PSF Meeting Minutes for Sept. 25, 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/Slack beginning at 13:00 UTC (GMT/Zulu), on September 25, 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
- 2 Minutes of Past Meetings
- 3 Meetup Expenses Approved
- 4 Board and Staff Reports
- 4.1 Ewa Jodlowska
- 4.2 Betsy Waliszewski
- 4.3 Ernest W. Durbin III
- 4.4 Kurt Kaiser
- 4.5 Phyllis Dobbs
- 4.6 Jackie Augustine
- 4.7 Naomi Ceder
- 4.8 Van Lindberg
- 4.9 Jackie Kazil
- 4.10 Eric Holscher
- 4.11 Lorena Mesa
- 4.12 Katie McLaughlin
- 4.13 Thomas Wouters
- 4.14 Kushal Das
- 4.15 Anna Ossowski
- 4.16 Christopher Neugebauer
- 4.17 Jeff Triplett
- 4.18 Marlene Mhangami
- 5 Work Group Reports
- 6 Votes Approved by Working Groups
- 7 Other Business / Discussions
- 8 Meeting Adjournment
The following members of the Board of Directors (11 of 13) were present at the meeting: Lorena Mesa, Naomi Ceder, Thomas Wouters, Katie McLaughlin, Marlene Mhangami, Eric Holscher, Anna Ossowski, Jeff Triplett, Van Lindberg, Christopher Neugebauer, and Ewa Jodlowska.
Kurt Kaiser (Treasurer), Betsy Waliszewski (Event Planner and Administrator), Phyllis Dobbs (Controller/Assistant Treasurer Accountant), Jackie Augustine (Event Manager), and Ernest W. Durbin III (Director of Infrastructure) were also in attendance.
2 Minutes of Past Meetings
The minutes from the August 21, 2018 board meeting were voted on and approved.
RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/mailman/private/psf-important/2018-August/001653.html as representing a true and accurate record of the August 21, 2018 meeting
2.1 Consent Agenda Resolutions
None at this time.
3 Meetup Expenses Approved
- Cleveland PyLadies meetup fees: $44.97 for six months (June-November 2018)
4 Board and Staff Reports
4.1 Ewa Jodlowska
- Worked on updating CFP pages
- Connected with all committees related to the CFP launch
- Trained new Event Manager on several PyCon tasks such as timeline, resume, budget, contracts, sponsors
- Helped review the F&B probable tab in the 2019 budget and finalized the rest of the budget for board review
- Started working with Hidden Genius on several PyCon engagements
- Trained the new Event Manager about the PSF, google sheets.
- Oversight of incoming PyPI sponsorship requests
- Monthly meetings with board Chairperson
- Continuing to work with East Africa Python Ambassador
- Reviewing resumes for staff accountant
- Collected and filed all core dev sprint reimbursements & helped with housing issue at the sprint
- Following discussion on python-dev and python-ideas
- Assisted the code of conduct work group with getting a consultant to help them
- Continue to assist General Counsel with TMs and legal emails
- Continue to help review documents and other drafts written by staff
- Continue to log the fellow member nominations; just wrapped up the voting for Q3 and starting to work on blog
- Continue to manage the Grants WG and PSF board grants and the research necessary for all
- Continue to answer general PSF email
- Continue to participate in board discussions
- Continue to review time sheets
- Continue to meet with Event Coordinator, Finance Controller, and IT Director regularly on calls and regular communication via Slack
4.2 Betsy Waliszewski
- Sent out PSF statements
- Continued to help manage the Jobs, Marketing, and Sponsor working groups.
- 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.
- Managed new sponsor applications with the sponsor work group
- Continuing to manage social media presence through Sprout Social
- Upcoming fundraiser - finalizing details for the new campaign scheduled to begin October 22.
- Finalizing the new sticker design project. Worked with Ernest on a typeform page for people to vote on designs.
- Community survey launched on 8/22/18. We have received 486 responses to the English version of the survey. Sent a report of the highlights to the marketing WG and board for comment.. Working on getting Japanese translation ready to add to the web page.
