to support more accurate sponsorship levels and for later project to assess whether in-kind services should be recognized as revenue/expense in financial statements. Includes researching accounting treatment by service providers and recipients.
    • Research OH raffle & gaming rules for PyCon 2018 and share results with team.
  • Fiscal Sponsorship
    • Discuss final steps in transitioning PyPy from the Software Conservancy to the PSF.
  • Human Resources & Benefits
    • Update employee handbook to include Harassment Policy approved at February 2018 Board meeting and add FMLA clause.
    • Research adding two employees/spouses to the PSF health/vision/dental insurance plans.
  • PyCon 2018 Financial Aid
    • Design data request Google sheet for PyCon financial aid recipients to reduce processing time and errors for financial aid process at PyCon.
  • Taxes
    • Complete and submit Forms 1042-S for 2017.
    • Attend Executive Compensation webinar to support stronger process for 990.
  • 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.
  • Accounts Receivable
    • Reconcile PayPal account for February 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 February 2018.

4.5   Mark Mangoba

  • General day to day Infra Python community support.
  • Finalized PEP 541 with the packaging-wg:  https://www.python.org/dev/peps/pep-0541.
  • Worked on grant funding requests (concept note sent to the board).
  • Analysis on DNS services due to a termination notice of in-kind credits.
  • Attended meetings: weekly check ins with the MOSS grant team and the Director of Operations.
  • Continue to research on the membership / CiviCRM API integration with python.org.

4.6   Naomi Ceder

Chaired February board meeting; participated in Code of Conduct training; participated in PSF Fellows WG; monthly meeting with Dir of Operations; liaison with PyLondinium conference; organization work as co-chair of PyCon Charlas; started 1-to-1 calls with board members.

4.7   Van Lindberg

No report submitted.

4.8   Trey Hunner

I participated in the PSF Code of Conduct training. Had a wonderful 1-on-1 call with Naomi Ceder by her request during which we discussed PSF direction and ways to keep directors engaged.

4.9   Lorena Mesa

Attended and participated in February board meeting as well as Code of Conduct training. Participated in PSF Grants Working Group. Reviewing PSF blogger applications and interviewing/writing article for PSF blog on CSA recipients. Provided speaker outreach for PyCon Colombia 2019. Gave PSF update at PyLadies Chicago and Chicago Python User Group Pi Day event. Helped run DjangoGirls Chicago wherein gave PSF introduction talk and represented as PSF member / sponsor.

4.10   Kushal Das

Attended February board meeting, also participated Code of Conduct training. I also participated in regular Grants Working Group.

4.11   Jackie Kazil

Participated in Feb board meeting. Participated in Code of Conduct training. Participated in PSF Sponsor WG. Represented PSF and the SoCal Python UG at SCaLE 16X. Worked on Python Language and Package Developer Questionaire.

4.12   Eric Holscher

  • Attended board meeting
  • Looked over the MOSS grant progress and helped promote the pypi changes on twitter
  • Planning to attend a Python event in Taiwan and talk about the PSF in April

4.13   Kenneth Reitz

No report submitted.

4.14   Marlene Mhangami

Participated in February board meeting and participated in Code of Conduct training. Continued to work with organizers from the region to plan PyCon Africa 2019. Helped with interviewing new regional ambassador for East Africa.

4.15   Paola Katherine Pacheco

Participated in Feb board meeting. Participated in Code of Conduct training. Participated in PyCon Charlas organization and worked with my event +con Mendoza ( will happen in April)

4.16   Thomas Wouters

Participated in the February board meeting and the Code of Conduct training. Continued administering #python on Freenode and following along with the Infrastructure/Packaging WGs PyPI developments.

4.17   Paul Hildebrandt

Participated in Feb board meeting. Participated in Code of Conduct training. Participated in PSF Sponsor WG. Represented PSF and the SoCal Python UG at SCaLE 16X. Worked on Python Language and Package Developer Questionnaire.

5   Work Group Reports for February 2018

5.1   Packaging

5.2   Infrastructure

5.3   Marketing

Discussion regarding upcoming fundraiser April 16-may 12.

5.4   Sponsors

Approved 1 new Iron level sponsor and 1 new infrastructure sponsor. Denied 1 sponsor.

