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PSF Meeting Minutes for March 22, 2022

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Title: 2022-03-22 PSF Board Meeting Minutes Encoding: utf-8 Author: psf at Content-Type: text/x-rst

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

March 22, 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 2:00 UTC, on March 22, 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 (10 of 12) were present at the meeting: Jeff Triplett, Thomas Wouters, Dustin Ingram, Lorena Mesa, Débora Azevedo, Jannis Leidel, Marlene Mhangami, Tania Allard, Kushal Das, Van Lindberg.

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

2   Minutes of Past Meetings

Minutes from prior meeting February 24, 2022:

RESOLVED, that the Python Software Foundation approve the minutes at as representing a true and accurate record of the February 24, 2022 meeting.

Approved, 9-0-0

3   Board and Staff Monthly Reports for March 2022

3.1   Thomas Wouters

  • Regular meetings with direct reports (weekly/bi-weekly).
  • Kept staff up to date with ED search, reviewed contract for the new ED.
  • Signed contracts and invoices.
  • Reviewed financials and budgets.
  • Met with Capital One to discuss collaborations and open-source work.
  • Worked on the Annual Impact Report intro letter.
  • Kept up to date on PyCon US progress, reviewed outgoing communications.

3.2   Jackie Augustine

PyCon US
  • Launched the talk, charlas, tutorial, poster schedule
  • Worked with committees to develop and launch Language, Education, Typing, Maintainers, Packaging Summits, and Mentored Sprints webpages.
  • Reviewed, tested and launched registration for tutorials, summits, sprints
  • Managed communication with AV onsite team and consulting team
  • Planned allocation for events and AV, electrical needs
  • Worked with team on integration of vaccine verification, badge printing, online attendees
  • Worked on ordering of supplies: face masks, ribbons, badge holders
  • Worked on signage needs
  • Assisted team in managing sponsor deliverables
  • Met with PyLadies Auction committee, worked with venue on meal plan
  • Drafted Speaker email with onsite information
  • Drafted and sent PyCon Newsletter
  • Began draft of first attendee email
  • Many other daily PyCon planning pieces
  • 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 and @pycon-reg
  • 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 and PyCon US
  • Weekly PyCon US Team Call
  • Daily one on one calls with Director of Events
  • Working with Startup Row companies at PyCon US
  • Working with TriCord on PyCon US conference layout and Expo Hall
  • PyCon US Active
  • Continuing to build out PyCon US conference website
  • Weekly tracking of PyCon US Sponsorship Benefits

3.4   Laura Graves

  • Ongoing accounts payable responsibilities
  • Managed Grants Work Group
  • PyCon 2022 Travel Grant correspondence
  • PyCascades 2022 Per Diem reimbursements

3.5   Loren Crary

  • Created & launched PSF Spring Fundraiser
  • Corresponded with potential sponsors about sponsorship terms and answering questions
  • Met with potential sponsors by video call
  • Maintained and updated records of sponsorship application and finalized sponsorship details
  • Processed sponsorship applications
  • Delivered draft sponsor contracts and negotiating changes with the support of counsel
  • Corresponded with sponsors post-finalization - provided deliverables, how to use the sponsor dashboard, etc.
  • Sent out notifications to sponsors regarding sponsor workshops.
  • Tracked status of unfinalized sponsorships and sent reminders.
  • Drafted and sourced content for Annual Impact Report
  • 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

March report not provided.

3.7   Ee Durbin

March report not provided.

3.8   Phyllis Dobbs

  • PyCon US
    • Issue round 2 travel grant awards and manage questions from recipients.
    • Apply for PyCon US 2022 event insurance
    • Assist Jackie with contract review and vendor management
    • Support Loren on sponsor contact issues
  • Fiscal Sponsorees
    • PyCascades - Approve per diem request form for staff/volunteers/speaker and finalize financials for the 2022 conference
    • PyLadies - calls re: managing worldwide swag, travel grants for PyCon, annual auction discussions, etc.
    • Dask Summit - call with prospective fiscal sponsoree and send recommendation to Finance Committee. Will be tabled until new ED is hired.
  • General
    • Prepare 2021 annual report financial data and update long-term grant trends data
    • Schedule Finance Committee 2020 Audit review
    • Issue 2021 1042
    • Back-end support on SunTrust to Truist bank transition
    • Ongoing accounting, treasury, insurance, payroll, and human resources issues for the PSF

3.9   Shamika Mohanan

March report not provided.

3.10   Łukasz Łanga

March report not provided.