- Working with the packaging WG on a PyPI sponsorship plan
- Job Board - continuing working on improvements and improved features.
- Applied for and received a scholarship to attend Sustain OSS on October 25 in London.
- Working with The DEVSociety on an infographic project. This will be used online and in print.
- Continuing to work on a refresh of the Python Success Story page (and associated case studies). Doing outreach to get new stories to launch the new page.
- Worked on marketing plan with marketing WG for upcoming projects.
- Working on incorporating data from the community survey into upcoming tweets.
- Signed up for a Google Ad Words account - free for non profits. Testing it with ad for our Community Survey.
- PyCon 2019
- Finalized draft budget for food and beverage
- Continued to do outreach for new sponsors
- Sent launch day email blast
- Participated in planning discussions with Ewa and Conference Chair
- Getting ready for registration launch on September 25
4.3 Ernest W. Durbin III
- bugs.python.org project
- Last stretch for migration, DNS for issues.roundup-tracker.org
- Debug nosy email issue
- Oversaw contractor for design and frontend updates
- CFP updates and preparation
- OTF Grant
- Established timeline estimates for contractor selection and project start.
- Met with Sumana H. to assess availability and scope for project management.
- RFI/RFP research for Contractor establishment
- Packaging WG
- Met with Sumana H. to assess availability and scope for communications work as approved https://mail.python.org/mailman/private/packaging-wg/2018-August/000520.html
- Python 3.6 update and coordination with contributors to support future development.
- Fiscal Sponsorship
- Sketched a GitHub based "infrastructure" for communication and collaboration with sponsorees
4.4 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. (All grant transactions are handled by the Controller.)
Paid bills. Made bank deposits. Created Quickbooks Online (QBO) transactions for all of these. Updated the PyCon Tutorial/FA, PyCon Ledger, PyCon Sponsor, and PSF Sponsor status tracking spreadsheets as needed to reflect activity. Matched, reconciled and reviewed the PSF bank/credit accounts and transferred funds between accounts as needed. Processed the donations and acknowledgements for our thirteen fiscal sponsorees. Reimbursed fiscal sponsoree expense. Reviewed open invoice status and designated those needing statements to be sent. Incorporated compensation and withholding changes into Zenefits and Paychex. Processed the biweekly payroll. Updated payroll related transactions in QBO. General review of QBO transactions and financial status.
Administered psfmember.org. Made routine upgrades to the operating system, Drupal, and CiviCRM as required. Monitored backup status and the overall operation of the site and the associated donation acknowledgement system. Updated the donation acknowledgement system code to reflect changes in sponsorees or changes in the PayPal notification emails. Transferred donated funds to the Boston Python PEX card.
Attended Board meetings. Approved grant wires (we use dual approval) and handled communication with the Controller relative to ongoing wire payments.
Started work on the Fall donation drive webpages.
Dealt with outages to our online accounting and banking systems. Set up Jackie Augustine in payroll.
4.5 Phyllis Dobbs
- Banking & Credit Cards
- Submit documents to transfer PayPal ownership from Neal Norwitz to Phyllis Dobbs.
- Research PayPal vs. Stripe non-profit rates (request info. from Stripe) in response to question from PyPi team who does not like CiviCRM.
- Activate PEX cards for Joshua Kato (PSF Ambassador) and Jackie Augustine.
- Reconcile Fifth Third and PayPal accounts as of 08/31/18
- Research 1% Giving Tuesday match from PayPal & Slack with other staff.
- Record donations and fees on an ad hoc basis.
- Set up firstname.lastname@example.org email/mailing list for accounting-specific PayPal transactions and for general questions re: accounts payable and accounts receivable.
- Fiscal Sponsorship
- Follow-up discussion with Pallets; finalize fiscal sponsorship agreement 09/18/18.
- Follow-up discussions re: PyCascades transition issues: setting up donation page, cash management (set up PSF PEX card for Seb Vetter), sponsor invoicing, payment processes, pre-existing Google/Slack/Github accounts, etc.). Update Tito
- (PyCascades' registration system) with PSF PayPal (request Express Checkout module) and PEX billing information then conduct test transaction.
