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PSF Meeting Minutes for May 19, 2020

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

May 19, 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 May 19, 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").

1   Attendance

The following members of the Board of Directors (12 of 13) were present at the meeting: Lorena Mesa, 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: March 24, 2020:

RESOLVED, that the Python Software Foundation approve the minutes at as representing a true and accurate record of the March 24, 2020 meeting

Approved 11-0-0

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
    • Helped preview several talks and tutorials for PyCon Online & helped promote content via Twitter
    • Attended one day of the Language Summit and beginning of the Data for Beginners events to bring attendee attention to Code of Conduct and procedures.
    • Assisted with budget overview due to cancellation & helped review sponsorship cancellation scenarios and addenda
    • Held meeting with Visit Pittsburgh about 2021 and began working on risk mitigations for 2021
    • Recorded PSF community address giving an update on finances and CSA recognition:
    • Assisted Steering Council with their PyCon Online recording
    • Attend regular webinars and test out platforms (weekly) that may come in hand for 2021
  • PSF

    • Helping distribute the 2019 Python developers survey
    • Helped organize and recorded a board recruiting video with two directors & created PSF YouTube channel; continue to assist with election notifications and updates; Rewrote
    • Did a podcast with “Greater than Code” with board Chairperson - will launch later in May
    • Updated the community on PSF financials via:
    • Did an interview with
    • Worked with General Counsel to establish a PyCon video sub-licensing policy for the Python China community
    • Published the March PSF newsletter in early April. Started work on late May newsletter
    • Helped organize and prepare for the April Executive Board meeting
    • Started documenting tangible operations
    • Completed all yearly staff evaluations and presented to the board
    • Joined FOSS Responder efforts and applied on behalf of the PSF to partake in fundraising event; partake in weekly calls with the group
    • Monthly meeting with board Chairperson
    • Monthly goal review
    • Continue to attend weekly Steering Council meetings and help take notes. Continue to move GitHub migration plan forward (call for resumes and call for work group members both launched in May), continue to review necessary Discourse discussions.
    • 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 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. Having occasional fun virtual meetings with team as well :)

2.3   Jackie Augustine

  • PyCon 2020
  • Assisted with PyCon 2020 cancellation decision and communications
  • Assisted with contract evaluation due to cancellation
  • Communicated with all vendors regarding force majeure and refunds
  • Created PyCon Online Timeline
  • Requested new ‘online’ logos to update all sites: Website, Twitter, YouTube
  • Worked with team on website changes to PyCon Online
  • Worked with committees and conference chair on communications to presenters and speakers
  • Communicated with Summit and Hatchery teams regarding online offerings
  • Worked with AV team on plan for PyCon Online videos
  • Requested and proofed title slides
  • Setup PyCon Zoom account
  • Assisted Trainer's Summit and Education Summit with communications to attendees
  • Attended Trainers Summit, Education Summit and Beginners Data(part 2) for Code of Conduct Introduction
  • Drafted and sent 6 attendee emails with online content details
  • Reviewed talks, tutorials, startup row interviews
  • Worked with speakers and presenters on recordings, uploading, poster pdf’s, etc
  • Managed weekly PyCon Online Content with AV team, website updates, youtube uploads, blog posts
  • updated budget with final revenue and expense numbers
  • prepared analytics document for online content
  • Researched virtual/online platforms
  • Attending virtual conference May 19-21
  • Call with Visit Pittsburgh regarding PyCon 2021
  • General
  • Weekly team call and bi-weekly stand up calls
  • Weekly 1:1 with Executive Director
  • Weekly 1:1 with Director of Infrastructure

2.4   Betsy Waliszewski

  • PyCon 2020

    • Worked on all aspects related to sponsor management.
    • Managed all sponsor content to fulfill online benefits.
    • Working on analytics for PyCon 2020 Online sponsor participation
    • Sent sponsorship addenda to all sponsors converting their fees to online and/or donation.
    • Assisted Jackie with the addition of sponsor news for the weekly attendee email.
    • Emailed Python influencers asking for their help to promote PyCon 2020 Online.
    • Working on sponsor survey.
  • PyCon 2021

    • Re-working sponsor prospectus to reflect potential health restrictions.
    • Researching digital activation ideas for sponsorships.
  • PSF

