PSF Meeting Minutes for March 24, 2020

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

March 24, 2020

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 March 24, 2020. 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").

Contents

1 Attendance
2 Resolutions
- 2.1 Board and Staff Monthly Reports (January - February)
- 2.2 Ewa Jodlowska
- 2.3 Betsy Waliszewski
- 2.4 Jackie Augustine
- 2.5 Ernest W. Durbin III
- 2.6 Phyllis Dobbs
- 2.7 Joe Carey
- 2.8 Laura Graves
- 2.9 Naomi Ceder
- 2.10 Lorena Mesa
- 2.11 Kushal Das
- 2.12 Jackie Kazil
- 2.13 Eric Holscher
- 2.14 Jannis Leidel
- 2.15 Van Lindberg
- 2.16 Marlene Mhangami
- 2.17 Anna Ossowski
- 2.18 Christopher Neugebauer
- 2.19 Jeff Triplett
- 2.20 Katie McLaughlin
3 Votes Approved Via Email
4 Work Group Reports
- 4.1 Sponsors
- 4.2 Marketing
- 4.3 Jobs
- 4.4 Trademarks
- 4.5 Fellows
- 4.6 Packaging
- 4.7 Infrastructure
- 4.8 Scientific Python
5 Votes Approved by Working Groups
- 5.1 Grants
- 5.2 Scientific Python
- 5.3 Sponsors
6 Consent Agenda Resolutions
7 New Business
8 Discussions
9 Meeting Adjournment

1 Attendance

The following members of the Board of Directors (13 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, Kushal Das, and Ewa Jodlowska.

Ernest W. Durbin III (Director of Infrastructure), Betsy Waliszewski (Event Planner and Administrator), Jackie Augustine (PyCon Manager), Phyllis Dobbs (Controller), Joe Carey (Accounting Manager), and Laura Graves were also in attendance.

2 Resolutions

Minutes from prior meetings: January 21, 2020:

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/archives/list/psf-important@python.org/thread/3PF3J47YI3CXWGJYV4GXPSF3CGWTU7N5/ as representing a true and accurate record of the January 21, 2020 meeting

Approved 13-0-0

2.1 Board and Staff Monthly Reports (January - February)

2.2 Ewa Jodlowska

PyCon
- Attend bi-weekly stand ups & weekly meeting for meeting planners & board committee meetings
- Continued to help review staff’s work related to PyCon
- Completed additional 2020 signage
- Organized Code of Conduct Incident training with Otter Tech & gathered interest for onsite team
- Gathered proposal requests for onsite videographers
- Participated in brief ad for PyCon on Pittsburgh Tech Council’s podcast
- Created remote plan for PyCon and organized all-hands staff meeting to review all options; continue to oversee tasks and review communications
PSF
- For three weeks managed COVID-19 consequences with assistance of the Event Manager and worked with board members on communication/status
- Planned and helped prepare for March 2020 Board Meeting
- Updated blogger onboarding document and sent out information to three new bloggers
- Completed fundraising guide with Sponsor Coordinator
- Planned April 24-hour slack for directors & election timeline
- Assisted with PNC documentation and signatures
- Helped with updating Packaging Work Groups membership
- Started planning promotional video to occur at PyCon
- Monthly meeting with board Chairperson
- Monthly goal review
- Continue to attend weekly Steering Council meetings. Continued to move GitHub migration plan forward, which temporarily paused due to COVID-19. Continue to review necessary Discourse discussions. Continue to send out SC community updates. Working with PSF Blogger on Steering Council interview for blog.
- Continue to moderate several mailing lists
- Continue to help review contracts, documents and other drafts written by staff
- Continue to log the fellow member nominations, run quarterly votes, update Fellows page on pydotorg, update CiviCRM with new Fellow members, notify new members, write blogs for new members
- Continue to manage the Grants WG and PSF board grants and the research necessary for all (up to the time we paused the Grants Program)
- 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

Continued to help manage the Jobs, Marketing, and Sponsor working groups.

