4 June 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”).

June 4, 2025

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

**Executive Director: **Jim Weiss

**Not attending: **Andy Terrel

Information:

• Future financial reporting coming to a board meeting near you
  • Introduction to financial reporting - overview of the required reports to the board
  • Fundraising update
• Audit Results
  • Bottom Line Up Front (BLUF): This is a very clean audit that says our financial statements and practices are in good order and that we can, as an organization, be trusted with people's money and that there's no evidence of fraud or theft. There were no significant audit violations noted. We really could not have hoped for a better outcome

Discussion Items:

• Meeting Minutes
• Follow ups
  • Budget Review meeting: July 29, 11-12:30
  • Got some pushback on adding the board to google workspace probably need to ask Nicole to come to the meeting to discuss
    • Most on staff don’t have access to everything
    • Some folders need to remain confidential (such as PII, HR, payroll) so doesn’t mean board needs to have ‘admin’ permissions
  • Sharing of contacts from Board for fundraising
    • Spreadsheet probably already exists
    • Marc made a new spreadsheet too
    • Marc can follow up live/async to talk to Board members about who they know. We have created this spreadsheet multiple times and Marc should find in fundraising notes/folder. Marc needs to drive this. Put into Hubspot and note where/who contact came from
• [Mir] Financial Policies & Procedure Manual Board Approval
  • Approve new financial policy manual
  • Resolution: Motion to approve the Financial Policies & Procedure Manual
    • Motion by Sanket, Second by Julie
    • Vote: Passes 4/0/1
• [Mir] Finance Committee
  • We will use the finance committee for the midyear review
    • Finance committee would review the midyear budget and then make a recommendation to the board
  • Finance Committee needs to recommend Audit approval to the board
  • Typically: chaired by treasurer and made up of financial director, ED, President (See Article 4 Section 7 of the Bylaws)
    • Mridul, Rosie, Mir, Jim (for now)
    • Mir to schedule a meeting

Action Items:

• Schedule a budget review (July)
• Add board to NF Google Worksuite -> made a ticket
• add your contacts – Jim to ping us in the slack channel
• [Andy] find out more about github sponsors winding down their program
• [Rosie] connect with Z on communications committee
• add plan to this ticket: https://github.com/numfocus/infrastructure/issues/57
• share updated budget doc with the board finance committee language back in