- Create first set of Packaging Working Group financial statements per request from Donald Stufft.
- Review and record fiscal sponsoree expense reimbursement submissions.
- Human Resources & Benefits
- Review & forward fitness program benefit to BCBS insurance recipients.
- Post Staff Accountant job posting on Accountingfly (received over 35 resumes after unsuccessful postings on other sites).
- Complete worker's compensation insurance audit for The Hartford.
- Manage questions from employees about insurance plans and work with one employee to reduce PSF insurance cost.
- Accounts Payable
- Invite 25 Python meetup groups (18 have joined) to PSF Meetup Pro network. These groups have previously requested reimbursement at $89.94/6 months or more. Update Meetup estimate for 2018-2019 and recommend increase of annual budget to $15K per year to Board. Write Meetup Pro documentation/policy in wiki.
- Review list of vendors that do not have a W-9/W-8BEN/W-8BEN-E on file to prepare for year-end 1099 filing.
- Record and initiate payment for grants, meetup reimbursements, and Community Service Awards via wire, check, and PayPal on an ad hoc basis.
4.6 Jackie Augustine
- On-boarding much of the first week, set up email, logins, accounts for various sites
- Introduction to mailing lists and the many workgroups
- Sponsorship and Membership opportunities and levels available
- Learning/research via PSF website, surveys, blogs, developers sites, PyPI
- Introduction to the different Wiki's: Github/PSF/Moin and editing each
- Pycon 2019
- On-boarding - Google sheets/docs details, dropbox, Harvest, Slack
- On-boarding - PyCon budget, timeline, contracts, volunteer groups, events
- On-boarding - Financial Aid - Speakers, Staff, Attendees. Processes and budget
- Read through SurveyMonkey results from PyCon 2018
- Began work on IATA Application and gathering of required documents
- Sponsorships, different levels, prospectus, targets
- CoC discussion and PyCon policy details
- PyCon hotel room block numbers/breakdown to provide CTE with proper details
- Historical report for hotels final pick up numbers form 2015-2018 to assist in future contracts
- Research on AirBnb connecting link to PyCon website and benefits, if any
- Converted PyCon 2019 timeline to Calendar, went over timeline in detail and adjusted dates as needed
- Updated CFP Lauch Blog
4.7 Naomi Ceder
- Ran August board meeting
- active on PSF board-related mailing lists and slack channels
- participated in PSF-Fellows election
- calls with Director of Operations
- participated in PSF "Open House" slack channel
- Met with Limor Fried and Phil Torrone at Adafruit in New York to discuss continuing partnership with PSF
- Board-Chair 1:1 calls with Anna Ossowski, Lorena Mesa, Jeff Triplett
- helped coordinate translation of community survey into Bahasa Indonesian
- discussion with Lorena Mesa and Marlene Mhangami on start of translation WG
- initial meetings for PyCon Charlas
- volunteered to chair PyCon Hatchery program for 2019
- attended ChiPy (Chicago Python) project night, discussed their status.
4.9 Jackie Kazil
- Participated in PSF board email lists and slack channels (as usual)
- Attended and shared notes for NumFocus project summit
- Pitch "Maintainers Summit" to be hosted by PSF
- Provided feedback and help edit PyCon 2019 CFP page
- Helped with PyData organization
4.10 Eric Holscher
- Participated in the Slack chat
- Continued to talk with people in the community about sustainability & OSS
4.11 Lorena Mesa
- Participated in Grants Working Group as normal
- Updated PSF community mailing lists on board's meeting minutes
- Reviewed blog content and started draft to recap PSF 24-hour Slack this past September 2018
- Participated in the Slack 24-hr chat this September 2018
- Met with Marlene and Naomi to discuss next steps for Translations Work Group including timeline for finalizing charter and getting board approval
- Began recruitment for Translations Work Group
- Scheduled follow up meeting with PyLadies North America Conf co-chair
- Organized PyLadies Chicago meetings including setting up PyLadies Chicago as the inaugural PSF managed MeetUp trial plan
- Had 1:1 check-in call with Naomi Ceder regarding status as a director, projects in flight, etc.
