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PSF Meeting Minutes for 2018-04-24

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

April 24, 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 April 24, 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, Thomas Wouters, Marlene Mhangami, Eric Holscher, Kushal Das, Kenneth Reitz, Paola Katharine Pacheco, Jackie Kazil, Van Lindberg, Trey Hunner, 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.

Minutes from prior meetings: https://mail.python.org/mailman/private/psf-important/2018-March/000822.html

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/mailman/private/psf-important/2018-March/000822.html as representing a true and accurate record of the March 27, 2018 meeting

Approved 11-0-1

3   Meetup Expenses Approved

  • Omaha Python User Group: $89.84 for meetup fees for six months
  • PyLadies SF User Group: $89.84 for meetup fees for six months
  • Python San Salvador User Group: $95.88 for 12 months

4   Board and Staff Reports for April 2018

4.1   Ewa Jodlowska

  • PyCon

    • Finished up all onsite signage
    • Started a registration waitlist and help manage it
    • Worked on creating more comfortable mom rooms and rented furniture
    • Checked to see which session chair volunteers are not registered for the conference
    • Met with convention center contact to go over questions and event resume
    • Helped review code of conduct changes and staff/attendee procedures
    • Sent in badge design for printing & ordered conference ribbons
    • Assisted program committee with speaker cancellations and speaker email draft
    • Finalized all floor plans with convention center and AV team & added new room for the Sprints
    • Prepped onsite-info-email to financial aid recipients and sent to all recipients that have a app in the system
    • Created new YouTube account for 2018 and contacted Google about custom link
    • Ordered plaques for CSAs to be given out at PyCon & contacted all CSA winners with the plan
    • Created an online schedule for the mom room
    • Finalized conference shirts and swag bag orders; 5k shirts ordered with Hermes
    • Put in electrical order and had a conference call with Edlen
    • Created conference survey and all tutorial survey links
    • Reviewed and documented security order for the conference
    • Continue to send data to mobile guide
    • Continue to update tutorial counts weekly as well as the budget actual numbers
    • Continue to finalize the event resume
    • 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

    • Started to work on presentations for PyCon (membership meeting and plenary)
    • Starting to collect feedback on MOSS Grant work from the team
    • Created a new wiki page for the board member 2018/19 nominations
    • Partaking in discussions about what it means for the PSF to have more oversight with PyCons
    • Attended two of the webinars by Joan Gary
    • Reviewed tweets for PSF fundraiser & blog
    • Partook in discussions with the packaging-wg
    • Attended BoardSource webinar that was sponsored by Capital One
    • Sat in on a call between Treasurer and someone we are considering for the bookkeeper role
    • Scheduled staff meetings for PyCon for the PSF staff
    • Completed and did final review of article for opensource.com about Python Dev Survey
    • Continuing to work with East Africa Python Ambassador and Controller to make sure we set up proper reimbursement for March payments and a PexCard for future payments
    • Attended all blogger on boarding calls and started to collected payment information for new bloggers
    • 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; had two meetings with Controller, General cOunsel and Treasurer to finish up documents
    • Sending out new contract and policies to existing fiscal sponsors for signatures
    • Continue to log the fellow member nominations; wrote and published blog for Q1 members
    • 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

  • PSF

    • Donation Drive
      • Fundraiser - planned, organized, and launched the Q2 Donation Drive.
      • Created a 30-day tweet schedule to promote the event.
      • Sent email to the psf-community and python-announce-list@python.org.
      • After the launch, I was able to add 4 more prizes to the raffle.
      • We’re currently at 33% of our goal to raise $20,000 - $6557. The drive ends at PyCon on May 12.
      • Worked with our blog team to post a story about the fundraiser (posted on April 16)
    • Created schedule for PSF directors to work in our booth at PyCon.
    • Ordered pop-up banner and tablecloth for the PyCon booth
    • 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.
    • Sent out foundation sponsorship invoices.
    • Worked on legal documents that needed to be approved.
    • Managed new sponsor applications with the work group - continuing to refine our guidelines for approval and notification.
    • Continued to work on and fulfill In-Kind sponsorship agreements
    • Continuing to work on workflow document for sponsorship outreach
    • Continuing to manage social media presence through Sprout Social
    • Sent out Community Service Award notifications award choices (pass to PyCon or cash).
  • PyCon

    • Completed Diamond and Platinum booth upgrades-
    • Arranged for Photo Booth for Mother’s Day event
    • Send the Hilton Hotel a schedule of events
    • Approved banquet event order for the convention center - Ewa has final approval.
    • Created a Newcomer Orientation presentation for Adrienne Lowe
    • Created new “Event” pages for Lightning Talks, Speed Networking, and Newcomer Orientation.
    • All sponsor workshops are full and deliverables received for printed signage and the mobile app
    • Plans for staff dinner finalized and invitations sent
    • Digital signage contract with convention center approved for the elite package (for Keystone, - Diamond, and Platinum sponsors)
    • PyCon statements sent
    • Food Truck menus finalized for tutorial lunch on Thursday, May 10. CTE will send out reminders this week. Tent, tables, and chairs ordered.
    • Sent a Code of Conduct reminder email to all sponsors and exhibitors.
    • Ordered stickers for the PSF booth.
    • Sent out reminders to sponsor regarding tracking of packages, ordering deadlines, etc,
    • Created PyCon 2019 floor plan and ordered poster for pre-signing at PyCon 2018
    • Finalized StartUp row booth placements and notified participants
    • Sent Kosher and special meal request lists to the conventions center and both offsite evening dinner venues.
    • Continued to manage sponsor tweets.
    • Continue to have regular communication with Ewa and conference chair via slack and calls.

