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PSF Meeting Minutes for Jan. 25, 2022

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Title: 2022-01-25 PSF Board Meeting Minutes Encoding: utf-8 Author: psf at python.org Content-Type: text/x-rst

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

January 25, 2022

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 15:00 UTC, on January 25, 2022. Olivia Sauls 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: Jeff Triplett, Thomas Wouters, Dustin Ingram, Lorena Mesa, Débora Azevedo, Jannis Leidel, Joannah Nanjekye, Nina Zakharenko, Tania Allard, Marlene Mhangami, Van Lindberg.

Jackie Augustine (Director of Events), Joe Carey (Accounting Manager), Ee W. Durbin III (Dir of Infrastructure), Laura Graves (Financial Analyst), Phyllis Dobbs (Controller), Olivia Sauls (Event Assistant & Admin), Loren Crary (Director of Resource Development) were also in attendance.

2   Minutes of Past Meetings

Minutes from prior meeting November 11, 2021:

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/archives/list/psf-important@python.org/thread/U6LJJC7VEC67DZTBQZYLCRQPOIEII3HZ/ as representing a true and accurate record of the November 11, 2021 meeting.

Approved, 7-0-3

Minutes from prior meeting November 9, 2021:

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/archives/list/psf-important@python.org/thread/YLOR5YLGF7LPQBDXTATLXIYVZEWBHCJJ/ as representing a true and accurate record of the November 9, 2021 meeting.

Approved, 9-0-1

Minutes from prior meeting October 26, 2021:

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/archives/list/psf-important@python.org/message/WUK6WFJUQ5G7U43FWTGCKLM63KFP3QZS/ as representing a true and accurate record of the October 26, 2021 meeting.

Approved, 9-0-1

3   Board and Staff Monthly Reports for January 2022

3.1   Thomas Wouters

  • Started as interim General Manager
  • Extensive handover from the outgoing Executive Director.
  • Scheduled regular meetings with direct reports (weekly/bi-weekly)
  • Kept staff up to date with ED search
  • Signed contracts and invoices
  • Reviewed financials and budgets
  • Kept up to date on PyCon US progress, reviewed outgoing communications
  • Created minutes for the November Executive Sessions of the Board of Directors
  • Prepared the agenda for the January Board meeting
  • Coordinated with Guido, the core developers and the SC on the Ub Iwerks Award
  • Handled the handover from the 2021 to the 2022 Steering Council
  • Arranged for the Developer-in-Residence to help out with the GitHub Issues Migration
  • PSF: Volunteered to be Interim General Manager.
  • PSF: Participated in board meetings, mailing list discussions, Slack.
  • PSF: Participated in the Finance, Fellow, PyCon US and Executive Transition committees.
  • PSF: Interviews with candidates for the Executive Director position.
  • Steering Council: Got re-elected for a third term on the SC.
  • Steering Council: Participated in weekly SC meetings and PEP review.
  • Steering Council: Rejected and accepted several PEPs, and wrote communication about them.
  • Steering Council: Bi-weekly meetings with the Developer-in-Residence, and separately with the PM for the GitHub Issues migration.

3.2   Jackie Augustine

PyCon US
  • Launched and managed the CFPs
  • Managing review process for CFPs with Program, Tutorial, Charlas, Poster Committees
  • Developed registration flow for the tech team
  • Traveled to Salt Lake City for a site visit to plan for PyCon
  • Reviewed, tested, and worked through updates and edits for registration
  • Worked with housing vendor and tech team to build out and incorporate the reservation system into us.pycon.org
  • Assisted with sponsorship applications
  • Assisted with developing protocols for managing sponsor deliverables
  • Researched and compared vaccine verification vendors
  • Call with health consultant to assist in Salt Lake
  • Finalized review, comparison, and selection of AV vendor
  • Contacted and began plans for summits and events during PyCon
  • Drafted and send PyCon News in December
  • Worked with decorator to plan the expo hall floor plan
  • Reviewed and provided feedback on exhibitor and job fair kits
  • Weekly PyCon team calls - includes Chair and Co-Chair
  • Weekly staff calls with interim manager, director of infrastructure, director of research development
  • Bi-weekly staff call with accounting
  • Daily touchbase with Event Assistant

3.3   Oliva Sauls

PSF & PyCon US
  • Logged CLA’s
  • Answered general PSF email and moderate @psfboard mailing list
  • Log 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
  • Continued tracking and scheduling social media posts for PyPI sponsorships
  • Weekly PyCon Team Call
  • Daily one on one calls with Director of Events
  • Drafted vaccine verification page for PyCon US conference website
  • Reviewed Exhibitor and Job Fair Kits for Expo Hall exhibitors
  • Helped Director of Events compare vaccine verification companies and present to PyCon US Board Committee
  • Completed first review phase for CFP submissions
  • Weekly tracking of PyCon US Sponsorship Benefits and PyCon US sponsorship follow up

