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PSF Meeting Minutes for Sept. 24, 2019

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

September 24, 2019

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 24, 2019. 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, Jackie Kazil, Naomi Ceder, Jannis Leidel, Katie McLaughlin, Marlene Mhangami, Eric Holscher, Anna Ossowski, Jeff Triplett, Van Lindberg, Christopher Neugebauer, and Ewa Jodlowska.

Betsy Waliszewski (Event Planner and Administrator), Jackie Augustine (PyCon Manager), Joe Carey (Accounting Manager), and Laura Graves (Financial Analyst) were also in attendance.

2   Resolutions

Minutes from prior meetings: August 27, 2019:

RESOLVED, that the Python Software Foundation approve the minutes at as representing a true and accurate record of the August 27, 2019 meeting

Approved 12-0-0

2.2   Ewa Jodlowska

  • PyCon

    • Attend bi-weekly stand ups & weekly meeting for meeting planners
    • Continue to help review staff’s work related to PyCon
    • Attended Startup Row planning call
  • PSF

    • Wrote and gave a keynote at PyColorado
    • Continuing to review additional blogger applications that came in since early August
    • Finished helping with September Core Dev Sprint including two last minute booking issues. Collected and documented all receipts and helped Financial Analysts get the payments out
    • Created agenda for September’s board meeting
    • Did some fundraising research (including reading “The Ask”)
    • Continuing to plan November board meeting details
    • Attended a call with IBM for PyLadies grant
    • Attending a catch up call with ED from NumFOCUS
    • Started planning a PSF history page
    • Monthly meeting with board Chairperson
    • Monthly goal review
    • Took a week off
    • Continuing to help with CRM review
    • Continue to attend weekly Steering Council meetings
    • Continue to moderate several mailing lists
    • Continue to assist with TMs
    • Continue to help review documents and other drafts written by staff
    • Continue to log the fellow member nominations & run quarterly votes
    • 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, Event Manager, Finance Controller, and IT Director regularly on calls and regular communication via Slack

2.3   Betsy Waliszewski

  • PSF
    • Continued to help manage the Jobs, Marketing, and Sponsor working groups.
    • Continued routine tasks of keeping records up-to-date.
    • Logged in contributor agreements
    • Managed community mailing list subscriptions
    • 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.
    • Continued to manage social media presence through Sprout Social.
    • Fundraising: continued to work on Giving Tuesday campaign to launch after Thanksgiving.
    • Worked on collecting "stories" from grant recipients to incorporate into Giving Tuesday campaign on December 3
    • Getting design bids to update the Annual Report for 2019.
    • Community engagement: Had phone calls with 3 non-profits to talk about fundraising best practices.
    • Continued to work with staff on researching new CRM options
    • Continued to work on PSF goal setting for 2020
  • PyCon
    • 2020
      • Reviewed CFP pages for launch
      • Wrote draft blog for sponsorship outreach
      • Sent out launch day email to past and early bird sponsors
      • Continued to work on plans for StartUp Row. Sent out survey to past participants.
      • Finalizing the expo hall floor plan.
      • Working on job fair floor plan
      • Working on interactive events for the expo hall

2.4   Jackie Augustine

  • PyCon 2020
    • Prepared for CFP launch by adding all pertinent pages
    • Worked with Tutorial, Program, Education Summit, Poster, Charlas Committees to update and edit cms pages in preparation for CFP launch
    • Provided copy of all submission forms to committees and assisted with updates
    • Planned and launched CFPs on September 12
    • Posted launch blog for PyCon 2020 CFPs
    • Continued work on PyCon 2020 budget and F&B probables
    • Continued review and add to PyCon 2020 timeline
    • Working with Hatchery, Startup Row, Financial Aid committees in preparation for launches
    • Worked with team on proofing/editing Startup Row survey
    • Working on Job Fair/Poster Session Floor Plan
  • PyCon 2022/2023
    • Review and sign the Letter of Intent for PyCon 2022/2023
  • General
    • Weekly meeting planner team and bi-weekly stand-up calls
    • Weekly 1:1 with Executive Director
    • Weekly 1:1 with Director of Infrastructure
    • Attended IMEX conference, general research on possible sites, services, additional events for PyCon. Specifically for onsite services

2.5   Phyllis Dobbs

No report submitted.

2.6   Ernest W. Durbin III

  • PyCon
    • Develop and launch Call for Proposals and Reviews apps for PyCon committees
    • Integration of registrasion for PyCon 2020 registration
    • Support for other staff on needs for
  • PSF GitHub
    • Moderation and support of psf hosted projects
  • PSF Infra
    • Support maintainers in upgrade
    • Support Core Developers during CPython sprints
    • Outreach to in-kind sponsors to facilitate hosting services.
  • Open Technology Fund PyPI Contract
    • Security Milestone complete, Accessibility and Internationalization Milestones near complete!
    • Translations are now supported and have begun thanks to community contributors
    • Review Pull Requests
    • Attend meetings for oversight
    • Track time and expenditures
    • Review and send project updates to funder
    • Configure and update new Translations service in support of completed translations work
  • Facebook Grant - Q4 and beyond
    • Write, publish, and promote Request for Information
    • Draft and launch Request for Proposals

