PSF Meeting Minutes for March 31, 2021

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

March 31, 2021

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 21:00 UTC (GMT/Zulu), on March 31, 2021. Betsy Waliszewski took notes/minutes with the assistance of Ewa Jodlowska.

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
3 Board and Staff Monthly Reports for March 2021
- 3.1 Ewa Jodlowska
- 3.2 Jackie Augustine
- 3.3 Betsy Waliszewski
- 3.4 Ee W. Durbin, III
- 3.5 Phyllis Dobbs
- 3.6 Laura Graves
- 3.7 Joe Carey
- 3.8 Morgan Mayo
- 3.9 Lorena Mesa
- 3.10 Jeff Triplett
- 3.11 Kushal Das
- 3.12 Jannis Leidel
- 3.13 Katie McLaughlin
- 3.14 Marlene Mhangami
- 3.15 Dustin Ingram
- 3.16 Anna Ossowska
- 3.17 Thomas Wouters
- 3.18 Christopher Neugebauer
- 3.19 Nina Zakharenko
4 Work Group Reports
- 4.1 Code of Conduct
- 4.2 Sponsors
- 4.3 Marketing
- 4.4 Jobs
- 4.5 Trademarks
- 4.6 Fellows
- 4.7 Packaging
- 4.8 Infrastructure
- 4.9 Scientific Python
- 4.10 Funding Work Group
- 4.11 Diversity & Inclusion Work Group
5 Votes Approved by Email
6 Votes Approved by Working Groups
- 6.1 Grants
- 6.2 Sponsors
- 6.3 Scientific Python
7 Consent Agenda Resolutions
8 New Business
9 Discussions

1 Attendance

The following members of the Board of Directors (10 of 13) were present at the meeting: Lorena Mesa, Jannis Leidel, Jeff Triplett, Christopher Neugebauer, Thomas Wouters, Dustin Ingram, Katie McLaughlin, Van Lindberg, and Ewa Jodlowska.

Betsy Waliszewski (Event Planner and Administrator), Jackie Augustine (PyCon Manager), Phyllis Dobbs (Controller), Joe Carey (Accounting Manager), Ee W. Durbin III were also in attendance.

2 Resolutions

Minutes from prior meeting February 24, 2021:

RESOLVED, that the Python Software Foundation approve the minutes at https://mail.python.org/archives/list/psf-important@python.org/thread/I3M2BLHX22PUFGUTG6O2FSYRHTDMA27C/ as representing a true and accurate record of the February 24, 2021 meeting.

Approved 7-2-0

3 Board and Staff Monthly Reports for March 2021

3.1 Ewa Jodlowska

PyCon
- Attended PyCon Committee meeting
- Attended weekly meeting planner call
- Continue to attend sponsor calls and help with negotiations
- Continue to review sponsor communications and handle sponsor communications each Friday and when Sponsor Coordinator was out..
- Continue to track benefits with team, review contracts, and work on updating python.org.
- Started on-boarding Director of Resource Development with PyCon
- Assisted Event Manager with outlining design needs & attended design meeting with vendor
- Did a walk through of Hubilo with Event Manager
PSF
- Worked with Director of Infrastructure on grant for Packaging Project Manager
- Worked with Steering Council to finalize Developer-in-Residence job description
- Had two calls with potential consultants to help facilitate a board discussion.
- Prepared CiviCRM by adding new sponsorship contacts and creating two reports for DoRD to use. Added notes from group docs into sponsorship records
- Recorded short video for PyLadies IWD event
- Recorded staff portion of the Members Meeting video with Controller
- Recorded podcast with William and Colton from Django
- Prepared for on-boarding Director of Resource Development and started on-boarding March 22
- Attended regular Code of Conduct WG meetings and helped take notes.
- Cleaned up Fellows in our membership database and contacted those we did not have country information for. Director of Infra assisted me with tackling the responses.
- Continue to update sponsorship benefits for PyPI team
- Continue to attend weekly Steering Council meetings and help take notes. I continue to review necessary Discourse discussions. Currently working on job description for Developer in residence.
- Continue to create & publish PSF newsletter every other month
- Monthly individual goal review
- Monthly meeting with chairperson to prepare agendas
- 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 Sponsorship Coordinator, Event Manager, Finance Controller, and Director of Infrastructure regularly and regular communications via Slack. Continue to support the staff in any way possible.