3.11   Lorena Mesa

  • [PSF] Attended and participated in board meetings, created March agenda
  • [PSF] Participated in the PSF Grants Workgroup, Code of Conduct, Finance Committee, and Executive Director search
  • [PSF] Planning PSF Board PyCon Executive Meeting
  • [PyLadies] Continued discussion and planning for Pyladies Auction 2022
  • [Community] Prepare PyTexas keynote on PSF update

3.12   Thomas Wouters

  • PSF: Participated in board meetings, mailing list discussions, Slack.
  • PSF: Participated in the Finance, Fellow, PyCon US and Executive Transition committees.
  • Steering Council: Participated in weekly SC meetings and PEP review.
  • Steering Council: Started preparations for PyCon US keynote.
  • Steering Council: Rejected and accepted several PEPs, and wrote communication about them.
  • Steering Council: Bi-weekly meetings with the Developer-in-Residence.

3.13   Jeff Triplett

  • [PSF] PSF ED final interviews and discussion
  • [PSF] PyCon Committee
  • [PSF] Conduct WG bi-weekly meetings (group didn’t meet this month)
  • [PSF] Finance Committee slack (postponed audit meeting)
  • [DEFNA] Board meeting and new director interviews
  • [DEFNA] DjangoCon US budget and misc work
  • [Community] monthly conference organizer’s meetup

3.14   Joannah Nanjekye

March report not provided.

3.15   Jannis Leidel

March report not provided.

3.16   Débora Azevedo

March report not provided.

3.17   Kushal Das

March report not provided.

3.18   Marlene Mhangami

March report not provided.

3.19   Nina Zakharenko

March report not provided.

3.20   Tania Allard

  • [PSF] - ED recruiting interviews and discussion
  • [PSF] - PyCon committee duties
  • [PSF] - CoC-WG duties (no meeting these past weeks)
  • [Community] - Various conference presentations (GitHub presente, Docker community all-hands)
  • [PyCon committee]- aid with communications and planning
  • [Community] - provide support as needed to folks running mentored sprints on their own
  • [PyLadies] - monthly meetings
  • [PyLadies] - PyCon activities planning
  • [CPython] - GitHub issues migration discussions and tasks

3.21   Van Lindberg

March report not provided.

3.22   Dustin Ingram

March report not provided.

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 625 Job submissions created in March 2022:
    • 159 have status approved
    • 8 have status archived
    • 35 have status draft
    • 280 have status expired
    • 67 have status rejected
    • 57 have status removed
    • 19 have status review

4.8   Trademarks

  • Nothing to report at this time.

4.9   Fellows

  • Nothing to report at this time.

4.10   Packaging

  • Reviewed responses to the PyPI RFP
  • Voted to add Jannis Leidel as a voting member. See resolution under “Votes Approved by Working Groups”.

4.11   Infrastructure

  • Nothing to report at this time.

4.12   Scientific Python

  • Nothing to report at this time.

4.13   Diversity & Inclusion Work Group

  • Nothing to report at this time.

6   Votes Approved by Working Groups

6.1   Grants

RESOLVED, that the Python Software Foundation Grants Work Group grant $4,000 USD to Mariangela Petrizzo for Matplotlib Documentation Spanish Translation work happening in 2022.

Approved, 8-0-0, 2022-02-25

RESOLVED, that the Python Software Foundation Grants Work Group grant $4,000 USD to Francisco Palm Rojas for developing a library for Risk Analytics based on Montecarlo Simulation.

Approved, 7-0-0, 2022-03-11

6.2   Packaging

RESOLVED, that the Python Software Foundation Packaging Work Group convert Jannis Leidel to a voting member.

Approved, 4-0-0, 2022-03-11

6.3   Sponsors

  • None at this time.

6.4   Scientific Python

  • None at this time.

8   New Business

  • The PSF discussed the hiring of Deb Nicholson as Executive Director of the PSF and voted on the following resolution:

    RESOLVED, that the Python Software Foundation hire Deb Nicholson as Executive Director. The Executive Director shall be a full-time employee of the PSF. The Executive Director will report to the Board of Directors, who will set the job description and compensation for the Executive Director. Current PSF staff will report to the Executive Director as of the effective hire date.

    Approved, 9-0-0, 2022-03-22

  • The PSF discussed the CodeUp Virtual Blockchain Summit grant proposal and voted on the following resolution:

    RESOLVED, that the Python Software Foundation Board grant $3,100 USD to the CodeUp Virtual Blockchain Summit happening virtually on March 25, 2022.

    Denied, 0-9-0, 2022-03-22

  • The PSF discussed the PyCon DE & PyData Berlin 2022 grant proposal and voted on the following resolution:

    RESOLVED, that the Python Software Foundation Board grant $10,000 USD to the PyCon DE & PyData Berlin 2022 event happening in Berlin, Germany on April 11, 2022.

    Approved, 10-0-0, 2022-03-22

9   Discussions

  • The board provided an updated on the ED search and voted to hire Deb Nicholson as Executive Director of the PSF.
  • The board discussed the PSF's crypto currency policy and voted on a grant request supporting crypto currency.
  • The board discussed and voted on providing financial support to PyCon De and PyData Berlin 2022.
  • The board began discussion on CSA 2022 Q1 recipients and moved to continue the discussion and voting process via email.

Meeting adjourned at 3:00 UTC.