4.12 Katie McLaughlin
- Ran PyCon AU 2018 (Role: conference director)
- 713 unique attendees, 39 with financial assistance
- 113 unique speakers, 90 talks (most of which uploaded to youtube by the closing address)
- Full report to the PSF in due course.
- Sponsorship slots (as previously discussed on list)
- PyCon AU 2018 had their 2 highest tier sponsors give a up-to-3-minute short talk as part of the opening address in the main keynote room on each of the main conference days.
- The opening announcements were recorded, but not published.
- The sponsors both took their time giving a short summary of their company, how they support the community, and that they were both hiring
- The conference director stood either on stage or just off stage, and was able to (if required) gently suggest wrapping up the talk should it have gone over time
- The audience appeared mildly attentive to both talks, and weren't too put out during the sponsorship obligation section of the opening announcements.
4.13 Thomas Wouters
Continued administering #python on Freenode and following along with the Infrastructure/Packaging WGs PyPI developments. Participated (as non-voting member) in the Code of Conduct WG.
4.15 Anna Ossowski
- Met with Naomi See (organizer of Omaha Python User Group) and chatted with her regarding writing a blog post on how to run a successful meetup group
- Added sponsorship contacts to Betsy’s spreadsheets for PyCon and PSF fiscal sponsors.
- Participated in board meeting + email discussions
- Booked travel for PSF Board meeting in Chicago in November
- Call with Naomi Ceder to discuss PSF business and which areas I can get involved in
4.16 Christopher Neugebauer
- Attended PyCon Australia, where I: - Presented a talk - Spoke to many people about the PSF - Discussed funding and organisational models with PyCon AU stakeholders - Carried a PSF banner and stickers from California
- North Bay Python organisation: - Helped select the program, and invited keynote speakers - Opened ticket sales
4.17 Jeff Triplett
- Organizing DjangoCon US 2018
- chaired the September DEFNA monthly meeting and was active in weekly duties
- participated in DSF mailing list and gave input on a potential re-org
- met with Naomi Ceder for our annual 1:1 call
- was active in PSF mailing list discussions and slack
- participated in PSF "Open House" slack channel
- was active in PSF Conduct Working Group discussions and recommendations. Setup a worksheet to help triage incidents.
- discussed potential Conference Organizer PyCon incubator proposal with Chris Neugebauer
- discussed annual PyCon 2019 budget
4.18 Marlene Mhangami
Spoke and answered questions related to the PSF at the first Pycon Ghana. Attended meeting with fellow board members Naomi Cedar and Lorena Mesa to discuss a way forward for the Translation Work Group. Started to send emails and become accustomed to being Communications Co-chair. Was present and participated in the Slack Q&A session about the PSF. Continued to chair Pycon Africa group with discussions on potential venue change. Attended the months board meeting.
5 Work Group Reports
- Worked on a project to get the community's help with the design of a new sticker. The community will be able to vote on which design they like best.
- Working on goals and a marketing plan for upcoming projects.
- Worked on a refresh of the Python Success Story page and evaluating the current stories.
- Helped the marketing WG evaluate the current Python case studies for a refresh of the Python Success Story page.
- Evaluated and approved new sponsor applications: 2 Iron, 1 Silver, and 1 Bronze
- Voted on and approved changes to the Rules and Decision-Making Policy for approving new sponsors
Continuing to work on improvements to the functionality of the job board to make the experience better for companies using the service.
No report submitted.
Met with Sumana H. to assess availability and scope for communications work as approved https://mail.python.org/mailman/private/packaging-wg/2018-August/000520.html
Continuing to catalogue and maintain in-kind sponsorships.
Reviewed Q3 nominees and finished voting for Q3
5.8 Cuban Pythonistas
No activity at this time.
5.9 Approved Via Email
Approved via director's allowance, 150€ to the Python Pizza annual event, taking place September 15, 2018 in Naples, Italy.
August 29, 2018
Approved via director's allowance, $150 USD to the Atelier de Traduction de la Documentation de Python event, taking place on September 13, 2018 in Carrières-sur-Seine, France.