2.7   Joe Carey

  • Reconciled donation records between QuickBooks and Donations Database
  • Helped to evaluate potential new GL systems and CRM systems
  • Researched indirect donations for donor information and update to ACH payments
  • Assisted in planning for PyCon 2020 Financial Aid
  • Moderated psf-donations mailing list
  • Maintain acknowledgement system
  • Applied PayPal donations in QBO
  • Generated bespoke sponsorship invoices

2.8   Laura Graves

  • Continued to work on researching new CRM & grant management options
  • Continued to work on researching new GL options
  • Started updating the PSF's SAM and CAGE profiles
  • Sent reimbursements for Core Dev Sprint expenses
  • Sent funds for grants and other AP
  • Produced montly P&L's for most fiscal sponsorees

2.9   Naomi Ceder

  • Work on PyCon Charlas - initial organization and CFP
  • Work on PyCon Hatchery - initial organization and CFP
  • Ran August meeting
  • Usual participation in board related mailing lists
  • Monthly stand-up with Executive Director
  • Gave Python technical talk in Spanish at PyCon LatAm (not specifically PSF related)
  • Spoke with representatives of several Latin American communities at PyCon LatAm, including organizer of a potential PyCon Panamá
  • Discussions about fund raising with Joan Brown and Betsy

2.10   Lorena Mesa

  • Attended August PSF Board meeting
  • Keynoted and attended PyCon LatAm and met with community members about expanding Python in LatAm, specifically in Central America
  • Reviewed language for PyCon USA 2020 Programs team for the CFP
  • Reviewed language for PyCon USA 2020 Hatchery team for the CFP
  • Led PyLadies Global September meeting where we reviewed: the RFC for PyLadies Global model proposal, organizer survey, and tooling to better support / automate PyLadies processes
  • Continued outreach to recruit more global organizers for PyLadies Global work
  • Edited language for PSF blog team
  • Participated in chat with potential grant opportunity for PyLadies with Ewa
  • Working on finding partnership opportunities to provide Grants requests with credit options from larger tech companies
  • Participated in PSF Grants Work Group
  • Spoke at PyLadies Sao Paolo 4th year anniversary celebration (remotely)

2.11   Kushal Das

Grants Work Group - participated in discussions and reviews of grants.

2.12   Jackie Kazil

  • Usual board activities - meetings, mailing lists, etc
  • Continued PyLadies Global work w/ other leaders from around the global - meetings, slack, etc
  • Reviewed logos for PyLadies Auction
  • Reviewed PyCon US 2020 budget
  • Work towards PyCon funding group.

2.13   Eric Holscher

  • Continuing to co-chair PyCascades
  • Normal business of answering email and attending the board meeting

2.14   Jannis Leidel

  • Attended August PSF Board meeting
  • Usual participation in board related mailing lists and Slack channels
  • Community interaction with regard to issues around requests maintenance
  • Took a look at some of the blogger applications
  • Provided blurb to PyPA for pip MOSS application and chatted with MOSS application committee member

2.15   Van Lindberg

No report submitted.

2.16   Marlene Mhangami

  • Keynoted and attended Pycon UK, answered questions from attendees about the PSF
  • Created a blogger spreadsheet to help the blogging team with planning and keep the blog up to date
  • Discussed with Pycon US poster committee to help increase global diversity of both the poster selections and committee team
  • Began discussions with Pycon Tanzania team to answer questions about how to run their first Pycon
  • Published a report with my co-organisers about Pycon Africa to ensure transparency

2.17   Anna Ossowski

  • Participated in board email discussions
  • Reviewed PyCon US 2020 budget

2.18   Christopher Neugebauer

No report submitted.

2.19   Jeff Triplett

  • [Mailing lists, email, slack, attended August meeting, and normal board activities.
  • [PSF] Code of Conduct - worked with WG and board on our announcement and helping to fast track our enforcement material basted on PyCon's.
  • [PSF] Listened to feedback from community members about requests, conduct, and positive changes that they'd like to see.
  • [DEFNA] Presided over our August meeting.
  • [DEFNA] worked on DjangoCon US and kicked off the conference.

2.20   Katie McLaughlin

  • PyCascades 2020 speaker mentor assistance.
  • Continued maintenance on pycon/
  • Promotion of Level Up Your Python Humble Bundle
  • Conceptual development of @python2sunset twitter account

3   Approved Via Email

RESOLVED, that the Python Software Foundation award the Q3 2019 Community Service Award to Mannie Young for being a humble and thoughtful leader, being an Executive Committee member for PyCon Africa, and for being a leader for Python Ghana. Mannie worked tirelessly to make sure PyCon Africa was a successful event by traveling to Accra several times to work on conference planning and was behind all of the conference design and social media activities for the event.