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 expenses.
  • 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.
  • Participated in setup and test of the Q218 Donation Drive. Processing all the resulting donations!
  • Handled an HR matter involving health expense retroactive reimbursement.
  • Experiencing increased PyCon startup activity relative to vendor payments and sponsor invoice payments/charges.
  • Set up funds transfer to our new Fifth Third account and ordered printer checks.
  • Fully reconciled PyCon sponsor credit charges against QBO.

4.4   Mark Mangoba

  • Continuing to support the Python community with infrastructure related issues as needed.
  • Retooling the membership workflow, adding membership widgets to existing python.org basic member signups.
  • Assisting with: https://www.python.org/psf/donations/2018-q2-drive/.
  • Drupal and CiviCRM updates.
  • Attending weekly MOSS grant meetings.
  • Continuing to work on bugs.python.org.

4.5   Phyllis Dobbs

  • Banking & Credit Cards
    • Create PEX card application Google doc and write policy in wiki.
    • Write wiki policy regarding PEX receipts in wiki and share with cardholders to improve processes and document retention.
  • Contributions
    • Additional in-kind contribution service research and team discussions.
  • Fiscal Sponsorship
    • Research using PEX to capture receipts, notes, for all fiscal sponsorees.
    • Finalize Exhibit A and Fiscal Sponsoree Welcome and Resource Guide with Ewa, Van, and Kurt.
  • Human Resources & Benefits
    • Follow-ups with staff on insurance plan questions.
  • PyCon 2018 Travel Grants/Financial Aid/Tutorial Payments
    • Additional conf. with Ruben re: tutorial payments and collecting information in advance.
    • Transition speaker grant documentation from Ewa and answer various financial aid emails.
  • Taxes
    • Research continuing evaluation of tax deductibility of business entertainment. Conclude that we will continue deducting business entertainment based on AICPA position.
  • Insurance
    • Complete setting up event insurance for PyCon 2018, resulting in savings of $4,732, or 87%, by switching carriers from CNA Insurance to Philadelphia.
    • Submit D&O insurance applications to determine whether better coverage, service, and/or price is available.
  • Accounts Receivable
    • Reconcile PayPal account for March 2018.
  • Accounts Payable
    • Record and initiate payment for grant and meetup reimbursements via wire, check, and PayPal on an ad hoc basis.

4.6   Naomi Ceder

Presided over March board meeting; active on board mailing list; held 1:1 calls with most board members; monthly standup with director of operations; active in Fellows WG; helped manage talk selection and logistics for PyCon Charlas; involved in Code of Conduct discussions; spoke at La Journée de la Femme Digitale, Paris; worked with director of operations to set agenda for executive board meeting at PyCon.

4.7   Van Lindberg

No report submitted.

4.8   Trey Hunner

Held call with various board members to discuss code of conduct work group status. Sent out call for applications for code of conduct work group membership. Attended board meeting. Made various PSF-related PyCon plans (volunteering, meeting with a community member, staff events, etc).

4.9   Lorena Mesa

Attended monthly board meetings. Wrapped up PSF blogger hiring including - reviewing applications, onboard four new bloggers - and contributed to PSF blog by reviewing content. Participated in Grants Working Group. Reviewed Code of Conduct Working Group call for members application / interest form. Had 1:1 chat with PSF Chair Naomi Ceder. Met with PyOhio mentoring chair to discuss additional mentoring and speaking training opportunities for beginning speakers.

4.10   Kushal Das

No report submitted.

4.11   Jackie Kazil

No report submitted.

4.12   Eric Holscher

  • Gave a presentation on the PSF to the Tainan, Taiwan Python meetup
  • Continued to follow progress on the pypi revamp and deployment

4.13   Kenneth Reitz

No report submitted.

4.14   Marlene Mhangami

Attended monthly board meetings. Had one on one talk with PSF Chair Naomi Ceder. Continued working with organizers for PyCon Africa which will be held in Kampala, Uganda this coming year.

4.15   Paola Katherine Pacheco

This month I stayed with the organization of my event that happened on April 21st (+Con Light Mendoza). It was an event with 6 programming workshops and we had 74 participants in total, a good number of attendees for Mendoza

4.16   Thomas Wouters

Participated in the March board meeting and Code of Conduct WG discussions. Continued administering #python on Freenode and following along with the Infrastructure/Packaging WGs PyPI developments. Helped out with explaining the Warehouse switch and the subsequent downtime on IRC and Twitter.