September 4, 2018
RESOLVED, that the Python Software Foundation grant a $1,500 budget to the Code of Conduct Work Group, which will be used for consultation services from Sage Sharp
Approved 13-0-0, September 11, 2018
6 Votes Approved by Working Groups
Below are resolutions approved by the various PSF Working Groups since the August 21, 2018 board meeting:
RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Python Cameroon Training Program currently happening in Bamenda, Cameroon
Approved 7-0-0, August 23, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $1,474.52 USD to the PyDay event happening in Tenerife, Canary Islands , Spain November 17, 2018
Approved 9-0-0, August 23, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $660 USD to the Django Girls event happening in Kigali, Rwanda September 15, 2018
Approved 8-0-0, August 23, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $4000 USD to the PyCon PL conference happening in Rawa Mazowiecka, Poland August 23, 2018
Approved 8-0-0, August 23, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $2000 USD to the first PyLadies Conference happening in São Paulo, Brazil October 16, 2018
Approved 7-0-0, September 5,2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $556.60 USD to the Django Girls event happening in Malate, Ilorin Kwara State, Nigeria September 21, 2018
Approved 6-0-0, September 5, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the PyLadies event that happened in Rawa Mazowiecka, Poland August 22-24, 2018
Approved 8-0-0, September 6, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Django Girls event happening in Abuja, Nigeria October 26, 2018
Approved 8-0-0, September 10, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $672 USD to the Django Girls event happening in Taraba, Nigeria November 24, 2018
Denied 0-7-0, September 10, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $2500 USD to the PyCon Indonesia conference happening in Jakarta, Indonesia November 3, 2018
Approved 9-0-0, September 11, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Django Girls event happening in Sherpur, Bangladesh December 16, 2018
Approved 8-0-0, September 11, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $1667 USD to the "Python Workshop for Beginners" event happening in Vadodara, India September 25-27, 2018
Denied 0-7-0, September 11, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $580 USD to the Django Girls event happening in Kaduna, Nigeria October 20, 2018
Approved 7-0-0, September 12, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Latin American School of Tools for Political Analysis event happening in Monterrey, Mexico July 30, 2019
Approved 6-0-0, September 12, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the Django Girls event happening in Yokohama, Japan October 6, 2018
Approved 6-0-0, September 18, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $450 USD to the Django Girls event happening in Douala, Cameroon October 20, 2018
Approved 6-0-0, September 18, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $2500 USD to Cleopatra Douglas and a second speaker (TBD) to travel to a PyCon in Africa in October 2018
Approved 6-0-0, September 18, 2018
RESOLVED, that the Python Software Foundation Grants Work Group grant $500 USD to the Houston, TX meet up (PyHOU) for the purchase of audio visual equipment
Approved 6-0-0, September 18, 2018
6.2 Scientific Python
None at this time.
RESOLVED, that the Python Software Foundation Sponsor Working Group approve the sponsor application from Open Education and Development Group at the Iron Level.
Approved 8-0-0, August 31, 2018
RESOLVED, that the Python Software Software Foundation Sponsor Working Group approve the sponsor application from VPNgids.nl at the Iron Level.
Approved 8-0-0, September 5, 2018
RESOLVED, that the Python Software Foundation Sponsor Working Group approve the sponsor application from Union Investment at the Silver Level.
Approved 8-0-0, September 7, 2018
RESOLVED, that the Python Software Software Foundation Sponsor Working Group approve the sponsor application from SignalFX at the Bronze Level.
Approved 9-0-0, September 18, 2018
6.4 New Business
RESOLVED, that the Python Software Foundation approve a yearly budget of $15000 USD to support meet up fee reimbursements
7 Other Business / Discussions
- Coding Tech agreement discussed. The board has decided that the PSF will not enter into agreement with Coding Tech. If time allows, we will discuss the possibiolity of monetizing PyCon videos at the November in person board meeting.
- Naomi continuing to have 1:1 calls with board members
- Discussed PyCon 2019 Budget - continue to discuss via email.
8 Meeting Adjournment
The meeting was adjourned at 13:52 UTC (GMT/Zulu).