Signed up 2 new sponsors for the PSF Newsletter ads

PSF sponsorship

Resigned Facebook and Capitol One as Principal Sponsors.

Signed up Salesforce as Platinum Sponsor

Continued to work on signing up new high level sponsors

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, as well as recording and self-certifications.

Managed new sponsor applications with the sponsor work group.

Continued to manage social media presence through Sprout Social.

Helped out with job board submissions.

Fundraising

Worked on upcoming PyCon 2020 fundraiser

Worked on fundraiser donation thank you gift tiers

Infographics created to use online and in print

Continued to refine the PSF Board Guide to Fundraising document

Created a list of influencers to help promote the campaign

Wrote a draft of a fundraising email to be sent to influencers

Continued collecting "stories" from grant recipients to incorporate into fundraising campaigns

Worked on a Corporate Sponsorship Matching Gifts Partnership program

Worked on a PSF Blog Sponsorship Proposal

Worked on a Sponsor Activation Plan

Wrote draft PSF Emergency E-Appeal fundraising email

Completed update to the Annual Report for 2019.

Worked with the PyPI team on a sponsorship prospectus for 2020

Next steps - add Introduction to this new sponsorship program and add prospectus to https://pypi.org/

Weekly team call and bi-weekly stand up calls

Weekly 1:1 with Executive Director

2.4 Jackie Augustine

PyCon 2020

Worked with Program and Tutorial Committees to finalize reviews and schedule

Worked with Hatchery committee to select programs for 2020

Emailed all Hatchery program teams with logistics for their events

PyCon News! Prepared draft and sent 2 editions

Worked on F&B menus and budget

Prepared new Lead Retrieval details for sponsors

Worked on floor plans for all meeting rooms with AV team

Continued planning offsite events

Worked with designer on t-shirt, swag bag, signage designs

Daily registration emails

Daily housing report management

Updates to venue pages on us.pycon.org

Continued work on many aspects of PyCon planning

Worked on contract evaluation for Force Majeure due to possible cancellation

Draft emails for attendees, speakers

General

Weekly team call and bi-weekly stand up calls

Weekly 1:1 with Executive Director

Weekly 1:1 with Director of Infrastructure

2.5 Ernest W. Durbin III

PyCon
- Assist with various communications and procedures around cancellation
- Implement self-service refunds and optional donations for attendees
- Necessary financial reporting for accouting
PSF Infra
- DNS Migration for all PSF infra including python.org. Dynect DNS contract expires in April, Migrated to AWS Route 53. Complete as of March 14.
- Preparing for shutdown of XS4ALL and OSUOSL services: wiki, buildbot, and legacy.python.org are all that remain.
PyPI
- Migrated object storage for PyPI from AWS S3 to Google Cloud Storage in order to reduce bandwidth costs. Google offers peering with Fastly!
- Migrated PyPI backend infrastructure to upgrade underlying Kubernetes.
- Updates and upgrades to public BigQuery dataset for PyPI downloads and simple requests.
Facebook Grant - PyPI
- Final review & merge of automated tooling for PyPI upload scanning
- Kickoff of PEP 458 implementation contractor
- Planning and procuring necessary hardware for TUF key generation and secure storage.

2.6 Phyllis Dobbs

No report submitted.

2.7 Joe Carey

Reconciled and recorded Stripe deposits according to registration data
Created and sent Adobe Sign forms for PyCon Tutorial Letters
Assisted in planning for PyCon 2020 Financial Aid
Invoice corporate PyCon registrations
Managed contracting and billing PyCascades 2020 sponsorships
Register with Washington State to submit PyCascades' 2019 sales tax return
Helped accounting team prepare 2019 financials and tax returns
Reconciled donation records between QuickBooks and Donations Database
Moderated psf-donations mailing list
Maintain acknowledgement system
Develop Python 3 functions to replace legacy acknowledgement system
Applied PayPal donations in QBO
Generated bespoke sponsorship invoices