    • Continued to help manage the Jobs, Marketing, and Sponsor working groups.
    • Logged in contributor agreements.
    • Continue to respond to general PSF email.
    • Weekly 1:1 with Executive Director.
    • Weekly meeting planner call and bi-weekly PyCon staff call.
    • Signed up new sponsor for the PSF Newsletter ads.
    • Continued routine tasks of keeping records up-to-date.
    • Managed community mailing list subscriptions.
    • Continued taking notes at board meetings, posting minutes and approved resolutions, as well as recording 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.
    • Continued to work on a Corporate Sponsorship Matching Gifts Partnership program.
    • Continued to work on a PSF Blog Sponsorship Proposal.
    • Continued to work on a Sponsor Activation Plan.
    • Signed up 3 iron, 1 bronze, and 1 gold level sponsor.
    • Signed up 1 new PSF newsletter sponsor.
    • Working on end of year fundraiser.
    • Continued to work on a Corporate Sponsorship Matching Gifts Partnership program.
    • Continued to work on a PSF Blog Sponsorship Proposal.
    • Continued to work on a Sponsor Activation Plan.
    • Working on update to the PSF sponsor prospectus. Researching digital activation ideas for sponsorships.

2.5   Ernest W. Durbin III

  • Infrastructure

    • preparing migration for to new hosting
    • planning to shut down our OSUOSL hosting
    • archiving, need to figure out decommissioning the hardware
  • PyCon

    • PyCon Online... mishmash of youtube, reviewing submissions, reviewing blogs/emails, updating pages on
  • etc.

    • Updates to election nominations tooling
    • Attend CZI/MOSS pip team meetings
    • Tracking PEP 458 Facebook work

2.6   Phyllis Dobbs

  • Insurance
    • Implement general liability insurance covering all ongoing/annual events except PyCon (eliminates need for non-PyCon event registration if < 500 attendees).
  • Payroll & Human Resources
    • Complete contract with Zenefits to transition from Paychex for payroll and add human resources platform at savings of .
    • Review new Families First Coronavirus Response Act (FFCRA) and send staff insructions about steps to follow if they suspect they or a family member has COVID-19.
  • Accounting Systems & Documentation
    • Work with Ewa and external law firm on contract training for staff, creating contract templates, and other best practices.
    • Update/simplify PSF donations page and add payment options page to
  • Banking & Credit Cards
    • Research, apply for, and receive PPP Loan and SBA EIDL grant for PSF.
    • Implement additional fraud control measures on SunTrust accounts to battle check and ACH fraud attempts.
  • PyCon 2020
    • Process PyCon sponosor refunds/donations.
    • Manage tutorial and staff gift offer letter and payment process
    • Support staff on updating budgets for PyCon sponsor minimum fee calculation and on processing required payments to vendors.
    • Work with Laura to review and process financial aid/travel grant reimbursements, as well as updating FAQ and other PyCon resources for grant recipients.
  • Reporting
    • Prepare and distribute March 2020 financial statements and narrative to Finance Committee and Board.
    • Complete 1042-S and 1042 filing.

2.7   Joe Carey

  • Wrote PyCon Sponsorship Addenda for sponsors to convert to online and/or donation
  • Record PSF sponsorship revenue in accordance with GAAP
  • Record PyCon Sponsorship revenue in accordance with GAAP (including donations and refunds)
  • Record PyCon Registration revenue in accordance with GAAP (including donations and refunds)
  • Reconciled Stripe deposits and refunds to registration site data
  • Update PayPal "Donate" button to link to CiviCRM donation page
  • Created Adobe Sign forms for sponsor addenda
  • Set up and introduced Betsy to Adobe Sign
  • Assist with coordinating PyCon sponsor refunds
  • Created and sent Adobe Sign forms for updated PyCon Online Tutorial Letters
  • Reconciled donation records between QuickBooks and Donations Database
  • Moderated psf-donations mailing list
  • Maintain acknowledgement system
  • Develop more Python 3 functions to replace legacy acknowledgement system
  • Applied donation and sponsorship payments in QBO
  • Generated bespoke sponsorship invoices

2.8   Laura Graves

  • Prepared and sent PyCon financial aid and tutorial payments
  • Processed PyCon sponsor refunds
  • Obtained and entered refunds for some PyCon 2020 airfares
  • Started training for PNC Pinnacle banking portal
  • Learned cash management process
  • Daily review of cash account balances
  • Assisted accounting team in implementing positive pay on SunTrust ACH out account to prevent fraudulent check attempts