5.5   Scientific Python

No report submitted.

5.6   Fellows

We accepted nominees for Q1. Executed a vote for Q1 and notified all new fellows. Started blog announcing Q1 fellows.

5.7   Cuban Pythonistas

No report submitted.

5.8   Trademarks

No report submitted.

5.9   Votes Approved by Working Groups

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

5.10   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $467 USD (approx. 380 Euro) to the Django Girls event happening in Florence, Italy April 22, 2018

Approved 7-0-0, February 15, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1500 USD to the Read, Write & Code Port Harcourt training happening in Port Harcourt, Nigeria February 17, 2018 - May 12, 2018

Approved 7-0-0, February 27, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Machine Learning Boot Camp happening in Lusaka, Zambia March 24, 2018

Approved 7-0-0, March 1, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $220 USD to the Django Girls event happening in Florianopolis, Brazil April 8, 2018

Approved 7-0-0, March 1, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the PyLadies sprint event happening in Kampala, Uganda April 18, 2018

Approved 8-0-0, March 1, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $550 USD to the Django Girls event happening in Rize, Turkey March 24, 2018

Approved 9-0-0-, March 2, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Abuja, Nigeria April 28, 2018

Approved 7-0-0, March 8, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $875 USD to the Django Girls event happening in Santa Maria, Brazil April 7, 2018

Approved 8-0-0, March 8, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $850 USD to the Django Girls event happening in Afikpo, Nigeria May 11, 2018

Approved 8-0-0, March 8, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant 500 Euro (~$616 USD) to the Python Camp happening in Cologne, Germany April 7, 2018

Approved 8-0-, March 9, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $182.12 USD to the Django Girls event happening in Bhavnagar, India March 18, 2018

Approved 10-0-0, March 12, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $600 USD to the Django Girls event happening in Johannesburg, South Africa May 4, 2018

Approved 8-0-0, March 13, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $2500 USD to the CarpentryCon 2018 Conference happening in Dublin, Ireland May 30, 2018 that is to be used for attendee financial assistance

Approved 8-0-0, March 14, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the PyLadies Workshop happening in Bauchi, Nigeria March 31, 2018

Approved 7-0-0, March 19, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1225 USD to the Python Training event for kids happening in Boston, MA April 7, 2018

Approved 7-0-0, March 27, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $700 USD to the PyCamp event happening in Baradero, Buenos Aires, Argentina April 28 to May 2, 2018

Approved 7-0-0, March 27, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Django Girls event happening in Mbale, Uganda June 23, 2018

Approved 7-0-0, March 27, 2018

5.12   Sponsors

RESOLVED, that the Python Software Foundation approve the sponsor member application from Confirm IT at the Iron Sponsor Level.

Approved 7-0-0, March 1, 2018

RESOLVED, that the Python Software Foundation's Sponsor Working Group approve Survey Monkey at the Infrastructure Sponsor Level.

Approved 7-0-0, March 14, 2018

7   New Business

RESOLVED that the Python Software Foundation grant $11,600 to Kato Joshua as the lead for the Ambassador Program in East Africa for 2018.

Approved 10-0-1

8   Other Business / Discussions / Action Items

  • Discussed schedule for directors attending PyCon to spend time in the PSF booth to promote our fundraiser. PSF Booth Duty Schedule: https://docs.google.com/spreadsheets/d/1fwUY7J5ndTs9KF8Xlv-OMEFD4y8dzL4KKkzUMXUkmPI/edit#gid=0
  • Update from board chair - started 1:1 calls, with more set for this week.
  • Discussed 2018 election timeline and board members role. Be sure to clarify which board members are up for election this year.
  • Lorena Mesa was approached by PyCon Spain to keynote in October 2018. They're considering funding opportunities at the moment and expressed some uncertainty about funding for speakers. As they don't have a PSF speaker lined up they were hoping to extend an opportunity for her to speak and for funding support for her to attend.
  • General call for help with reviewing PSF Blog applications and writing PSF CSA content. Lorena is finishing one of the CSA announcements from 2017 Q4 but needs another author.
  • The meeting was adjourned at 15:38 UTC (GMT/Zulu).