14 Feb 2018
Minutes of a Regular Meeting of the Board of Directors of NumFOCUS. All votes are reported in the form “(Y/N/A)” (in favor-Y‚ opposed-N‚ abstentions-A; e.g. “4-1-2” means “4 in favor, 1 opposed, and 2 abstentions”).
Participating: Leah Silen, Andy Terrel, Didrik Pinte, Ralf Gommers,
Not Attending: Jennifer Klay, Lorena Barba
Approval of Minutes from last meeting: -
Items Voted on by Email: -
Treasurer’s Report: the 2018 Budget for NumFOCUS was discussed
Executive Director’s Report: discussed
Matthew Turk resigned. Will write a blog post to thank Matt for his work.
Checking the bylaws: are we okay as is with a board of 5, or do we need to update the bylaws again? Relevant sections of the Bylaws:
1. The corporation shall have a minimum of 3 and a maximum of 9 directors and collectively they shall be known as the board of directors. The initial board shall begin with 5 directors. The number of directors may be changed by resolution adopted by a majority of the board of directors. At all times the board will consist of an odd number of directors. 2. Section 5. Election and Term of Office Each person named in the Certificate of Incorporation or elected by the incorporator(s) at the organization meeting, as the case may be, as a member of the initial Board of Directors shall hold office until his or her successor shall have been elected and qualified or until his or her earlier resignation, removal or death. The Board of Directors shall elect directors. Nominations for individual board members shall be taken from current board members, NumFOCUS members, and the public. Positions will be filled by the affirmative vote of a strict majority. All board elections are carried out by the current board in office prior to the election. Each director shall hold office for a two-year term for which he or she is elected and until his or her successor shall have been elected and qualified or until his or her earlier resignation, removal or death.
So yes, board of 5 is okay as is.
Do we still want to do a new election? Should it be member driven?
- Make a plan to have election by June. Come up a plan to do a membership based vote.
- Have processes documented on work and roles
- How budgets get created
- How do elections happen
- Book of resolutions (action Ralf)
2. Budget 2018
Budget Discussion and Approval discussion (continued from last meeting):
Items Leah was looking into:
- John Hunter matplotlib summer fellowship - the proposed 40K has been carried over from the proposed amount in 2015, of that amount, $6,392 has been donated by individuals. $5K was donated last year. JH Fellowship, about $6000 of donations have come in for that. Matplotlib wanted to run a summer fellowship, that does not require $40k. Lower the amount to $20k for now, check with the Matplotlib team what they actually need (a student would be way less).
- NumFOCUS Event (to be named): Looks like a promising idea, let’s work it out in more detail. $70-80k seems too optimistic, putting in $35k as extra event income seems feasible. Updated the budget with that number.
- NF Summit: take down to $78k, that’s what’s in the Sustainability budget.
- $20k for conferences: Leah says that this cannot go down much more.
- After these changes, the budget is now balanced.
Approval: motion to approve by Andy. Unanimously approved (3/0/0)
3.SciPy Sponsorship for Diversity Scholarships
Are we donating $6,000 again?
Motion to approve $6,000 by Andy. Approved (3/0/0)
Do we want to submit a NumFOCUS talk? Yes, Andy can submit coordinate with Ralf’s keynote.
4. Small grants for conference organizers
Idea (Jennifer): providing small grants to conference organizers to implement initiatives from the DISCOVER Cookbook when planning their conferences.
Tabled until we have explanation for the budget for this.
5. Sustainability Program
Year 2 Plan document discussed. This is only an outline of the approach. A roadmap is being worked on by Christie, still needs to be shared with the board.
Continue clarification of who gets to use pydata.org domains and criteria for affiliated projects. (see meeting minutes 31 Jan 2018)
Statement that the board can make exceptions (for use of pydata.org and the pydata Github org) as needed:
- To use assets (pydata.org, GitHub, mailing list (firstname.lastname@example.org)) when a project doesn’t have an “active” community, an application to the board should be made.
- Listing on the webpage, small grants and GSOC still need to apply for affiliated project status.
These criteria seem clear now, Leah says this is enough information to go ahead and update the website.
7. NumFOCUS 2020
- A concept document was discussed.
- The group of people involved wants to make NumFOCUS the place to best raise money for our projects (“funding quilt”).