2.8 Laura Graves

Worked with financial aid committee to determine final list of recipients
Set up tutorial and financial aid recipients in quickbooks to prepare for PyCon 2020
Helped accounting team prepare 2019 financials
Helped accounting team prepare 2019 1099s and 1042s
Completed PyCascades 2020 financial aid payments
Completed preliminary 2019 financial statements for all fiscal sponsorees
Rolled forward 2020 accounting worksheets
Assisted in writing notifications for various groups for PyCon 2020 cancellation
Notified open grant applications of the grants work group one-month break

2.9 Naomi Ceder

Active in board discussions on mailing lists and in Slack channels
Monthy stand-ups with ED in February and March
Discussion of ED evaluations with exec committee and ED
1:1 calls with board members
Organization of Hatchery in PyCon
Organization of PyCon Charlas track
Various 1:1 conversations with community members
Nomination, discussions, and voting in PSF Fellows WG
Moderation of edu-sig and education-wg mailing lists

2.10 Lorena Mesa

Participate in board discussions, mailing lists, Slackm and other relevant PSF space
Help organize a discussion on how executive committee works on Executive Director evaluations and the handover to new PSF Chair
Organize PyCon US Hatchery
Work on PyCon US Programs Committee as cochair including continnued work on scheduling, talks reviews, and more
Outreach with community members, particularly as relates to PyCon US
Participate in education-wg and translation mailing lists
Review and evaluate monthly PSF Grants workgroup applications
Continue work developing PyLadies Global organizing team and developing PyLadies Global Council inaugural elections
Spoke at PyCascades 2020 on PyLadies Global Work, help organize PyCascades 2020 Lightning talks

2.11 Kushal Das

No report submitted.

2.12 Jackie Kazil

Active in board discussions on mailing lists and in Slack channels
Organization of PyLadies Auction for PyCon
PyCon US Programs Committee
Participation in multiple email lists
Relaunch of PyLadies DC with new leaders
PyCon 2020 discussions

2.13 Eric Holscher

Lots of conversation around Pycon and handling the PSF response

2.14 Jannis Leidel

No report submitted.

2.15 Van Lindberg

No report submitted.

2.16 Marlene Mhangami

No report submitted.

2.17 Anna Ossowski

No report submitted.

2.18 Christopher Neugebauer

Participated in PSF mailing lists and Slack

Worked on text for PyCon pre-cancellation announcement and contributed to other foundation communications

Attended and spoke at PyBeach 2020 in Los Angeles, including a 5-minute impromptu talk on the PSF and how to contribute

Attended and spoke at ConFoo 2020 in Montreal, and spoke to various attendees about the PSF

Initial preparations for Regional PyCons hatchery event

2.19 Jeff Triplett

PSF - Weeks of conversations centering around PyCon, messaging, clear communication, budgeting explainations to board members who pinged me, talking to a few sponsors, and several migraines but we got it done.
PSF - Active in email, slack, and board discussions
DEFNA - Presided over Feb and March meetings
DEFNA - DjangoCon US planning, website wrap-up, accounting, and some fiscal sponsorship follow up with accountants, reviewing contracts, etc.
Outreach - my inbox has literally overflowed recently.
Outreach - appeared on a conference organizer's video hangout with community members
DSF COC duties - keeping up

2.20 Katie McLaughlin

Active participating in PSF mailing lists, Slack

Community communications re PyCon status, during and after cancellation notification

Attendee, lightning talk speaker, session chair, mentor for PyCascades 2020

Impromptu guest speaker at PyLadies San Diego March 2020

Attendee virtual Python Adeliade March 2020

1:1 meeting with Board Chair

PyLadies Auction handover meeting participant

Continued assistance as pocket friend to Python/Django/PSF community.

3 Votes Approved Via Email

RESOLVED, that the Python Software Foundation award the 2019 Q4 Community Service Award to Mark Sapiro in recognition of years of service maintaining mail.python.org’s Mailman lists and Postfix installation. Through good times and bad, Mark has regularly stepped up to ensure that the system is operating correctly and assist or lead the restoration of data after accidents and outages.

