Meeting minutes

2026-04-19 Annual Meeting

Location

Austin Public Library, Austin, TX

Date

2026-04-19 @ 3:00pm

Attendees

Kevin Horn, Jeremy Boyd, Mason Egger, Laura Santamaria

Agenda

• Directorships
• Financial Review
• New Business

Minutes

1. Directorships
2. President
   1. Jeremy nominates Mason, Kevin seconds, motion passes
3. Vice President
   1. Jeremy nominates Kevin, Mason seconds, motion passes
4. Financial Report
5. Conference Finances laura@pytexas.org
6. Revenue
   1. Sponsors: \~46k
   2. Attendees: north of 20k, to be finalized
   3. Total around 71k
      1. Still to be finalized: shirts, last-minute ticket sales
7. Expenses
   1. Conference \~64k
      1. Still to be finalized: A/V, Sli.do, last-minute food, a couple of smaller items
8. Takeaway: Likely 2-3k in the green
9. Donations are up
   1. Some Friends of PyTexas signed up at the conference
   2. Donation default raised from $5 to $10
   3. Lots of student tickets
10. Finance app and tracking
    1. Laura and Jeremy to meet April 25-26 to discuss, if needed
    2. Actual Budget under consideration
11. New Business
12. Taxes
    1. 2024 filed
    2. 2025 to be filed
13. Meetup/Local Grant Program
    1. Black Python Devs didn't sponsor the Conference, sponsored the Foundation
       1. 20% of their sponsorship goes to PyHouston
    2. Dawn Wages donated her keynote honorarium to PyLadies
       1. $500, \~$250 already spent on food for the first meeting
    3. Smaller version of PSF grant system
    4. Can probably allocate $1-2k
14. Proposal from Laura
    1. Opportunity to sub-lease storage, could be $500/yr or less
15. Discussion of structural commitments vs. easily-ended ones
    1. Meetup is the only major structural cost we have
    2. Infrastructure needs to move to the new DigitalOcean account
16. Banking
    1. Recent bank problems would have been avoidable with a credit card
    2. Look into a cash-back card
17. Adjournment

2025-04-13 Annual Meeting

Location

Austin Public Library, Austin, TX

Date

2025-04-13 @ 3:00pm

Attendees

Kevin Horn, Jeremy Boyd, Mason Egger, Laura Santamaria

Agenda

• Directorships
• Financial Review
• New Business

Minutes

1. Directorships
2. Secretary
   1. Mason nominates Jeremy, Kevin seconds
   2. Confirmed
3. Financial Report
4. Conference Finances laura@pytexas.org
5. Revenue
   1. Sponsors: 40750
   2. Attendees TBD
   3. Total around 71k
6. Expenses
   1. Conference \~40k
7. Takeaway: Likely 20-30k in the green
8. New Business
9. Meetup/Local Grant Program
   1. PyHouston wants to print t-shirts
   2. Black Python Devs didn't sponsor the Conference, sponsored the Foundation
      1. 20% of their sponsorship goes to PyHouston
   3. Smaller version of PSF grant system
   4. Can probably allocate $1-2k
10. Discussion of structural commitments vs. easily-ended ones
    1. Meetup is the only major structural cost we have
11. Need to move away from Greenhouse
12. Discussion of new level of tax burden, will likely need to move away from postcards
13. Retro topics
    1. More volunteers / backup
14. 20 years of PyTexas
15. Adjournment

2024-04-21 Annual Meeting

Location

Austin Public Library, Austin, TX

Date

2024-04-21 @ 11:20am

Attendees

Kevin Horn, Jeremy Boyd, Mason Egger

Agenda

• Directorships
• Financial Review
• New Business

Minutes

1. Directorships

2. President Election

   1. Jeremy Boyd nominates Mason Egger

   2. Kevin Horn seconds

   3. Confirmed

3. VP Election

   1. Jeremy Boyd nominates Kevin Horn

   2. Mason Egger seconds

   3. Confirmed

4. Treasurer Election

   1. Mason Egger nominates Jeremy Boyd

   2. Kevin Horn seconds

   3. Confirmed

5. Financial review

6. Projected Foundation Expenses

   1. Minimal, around $1k – should project at conference post-mortem

7. Projected Meetup Expenses

   1. Around $3k per latest review

8. Projected 2025 Conference Expenses

   1. Around $35-40k as of last accounting

9. Financial review meeting planned for May 6, 2024 and Jeremy to update the Board

10. New business:

11. Additional Fundraising

    1. Friends & Meetup launched today

12. Fall Single Day Unconference

    1. Bare minimum, partner w/ a university, DFW or SA

    2. Program

       1. Keynote speakers

       2. Stickerboard w/ ideas + voting

       3. Grab a room and talk

       4. Laura would be a good resource to talk to about this

       5. Ignite talks?

    3. Charge as little as possible

    4. Next step: find people in Dallas to reach out to

2023-04-02 Annual Meeting

Location

Austin Public Library, Austin, TX

Date

2023-04-02

Time

11:20am

Attendees

Kevin Horn, Jeremy Boyd, Mason Egger

Agenda

• Directorships
• Financial review
• New business:
  • Bank acct logistics
  • Succession planning for Jeremy

Minutes

• Directorships
  • Kevin moves to elect Jeremy as Secretary for 2-year term
  • Mason seconds, carries
  • Jeremy Secretary until 2025-04-02
• Financial review
  • Final details to be covered Monday morning
  • How to disposition H-E-B gift cards?
  • Options:
    • 3rd party website that will make us take a haircut
    • Sell at face value to someone near a lot of H-E-Bs
      • Jeremy willing to do so if needed
• New business:
  • New bank acct needed
    • Decision: Jeremy to add Mason & Kevin as cosigners on the UFCU acct
  • Jeremy wants to find a replacement for Conference Finance Chair by 2025
    • Ideally, 2024 is last year of direct involvement in conference
    • Can maintain advisory role on the Board

2022-03-26 Annual Meeting

Location

Austin Public Library, Austin, TX

Date

2022-03-26

Time

4:00pm

Attendees

Kevin Horn, Jeremy Boyd, Mason Egger

Agenda

• Directorships
• Financial review
• New business:
  • Semi-annual vs. annual meetings

Minutes

• Directorships
  • Jeremy proposes that we elect Mason as President
  • Kevin seconds
  • All say aye (Jeremy, Kevin)
  • Point of info: effective 2 years starting today
  • Jeremy proposes that we elect Kevin as Vice President for 2 years
  • Mason seconds
  • All say aye
  • Kevin moves we elect Jeremy for a term ending 1 year from today
  • Mason seconds, all say aye
• Financial review
  • Est. 11.6k remaining after conference
• Jeremy proposes annual meeting instead of previously agreed-to semiannual one
  • Primary reason: 6 months out of the year, we do nothing. In the months leading up to the conference, we meet and discuss regularly.
  • All agree!

2021 and earlier

All prior meeting minutes may be requested by emailing us.