3.4   Laura Graves

  • Ongoing accounts payable responsibilities

  • 2020 Audit

  • Gathering required notices for New York workplace postings

  • 2020 990
    • Schedules F&I
    • Section VII

  • Staff retreat 2021

  • Grants Work Group onboarding

  • 2021 book cleanup

  • 2021 1099/1042s

  • Rolling forward 2021 spreadsheets to 2022

  • PyCon 2022 Travel Grant review

3.5   Loren Crarey

  • Corresponded with potential & current sponsors
  • Met with potential sponsors by video call
  • Maintained and updated records of sponsorship application and finalized sponsorship details
  • Processed sponsorship applications including delivering & negotiating changes to sponsor contracts, finalizing sponsorships and setting up next steps
  • Compiled an email list of former sponsors from previous years with available data
  • Drafted, designed, and sent out sponsorship launch email to former sponsors
  • Drafted & incorporated staff input into an outline for the Annual Impact Report
  • Drafted sections for Annual Impact Report
  • Worked with contractor on Annual Impact Report design
  • Drafted & sent out Q4 fundraiser email appeal
  • Conducted self-education research and background reading related to Python, open source software, etc.
  • Weekly and ad hoc internal meetings and one-on-ones

3.6   Joe Carey

January report not provided.

3.7   Ee Durbin

January report not provided.

3.8   Phyllis Dobbs

January report not provided.

3.9   Shamika Mohanan

January report not provided.

3.10   Łukasz Łanga

January report not provided.

3.11   Lorena Mesa

  • [PSF] Participate in ongoing PSF Executive Director Search
  • [PSF] Participate in PSF Grants workgroup
  • [PSF] Participate in PSF Code of Conduct workgroup
  • [PyLadies] Consult with PyLadies Global for their continued work including the PSF and PyLadies financial agreement
  • [PyCon] Working with PyCon Programs Committee for talk reviews, volunteer recruitment, and other relevant work
  • [PyCon/PyLadies] Investigating setup and format for PyLadies Auction at PyCon 2022
  • [Community] Gave PyCon APAC 2021 keynote on PSF update and community work

3.12   Jeff Triplett

  • [PSF] PSF ED Search interviews and meetings
  • [PSF] Conduct WG bi-weekly meetings
  • [DEFNA] Monthly meetings and DjangoCon US 2022 prep, website work, etc

3.13   Joannah Nanjekye

  • [PSF] Contributed to director discussions and resolutions
  • [PSF] Drafted a document on the Ambassador program. We discussed with Ewa and Marlene last December about this on slack. I will have a call with Marlene to discuss it before sharing.
  • [PSF] Following discussions and contributing where possible to the Pycon-committee.
  • [Pycon] reached out to some folks, discussing the potential of submitting a proposal for a hatchery slot to host a Python Research Summit.
  • [Community] I was an invited speaker at DevFest Kampala talking about CPython core development and the PSF.
  • [Community] I was an invited speaker at an event discussing the developer survey in Uganda that was published in December.
  • [Pyladies] Helped come up with an annual plan for Pyladies Kampala activities.
  • [Pyladies] Helped with drafting a Pyladies Kampala funding proposal for the activities for this year.

3.14   Jannis Leidel

January report not provided.

3.15   Débora Azevedo

  • [PSF] Answered emails and threads on Slack
  • [PSF] Working on a blogpost to talk about PyCon Japan contributions to the PSF
  • [Python Brazil] Ongoing work with the events outcomes
  • [Community] Participated in PyLadies Brazil financial meeting

3.16   Kushal Das

January report not provided.

3.17   Marlene Mhangami

January report not provided.

3.18   Nina Zakharenko

January report not provided.

3.19   Tania Allard

  • [PSF] Engaged in PSF related discussions through email and Slack
  • [PyCon] Discussions re vendors and organization in general
  • [PyCon] Participate in tutorial proposals review
  • [CoC WG] Attend bi-weekly meetings
  • [Community] Work on GH issues migration
  • [Community] Participation in PyCon Chile as keynote speaker
  • [Community] Organized accessibility workshops for the Jupyter and Scientific computing communities

3.20   Van Lindberg

January report not provided.

3.21   Dustin Ingram

  • [PSF] Ongoing work for PSF Executive Director search
  • [PSF] Reviewed PyPI development roadmap

4   Work Group Reports

4.1   Code of Conduct

  • Nothing to report at this time.

4.2   Funding

  • Nothing to report at this time.

4.3   Grants

  • See list of resolutions under “Votes Approved by Working Groups”

4.4   Sponsors

  • Nothing to report at this time.