3.2 Jackie Augustine

PyCon

Finalized AV support for PyCon virtual requirements

Launched PyCon storefront

Onboarding with Hubilo on the virtual platform - multiple sessions

Prepared details for design needs for PyCon

Finalized plans and launched webpages for PyCon Summits

Communicated with Lightning Talk and Open Spaces teams

Launched PyCon Storefront

researched options for offering international ordering of t-shirts

Worked with Startup Row team to launch applications for participating at PyCon

Participated in multiple calls with sponsors discussing the new sponsorship program

Worked with the Program, Tutorial, Charlas, Poster Committees on final review process

Drafted the Speaker Guidelines to send to accepted presenters

Prepared details for building of the conference schedule

Worked with the Financial Aid Team on final steps and communications

Drafted details for benefits to provide sponsors

Drafted details specific to PyCon benefits to provide sponsors

Drafted step by step guide to creating virtual booths

Continued to update the PyCon site with new sponsors

Continued to update the sponsorship benefits spreadsheet with details and deadlines

Continued to monitor registrations and reply to registration emails

Worked with corporate groups to provide registration process, invoice, and voucher codes

Daily communication with team about sponsorship packages and contract items

Planned and attended PyCon Committee meeting and planned for next 2

Planned and attended meeting for PyLadies Auction

Weekly team calls

Weekly one on one calls with team members

3.3 Betsy Waliszewski

PyCon
- Attended weekly meeting planner call
- Attended monthly meeting with PyCon committee
- Conducted additional follow up meetings with PyCon sponsors to discuss 2021 participation
- Participated in bi-monthly PyLadies Auction calls
- Participated in a walk-through of the Hubio virtual planform with event manager
- Participated in multiple calls with sponsors interested in PyCon
PSF
- Logged in contributor agreements
- Responded to general PSF email
- Weekly 1:1 with Executive Director
- Continued routine tasks of keeping records up-to-date
- Managed community mailing list subscriptions
- Managed voting memberships self-certifications - logged in new contributing and managing members
- Continued taking notes at board meetings, posting minutes and approved resolutions
- Continued to help with our social media presence through Sprout Social
- Helped out with grant notifications
- Completed social media promotion for Python Developer survey results.
- Updated sponsorship benefits spreadsheet
PSF Sponsorship
- Managed new sponsor applications
- Completed updates to annual impact report
- Participated in multiple sponsor calls
- Managed social media promotion of new sponsors
Fundraising
- Launched PSF and Python anniversary membership drive campaign that began on March 1, 2021. 760 new members, 79 new/renewing supporting members, and 130 self-certified managing or contributing members joined.
- Recorded 9 interviews with Python influencers for our upcoming Community Video Project. Video will debut at PyCon US 2021.

3.4 Ee W. Durbin, III

Collaborating with Executive Director on Bloomberg Grant and development of associated Project/Community Manager Role
Assisting Event Manager with us.pycon.org features to support 2021 conference
Research advertisement servers for displaying PSF Sponsor logos across services
Reacting to reports and scanning for ongoing spam/dependency confusion uploads to PyPI
Supporting PyPI users and contributors
Coordination with Fastly regarding major deprecation coming to PyPI (non-SNI clients)

3.5 Phyllis Dobbs

No report submitted.

3.6 Laura Graves

Ongoing accounts payable responsibilities
Reviewed PyCon financial aid applications
Reviewed charges from bank accounts for accuracy and reasonableness
Discussions with PyLadies council around joining the PSF as an official fiscal sponsoree
Drafted 1042s
Rolled forward 2020 spreadsheets to 2021
Reviewed groups in Meetup Pro network for inactivity and made recommendations for removal
Started reimbursements for PyCascades financial aid
Researched U.S. sanctions related to possible sponsorship

3.7 Joe Carey

No report submitted.