2.9   Naomi Ceder

  • Monthly 1:1 standup with ED
  • Usual mailing list and slack activity
  • Pre-publication CoC review of Charlas for PyCon
  • Presented on the PSF at Python Amsterdam meetup, March 25
  • interview about PSF with Cheuk Ting Ho on MidMeetPy twitch stream
  • >Code podcast interview along with ED
  • Developmentors podcast interview
  • Weekly (mostly) twitch streams teaching Python fundamentals at
  • Workshop - "Limpieza de datos con Python", for Data Science Research Perú, to be presented May 20
  • Submitted letter in support of US regsitration of "EuropPython" by EuroPython SOciety
  • Agreed to keynote EuroPython

2.10   Lorena Mesa

  • Attended virtual 2 day meeting
  • Participated in ongoing PyLadies global work to prepare for inaugural PyLadies global council election
  • Published PyCon US Online 2020 talk with Mariatta and Elaine Wong
  • Created PSF recruitment video with Ewa and Marlene
  • Agreed to keynote Python Web Conf
  • Doing ongoing recruitment for board with open community meetings

2.11   Kushal Das

No report submitted.

2.12   Jackie Kazil

No report submitted.

2.13   Eric Holscher

  • Standard work of the board like attending meetings and replying to email
  • Started conversation about shipping a Project Funding WG

2.14   Jannis Leidel

No report submitted.

2.15   Van Lindberg

No report submitted.

2.16   Jeff Triplett

  • Participated in 2-day virtual board of directors meeting
  • Participated in email, slack, and chat discussions
  • PSF Conduct WG duties (three bi-weekly virtual meetings)
  • DEFNA - Presided over May meeting, planning, legal, and other prep for DjangoCon US 2020
  • Outreach - Community video meetings
  • Outreach - Monthly event organizers hangout

2.17   Anna Ossowski

  • Participated in 2-day virtual board of directors meeting
  • Participated in email discussions

2.18   Christopher Neugebauer

  • Participated in April executive session
  • Participated in PSF board mailing lists and chat sessions

2.19   Katie McLaughlin

  • Participation in two-part PSF Executive board meeting
  • Returning Guest on Django Chat
  • Recorded and published one tutorial and one talk for PyCon 2020 Online
  • Minor assistance in winding up potential PyLadies Auction for 2020
  • Publication of "Our Python" (link)
  • Ongoing minor background assistance with PyConline 2020

3   Votes Approved Via Email

None at this time.

4   Work Group Reports

4.1   Sponsors

Approved three sponsors at the iron level, one at the bronze level, 1 at the silver level and 1 at the gold level. 1 application denied.

4.2   Marketing

Nothing to report at this time.

4.3   Jobs

Nothing to report at this time.

4.4   Trademarks

Nothing to report at this time.

4.5   Fellows

Nothing to report at this time.

4.6   Packaging

Nothing to report at this time.

4.7   Infrastructure

Nothing to report at this time.

4.8   Scientific Python

Nothing to report at this time.

5   Votes Approved by Working Groups

Below are resolutions approved by the various PSF Working Groups since the March 24, 2020 board meeting:

5.1   Grants

None at this time.

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 Python ED at the Bronze Level.

Approved 8-0-0, April 3, 2020

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

Approved 8-0-0, April 3, 2020

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

Approved 8-0-0, April 16, 2020

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

Approved 8-0-0, April 30, 2020

RESOLVED, that the Python Software Foundation Sponsor Working Group approve the sponsor application from IBM Quantum at the Gold Level.

Approved 8-0-0, May 5, 2020

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

Denied 1-6-0, May 15, 2020

RESOLVED, that the Python Software Foundation Sponsor Working Group approve the sponsor application from JP Morgan Chase at the Silver Level. Approved 8-0-0, May 19 2020

8   Discussions

  • Update on PyCon 2020 and 2021
  • Update on the Packaging Work Group
  • Q & A about the most recent financials
  • Fiscal sponsorship update
  • Board member recruitment update

9   Meeting Adjournment

The meeting was adjourned at 14:00 UTC (GMT/Zulu).