4.5   Translation

  • Nothing to report at this time.

4.6   Marketing

  • Nothing to report at this time.

4.7   Jobs

  • Of the 373 Job submissions created in January 2022:
    • 103 have status approved
    • 9 have status archived
    • 7 have status draft
    • 148 have status expired
    • 62 have status rejected
    • 32 have status removed
    • 12 have status review

4.8   Trademarks

  • Nothing to report

4.9   Fellows

  • Reviewed and voted on Q4 Fellow nominations.

4.10   Packaging

  • Nothing to report

4.11   Infrastructure

  • Nothing to report

4.12   Scientific Python

  • Nothing to report

5   PSF Board Votes Approved by Email

RESOLVED, that the Python Software Foundation grant $2,500 to Kato Joshua for Python training and outreach in Uganda happening October-December 2021

Approved, 13-0-0, 2021-11-03

6   Votes Approved by Working Groups

  • None at this time.

6.1   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $2200 USD to the Go Girls: Code+Create training program starting November 11, 2021

Denied, 0-8-0, 2021-11-01

RESOLVED, that the Python Software Foundation Grants Work Group grant $1000 USD to the PyCon Tanzania conference happening December 01, 2021 in Arusha, Tanzania

Approved, 8-0-0, 2021-11-01

RESOLVED, that the Python Software Foundation Grants Work Group grant $4500 USD to the WWCode CONNECT Forward 2021 conference happening virtually November 18, 2021

Approved, 8-0-0, 2021-11-01

RESOLVED, that the Python Software Foundation Grants Work Group grant $ 1,595.99 USD to the Django Girls event happening virtually December 4, 2021 for the Antananarivo, Madagascar community

Approved, 8-0-0, 2021-11-15

RESOLVED, that the Python Software Foundation Grants Work Group grant $1500 USD to the Hamburg Python Pizza event happening December 11, 2021

Approved 8-0-0, 2021-11-19

RESOLVED, that the Python Software Foundation Grants Work Group grant $1,450 USD to the SpoonbillNest Youth Conference Girls in Coding Workshop happening December 8, 2021 in Elbasan, Albania.

Approved, 8-0-0, 2021-12-02

RESOLVED, that the Python Software Foundation Grants Work Group grant $7,586 USD to the OSUN PUG group for the Data Science workshop happening December 7, 2021.

Denied, 0-8-0, 2021-12-02

RESOLVED, that the Python Software Foundation Grants Work Group grant $499 USD to the Fourth edition PyCode Conference happening online December 2, 2021.

Approved, 7-0-0, 2021-12-13

RESOLVED, that the Python Software Foundation Grants Work Group grant $8,693 USD to the Ibadan PUG 2021 Symposium happening December 14, 2021.

Denied, 0-7-0, 2021-12-13

RESOLVED, that the Python Software Foundation Grants Work Group grant $1,130 USD (~1000 EUR) to the PyCampES event happening April 15, 2022 in Gerona, Spain.

Approved, 8-0-0, 2021-12-13

RESOLVED, that the Python Software Foundation Grants Work Group grant $5,000 USD to the Fifth annual PyCascades Conference happening virtually February 5, 2022.

Approved; 7-0-0, 2022-01-12

RESOLVED, that the Python Software Foundation Grants Work Group grant $9,899.98 USD to Mfon Eti-mfon for work with inQueerstigate.

Denied; 0-8-0, 2022-01-12

6.2   Sponsors

  • None at this time.

6.3   Scientific Python

  • None at this time.

8   New Business

  • The PSF discussed the Ghana consolidated grant proposal and voted on the following resolution:

    RESOLVED, that the Python Software Foundation grant $13000 USD to Python Ghana for hosting 11 PyLadies events, 8 PyData events and 42 user group events throughout Ghana in 2022.

    Approved, 9-0-1, 2022-01-25

  • The PSF discussed the nominees for the 2021Q4 Community Service Awards and voted on the following resolution:

    RESOLVED, that the Python Software Foundation award the 2021 Q4 Community Service Award to the following members of the PyCon JP Association, for their work organizing local and regional PyCons, the work of monitoring our trademarks, and in particular organizing the "PyCon JP Charity Talks" raising more than $25,000 USD in funds for the PSF: Manabu Terada, Takanori Suzuki, Takayuki Shimizukawa, Shunsuke Yoshida, Jonas Obrist.

    Approved, 10-0-0, 2022-01-25

9   Discussions

  • The board provided an Executive Director transition update and discussed criteria for potential candidates.
  • The board discussed grant requests and the allocation schedule of funds by the Grants Work Group.
  • The board discussed and voted on Community Service Awards for 2021Q4 as well as providing additional help for blog post updates for CSA announcements and status.

Meeting adjourned at 16:00 UTC.