28 May 2025

Minutes of a Regular Meeting of the Admin 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”).

May 28, 2025

**Attending: **Julie Hollek, Andy Terrel, Mridul Seth, Sanket Verma, Rosie Pongracz

**Executive Director: **Jim Weiss

**Not attending: **

Information:

• Addo is working to integrate the GitHub sponsors’ data into HubSpot.

Discussion Items:

• [Async] Meeting Minutes
• Follow ups
  • Jim - We did not previously make financial reports public
  • Sanket joined the infra meeting on Friday of last week. For permissions, Nicole said they’re working (Addo, Nicole, Arliss, etc.). Working on script to move data from GH sponsors to Hubspot. Infra committee hesitant to give github admin permissions. GH is looking to sunset sponsors on their platform.
    • Arliss and Nicole auditing github teams https://github.com/numfocus/infrastructure/issues/57
• [Mir] Financial Policies & Procedures Manual
  • Board feedback on the manual: putting finance committee charter + references to the newly created finance committee.
  • The Finance Committee charter partially lives in the Manual, and the Board can also have a second charter with additional information.
  • Manual is auditor approved and complies with GAAP and FASB. Contains internal controls which are required to be GAAP compliant.
• 2019-2023 Audit, Tax Preparation
  • Auditors and tax preparers are Montemayor Britton Bender of Austin, TX
  • Auditors can be of counsel to the finance committee on matters of tax and audit.
  • Audits are an annual requirement. Future audits may be federal audits given our amount of federal funding. Most grantors require audits.
• Budget call
  • July 14 - use 30 minutes to set up
    • On the 16th will have reports for the first two quarters
    • Proposal for revision of the budget
    • Proposed budget things to be addressed. Will have 2 weeks to review
  • July 28 - crab fit

Action Items:

• Figure out how to give MK admin permissions
• Schedule a budget review (July)
• figure out what we did before for our financial reports. Did we make it public? -> no
• Add board to NF Google Worksuite -> made a ticket
• add your contacts – Jim to ping us in the slack channel
• find out more about github sponsors
• add plan to this ticket: https://github.com/numfocus/infrastructure/issues/57
• share updated budget doc with the board finance committee language back in