Approved 13-0-0, August 28, 2019

RESOLVED, that the Python Software Foundation award the Q3 2019 Community Service Award to Katie Bell for her work on PyCon AU as Co-Chair, her contributions in the years before her time as chair to PyCon AU, and helper/keynote/speaker at previous KiwiPyCons. She has also worked exceptionally hard participating in the incident reporting team at PyCon AU 2018 and 2019. This has stood as a go-to example for other conferences in the region, including feeding back into the PyCon Conduct process. She has also been the main person implementing on-site childcare at PyCon AU 2018 & 2019, which has also been an example for other conferences.

Approved 13-0-0, August 28, 2019

RESOLVED, that the Python Software Foundation award the Q3 2019 Community Service Award to Lillian Ryan for her work on PyCon AU as Papers Chair, and her contribution as speaker/keynote to a number of PyCons and DjangoCons. She has also worked extraordinarily hard behind the scenes to implement anonymous proposal submissions for PyCon AU. This effort has enabled the reduction of bias in the conference proposal process and has stood as an example for other conferences.

Approved 13-0-0, August 28, 2019

RESOLVED, that the Python Software Foundation award the Q3 2019 Community Service Award to Jessica Upani for being one of the most active members of PyCon Namibia, as well as the Conference Chair. As a high school mathematics teacher in Namibia, Jessica is bringing Python into the community in several ways such as promoting Python as a language to universities and also helping build out a variety of Python programming in her community for young people (eg PyNam Scholars). Jessica also is a prominent Python speaker having most recently spoken at PyCon Africa.

Approved 13-0-0, August 28, 2019

4   Work Group Reports

4.1   Sponsors

Approved one sponsor at the iron level. Approved new sponsorship recommendations and guidelines.

4.2   Marketing

Working on Giving Tuesday (December 3) fundraising campaign.

4.3   Jobs

Nothing to report at this time.

4.6   Packaging

  • Discussion and submission for new grants
  • OTF grant is nearing completion - 2FA, API Keys, and Audit Trails shipped - Accessibility and Internationalization work complete by end of September
  • Facebook grant work has reached Request for Proposals stages

4.7   Infrastructure

  • Support Python core devs during London CPython sprints

5   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the August 27, 2019 board meeting:

5.1   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $4000 USD to the PyCon PL conference happening in Zawiercie, Poland September 12, 2019

Approved 6-0-0, August 29, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $250 USD to the PyBootcamp 102 event happening in Windhoek, Namibia September 25, 2019

Approved 6-0-0, September 6, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $270 USD to the Django Girls Workshop happening in Gandhinagar, India October 13, 2019

Approved 7-0-0, September 9, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $516.32 USD to the Django Girls Bakau Workshop happening in Bakau, Gambia October 5, 2019

Approved 7-0-0, September 9, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $800 USD to the PyHEP 2019 Workshop happening in Oxford, United Kingdom October 16-18, 2019

Approved 8-0-0, September 9, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $350 USD to the Django Girls event happening in Palermo, Italy, October 10, 2019

Approved 6-0-0, September 9, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $2000 USD to the PyCon Pakistan conference happening in Karachi, Pakistan, October 12, 2019

Approved 7-0-0, September 10, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $300 to The PyCC Meetup 19 event happening on October 19, 2019, in Cape Coast, Ghana.

Approved 6-0-0, September 12, 2019

RESOLVED, that the Python Software Foundation Grants Work Group grant $300 to The EinsteinPy Project happening in Bengaluru, India.

Approved 7-0-0, September 16, 2019

5.2   Scientific Python

None at this time.

5.3   Sponsors

RESOLVED, that the Python Software Foundation Sponsor Working Group approve the sponsor application from MROSupply at the Iron Level.

Approved 8-0-0, August 19, 2019

6   New Business

RESOLVED, that the Python Software Foundation adopt the Reporting Procedures included in this pull request:

Approved 12-0-0

RESOLVED: The PSF should register the "Python" wordmark, the two-snakes logo, and the "PyLadies" word mark in the following jurisdictions: Argentina, Brazil, Australia (M), India (M), Belarus (M), Cameroon (M), Iran (M), Israel (M), Kenya (M), South Korea (M) Namibia (M), New Zealand (M), Philippines (M), Russia(M), Serbia (M), Singapore (M), Switzerland (M), Ukraine (M), United Kingdom (M), Canada (M), Hong Kong, Malaysia, South Africa, Taiwan, Uruguay, Venezuela, Madagascar (M), Peru, Nigeria, Turkey (M), Mexico (M), Bosnia and Herzegovina (M), Ethiopia, Ghana (M), Uganda, Bolivia, Morocco (M) Ecuador, Albania (M), Tunisia (M), Liberia (M) (All areas with M to be filed via the Madrid Protocol)

Approved 11-0-0

RESOLVED, that the Python Software Foundation approve the third version of the Scientific Work Group Charter as presented here:

Approved 10-0-1

7   Discussions

  • Review Community Leadership board questions.
  • Review PyCon budget.
  • General Counsel update.
  • Discussion of Bylaws & mission review & the bylaws WG.
  • Discuss updated Scientific WG Charter.

8   Meeting Adjournment

The meeting was adjourned at 13:18 UTC (GMT/Zulu).