Approved 13-0-0, January 29, 2020

RESOLVED, that the Python Software Foundation award the 2019 Q4 Community Service Award to Débora Azevedo in recognition of her work in supporting the wider Python community in Brazil and the PSF generally. She’s a cofounder of PyLadies Brasil, leader and organizer for Django Girls Natal, and helped found and organizes the PyLadies Brasil conference. In addition, Débora's also been interested in supporting the wider community. Last year Débora assisted the PSF by translating a survey into Portugese. Additionally, she is a regular presenter and attends many community events.

Approved 13-0-0, January 29, 2020

RESOLUTION, the Python Software Foundation Finance Committee authorizes the staff to open one or more checking and savings accounts to support PyCon 2020/2021 in Pittsburgh, PA.

Approved 13-0-0, February 7, 2020

4 Work Group Reports

4.1 Sponsors

Approved 1 Platinum level sponsor.

4.2 Marketing

Continue to work on goals for 2020
Reviewing new ideas and resources
New sticker designs approved.

4.3 Jobs

Nothing new to report.

4.4 Trademarks

Discussion on using a Kanji in the Python logo colors that does not share any shape elements.
Authorized request to use the name "Python 42" as a Youtube channel.
Communicated with a person who is creating a digital video series called Lady Ada's Secret Society that will fictionalize girls learning code.
Approved the use of the Python logo on a Python related website.
Approved commercial use of unaltered logo on T-shirts.
Approved use of PyConline AU as alternate name for now-remote PyCon AU conference.
Approved/clarified nominative use of logo on a book cover.
Granted the developer.arm.com website permission to use the Python word mark and logo in association with his site.
Granted permission to use a color modified version of the logo for a book on Python for GIS.
Directed a minor modification to an icon used in a commercial Python editor to conform with shape requirements.
Approved use of a color modified logo version for use in camera software written for Python.
Verified nominative use for a Python related website.
Approved a color modified version of the logo for Bank of America
Approved use of the Python logo within a paper for the academic journal Advanced Intelligent Systems.
Verified nominative use of the logo in a presentation for Philips North America.
Explained royalty rule for a person who wishes to produce programming themed socks.

4.5 Fellows

Published 2019 Q4 Fellows and posted blog. Documented, reviewed, and voted on 2020 Q1 Fellows.

4.6 Packaging

Accepted $5k donation from Sentry and Indeed
Finalized PyPI sponsorship prospectus

4.7 Infrastructure

DNS migration to Route53

4.8 Scientific Python

Since the last Board meeting, the Scientific Python Working Group discussed 4 grant proposals.
We approved those for Python in Astronomy (Dublin Ireland), PyHEP (Austin Texas), and Python Machine Learning (Basel Switzerland).
Because of the Covid-19 pandemic, in-person events are moot for the next months.

5 Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the January 21, 2020 board meeting:

5.1 Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $292 USD to the Python meet up event happening in Ho, Ghana January 25, 2020

Approved 6-0-1, January 27, 2020

RESOLVED, that the Python Software Foundation Grants Work Group grant $2500 USD to the Open Source Festival happening in Lagos, Nigeria February 20-22, 2020

Approved 6-0-0, January 27, 2020

RESOLVED, that the Python Software Foundation Grants Work Group grant $2169.93 USD to the TCD Python Workshops happening in Dublin, Ireland January 23, 2020

Approved 6-0-0, January 27, 2020

RESOLVED, that the Python Software Foundation Grants Work Group grant $445 USD to the Python YME & Data YME workshop happening in London, UK February 1, 2020

Approved 6-0-0, January 30, 2020

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the PyCamp España event happening in Gerona, Spain May 1, 2020

Approved 7-0-0, February 3, 2020

RESOLVED, that the Python Software Foundation Grants Work Group grant $750 USD to the Abuja Python Weekend event happening in Abuja, Nigeria March 26, 2020