4.17   Paul Hildebrandt

No report submitted.

5   Work Group Reports for April 2018

5.1   Packaging

5.2   Infrastructure

PSF Infra Team Member Alex Gaynor implemented Cert Spotter: https://sslmate.com/certspotter/ - transparency of PSF certificates.

5.3   Marketing

Supporting the donation drive that ends on May 12.

5.4   Sponsors

No new approved sponsors at this time. We’re working on a new “provisional” approval status for companies that wish to give back to the community, but are not yet involved in sponsoring and/or hosting local meetups.

5.5   Scientific Python

Nothing to report for April.

5.6   Fellows

Released Q1 blog and collecting nominees for Q2

5.8   Trademarks

Processed TM requests as usual. Nothing exciting to report.

5.9   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the March 26, 2018 board meeting:

5.10   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $600 USD to the Hack Weak End event happening in Banjul, Gambia April 28, 2018

Approved 7-0-0, April 4, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $2000 USD to the third Caipyra event happening in Sao Carlos, Brazil June 8, 2018 for the use of financial aid and audio visual needs

Approved 7-0-0, April 4, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor the first Python Serbia conference in the amount of $1,500 USD. The conference is happening in Novi Sad, Serbia June 9, 2018

Approved 7-0-0, April 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1700 USD to the Python Workshop happening in Vadodara, Gujarat, India April 15-17, 2018

Denied 0-8-0, April 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Python Workshop happening in Dhaka, Bangladesh April 22, 2018

Approved 7-0-0, April 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant 500 Euro (~$612 USD) to the prep workshop (date TBD) and the FrogLabs 2018 TÜBIX event happening in Tübingen, Germany June 9, 2018

Approved 7-0-0, April 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $490 USD to the Django Girls event happening in Freetown, Sierra Leone July 15, 2018

Approved 7-0-0, April 6, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyGotham 2018 in the amount of $5,000 USD for the use of financial aid. The conference is happening in New York, NY October 5, 2018.

Approved April 9/2018

RESOLVED, that the Python Software Foundation Grants Work Group grant 1000 Euro (~$1,224 USD) to the prep workshops for the FrogLabs 2018 FrOSCon event happening in April and July and the FrogLabs 2018 FrOSCon event happening in Sankt Augustin, Germany August 24, 2018

Approved 7-0-0, April 10, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor the DjangoCon US conference in the amount of $5,000 USD. The conference is happening in San Diego, US October 14, 2018

Approved 6-0-1, April 10, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Django Girls event happening in Rivers, Nigeria April 20-21, 2018

Approved 8-0-0, April 11, 2018

RESOLVED, that the Python Software Foundation Grants Work Group sponsor PyCon Australia 2018 in the amount of $5,770 USD (~ AU$7,500). The conference is happening August 24, 2018 in Sydney, Australia

Approved 6-0-1, April 17, 2017

RESOLVED, that the Python Software Foundation Grants Work Group grant $612 USD (~500 Euro) to the Django Girls event happening in Trieste, Italy May 27, 2018

Approved 8-0-0, April 17, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the PyLadies workshop series (March-May 2018) happening in Prague, Czech Republic

Approved 6-0-1, April 18, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Django Girls event happening in Buea, Cameroon May 26, 2018

Approved 7-0-0, April 18, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Django Girls event happening in Bento Gonçalves, Brazil May 19, 2018

Approved 7-0-0, April 23, 2018

RESOLVED, that the Python Software Foundation Grants Work Group grant $2031 USD to the Django Girls event happening in Canoas, Brazil May 5, 2018

Approved 7-0-0, April 23, 2018

6   Votes Approved Via Email

RESOLVED, that the Python Software Foundation sponsor the Python Argentina NGO in the amount of $3,000 USD

Approved 13-0-0, April 3, 2018

Board of director allowance used to fund your a request for $292 USD to be used to purchase stickers for PyLadies Remote.

Approved April 4, 2018

RESOLVED, that the Python Software Foundation provide fiscal sponsorship for the "direct project" Pallets. The PSF will collect targeted donations and reimburse properly receipted expenses on their behalf up to the level of the donations made to this project. This project must not represent that they are independent legal entities and abide by the regulations stated in the "Python Software Foundation Standard Fiscal Sponsor Agreement"

Approved 13-0-0, April 10, 2018

8   Other Business / Discussions / Action Items

  • Michael Kennedy's partnership for getting low cost courses to underrepresented folks. Lorena Mesa will contact PyLadies/Django girls to see if they are interested in identifying potential recipients. After that the board will discuss whether we want to move forward. To be continued via email. The the cost/benefit analysis was discussed.
  • Board chair updates: 1:1 calls with Naomi went well and were very informative
  • Activity Reports - reminder to all directors to submit monthly reports
  • PSF oversight of PyCons: discussion regarding Code of Conduct requirements for events funded by the PSF. To be continued via email.
  • Update of donation drive: currently at 32% of goal. Drive ends at PyCon on May 12.
  • The meeting was adjourned at 15:40 UTC (GMT/Zulu).