Monthly PyLadies Meeting Notes: Tuesday, Jan 9, 2024 10PM UTC

[econchick]

PyLadies Global Meeting

• Date: Jan 9, 2024
• Previous meeting issue link: #141
• Current meeting attendees: @BethanyG @MmeMarieLouise @JUpani @Sonacrystal @trallard @econchick and Phyllis Dobbs

Agenda

Please add items as needed. If you add a topic please make sure to attend the meeting.

Project Updates

1. Project Comms (Slack: #project-communication / Repo: https://github.com/pyladies/project-communications)

2. Project Admin & Logistics (Slack: #project-admin-logistics / Repo: https://github.com/pyladies/project-admin-logisitics )

3. Project Tech & Infra (Slack: #project-tech-infra / Repo: https://github.com/pyladies/pyladies )

Review Actions Items from Last Meeting

Action Item	Owner	Relevant links	Completed

New Business

• [x] Updates re: PyLadies auction & Lunch @ PyCon US - Phyllis
  • lunch:
    • got space now
    • up to 180 people (almost double last year)
    • launching registration soon
  • auction: massive ballroom on site in convention center
    • up to 1000 - but won't have it that big
    • raffle this year
    • space is a little weird ¯\(ツ)/¯
    • Doug hasn't responded
    • not a lot to prepare for
    • just making sure we got our auctioneers
    • ticket pricing is the same as last year; registration is already launched
  • Any deadlines for us? other requests
    • just getting auctioneers squared away
    • once lunch registration is available, help needed to post social media about it
    • need help getting donation - request for help posting on social media
      • do we have a prospectus?
        • no - maybe collect photos and quotes
        • must have permission to use any photos we post (photographer and subject)
    • february or march - need to figure out how much $$ to give to financial aid recipients
• [x] PyLadies conference - Phyllis
  • call to talk about Hubilo
    • few hiccups
    • don't know if that platform will be good for us going forward - may be too many bells & whistles
    • total cost to PyLadies for the platform: $1000 (saved a few thousand dollars)
  • $10,500 in sponsorships, had a few costs
    • still outstanding: whether any appreciation gifts are going to be given to volunteers, speakers, etc
    • Net: at least a few thousand dollars made 🎉
• [x] PyLadies Kit - @econchick

Old Business: Follow up items from prior meeting:

• [x] Gently nudge @Mariatta for proposal update - @econchick
• [x] First draft - put together a microprocess proposal for requesting funds, and limits by Friday, Dec 22nd - @MmeMarieLouise
• [x] Everyone read Cheuk's proposal for a PyLadies award by next meeting
  • @MmeMarieLouise
    • nice idea, to support members, recognize members
    • not sure: have to find a committee to review application every year
    • not sure about the supporting structure, maybe needs to be thought out a bit more
  • @econchick can we be like PSF's process?
  • Phyllis:
    • multiple CSAs a year; DSA less than once a year
    • CSA: $599 award + pycon entrance
    • no committee
  • @trallard might make sense to have a separate committee since it's a different type of award
    • might be nice to present award at PyCon US, maybe at Auction
    • maybe provide scholarship to the awardee(s) to attend PyCon US and receive award
  • @BethanyG
    • like the idea of presenting the award in front of the python community, not just pyladies conf
  • test the waters with 1 - 2 award and present them at the auction
  • announce on social media
  • could we present alongside CSA award presentations at PyCon
    • might depend on how many awards we want to do
    • Phyllis to ask Deb
  • committee - 7 members + commitment level, it may be tough
  • first time: simplify as much as possible, maybe re-use an existing committee
    • refine it as years go by
    • the council could prob do it at first
    • could solicit help from Global Advisors
  • what could we give awardees?
    • a plaque?
    • PyCon Conf ticket?
    • travel assistance for first conf to receive award
    • money may not be a good idea
    • maybe offer time w/ a notable person, maybe to help grow in their career
    • unique swag?
    • certificate of recognition
    • a pin
    • a medal
    • necklace
  • rolling nomination, deadline to time it by pycon us and whatever physical needs to be ordered, awardee to book travel
  • if a nominee is a part of the review committee, they should abstain rather than be removed from nomination
  • next steps:
    • @econchick to draft a response
    • rest of council to async review / give input on response
    • get our sh*t together now to be able to give inaugural awards by PyCon US 2024

Action Items and Assignees for Next Meeting

Action Item	Owner	Relevant links
next meeting: talk about how much $ to set aside for pyladies financial aid recipients	@econchick
Gently nudge @Mariatta (again) for proposal update	@econchick
First draft - put together a microprocess proposal for requesting funds, and limits by next meeting	@MmeMarieLouise
1 pager to help solicit donations to the PyLadies auction	@trallard
award proposal feedback	@econchick

@pyladies/pyladies-global-contributors @pyladies/pyladies-global-admin