3.8 Morgan Mayo

Started March 22 and is working on on-boarding
Assisting with PyCon US and Q2s fundraiser

3.9 Lorena Mesa

PSF - Chair duties - met with Ewa to prep March agenda, prototyping on some of the format/tooling for running the meeting, as well as promote agenda items within the Board for discussion.
PSF - Board - Participated in email, Slack, and chat discussions.
PSF - Code of Conduct WG - attended bi-weekly meetings and contributed to discussions.
PSF - Grants WG - participated in grants reviews on mailing list.
PSF - Finance Committee - participated in email discussion(s)
PyLadies - Helped host & organize & speak at PyLadies' International Women's Day events (https://iwd.pyladies.com) as well as collaborate on press promotion of PyLadies with Business Insider & GitHub
PyLadies - Setup PyLadies advisors group for PyLadies Global Council to meet with / be mentored by for ongoing support

3.10 Jeff Triplett

PSF - Board - Participated in email, Slack, and chat discussions.
PSF - Code of Conduct WG - bi-weekly meetings and discussions.
PSF - Finance Committee - Emails mostly.
PSF - Met with chair to give feedback on project structure and meeting flow. Much excite.
PSF - Participated in email, Slack, and chat discussions.
PSF - PyCon US Committee meeting and discussions.
Outreach - Co-hosted monthly Python organizers hangout in March
Outreach - Helped community members with job leads and walk through a few interviews.
Outreach - Met with a few community members who reached out.
DEFNA - Participated in email, Slack, and chat discussions.
DSF - I participated in email, dms, and chat discussions.

3.11 Kushal Das

No report submitted.

3.12 Jannis Leidel

PSF: The usual comms work (mailing lists, Slack, Twitter)
PSF: Finance Committee, comms only
PSF: Connected German journalists with local Pythonistas to write about Python
DSF: Helped with handover of djangosnippets.org maintenance to Django Ops team
PSF: Connected German journalists with local Pythonistas to write about Python
Jazzband: Regular maintenance
Jazzband: Continued feature development for improved team communication in Jazzband org
Jazzband: Finished most of migration from Travis-CI to GitHub Actions (>50 projects)
Jazzband: Updates to CI setup for Django's new "main" branch (~30 projects)
Jazzband: Followed up on PSF fiscal sponsorship application

3.13 Katie McLaughlin

PSF - Participated in email and Slack discussions
PSF - Participated in PyLadies IWD Chicago
PyCon AU - Ongoing organisation, communications reaching out to new organiser volunteers
DjangoCon AU - Communications reaching out to attract potential 2021 organisers

3.14 Marlene Mhangami

PSF - Participated in email and Slack discussions
D&I WG - Organising for D&I WG panel session at PyCon US
D&I WG - Organising for D&I WG panel awareness video
D&I WG - Slack and email discussions
PyCon Africa - Continued discussions about this years conference and organisation structure
Outreach - Keynote at SheCodeAfrica conference

3.15 Dustin Ingram

PSF: Discussions with Nvidia
PyPA: Continued maintenance and maintainership of projects including PyPI
PyPA: Discussions about Tidelift and GitHub Sponsors

3.16 Anna Ossowska

Hosted a PyLadies London meetup
Working on 2 more PyLadies London meetups for the upcoming months
Had a meeting with Lorena and Jeff to discuss PSF director responsibilities
Worked on a draft "PSF Director responsibilities" document

3.17 Thomas Wouters

PSF - Participated in PyCon US committee, board mailing list, Fellows committee.
Steering Council - Participated in weekly SC meetings and PEP review.
Steering Council - responded to CoC violations on python-dev.
Steering Council - worked on PyCon US presentation and Developer-in-Residence position.

3.18 Christopher Neugebauer

PSF - Participated in PyCon US committee, board mailing list
PyCon AU - provided code of conduct/incident response guidance

3.19 Nina Zakharenko

PyCon - Organized a meeting between PyCascades and PyCon organizers and prepared a presentation to provide an overview of PyCascades, tips for creating interactive experiences, and guidelines for what worked well and what could have gone better.
PyCon - Working on accepted PyCon 2021 conference talk.
PyCascades - Wrapping up a few outstanding post-conference tasks & communication.
PSF - Participated in Slack conversations and reviewed mailing list discussions.

4 Work Group Reports