Monthly PyLadies Meeting Notes: Tuesday, April 8th, 2025 10PM UTC

[econchick]

PyLadies Global Meeting

• Date: Tuesday, April 1st 8th, 2025 10PM UTC
• Previous meeting issue link: Monthly PyLadies Meeting Notes: Tuesday, March 11, 2025 #158
• Current meeting attendees: @BethanyG @econchick Phyllis Dobbs (PSF) @JUpani @Sonacrystal @trallard

Agenda

New Business

• PyHo sponsor request
  • what conferences have we supported in the past?
    • PyLadiesCon, perhaps PyCascades?
    • We sponsored them last year at $1000
  • Do they have specific diversity outreach activities? or maybe sponsor specifically for women + tickets?
  • AI: @trallard to put together a sponsorship request intact form so we can standardize the process
    • "what are you doing to support diversity for event"
    • "how do you align with the pyladies mission"
  • could push back "doesn't fit pyladies criteria" and suggest to ask PSF
  • ask to clarify what they're doing to support diversity & how the event aligns with our mission
  • maybe sponsor less than $1000?
• Vicky's stickers - 148 EUR (~$162USD today)
  • respond to say that one can't assume reimbursement is possible 😅
  • 💡 policy for swag (separate from sponsorship requests) - maybe have some levels of what we're willing to reimburse
    • resurrect microfunding policy
  • 👍🏻 for reimbursement
  • PSF process: complete an "out of pocket reimbursement" - form
  • "RESOLVED, that the PyLadies Global Council approves up to 148EUR for Dublin PyLadies stickers expense made on April [DATE] 2025."
• PyLadies swag @ pycon us in addition to tshirts
  • suggested donation - no need to charge sales tax
  • has to be a certain amount / limit
    • cost < $13.60 per item
    • donation has to be =>$68
  • have to tell you the cost of the items if over the minimum
  • donation has to be a certain level to avoid receipt documenting cost
  • donation minimum is $68, OR record donation & contact details so that we can send them an email about what they donated and the cost
  • $25 / $30 donation price point
  • create a Civi donation link per item
    • make QR codes
    • make sure volunteers know
• PyLadies auction @ PyCon
  • very few donations for auction so far - 3 items
  • maybe: donate earrings + keychain
  • due date for donations: May 15th
  • donation form
• PyLadies lunch @ PyCon - already for registration
• PyLadiesCon budget proposal
  • more details needed, e.g. what are the grants needed for, what's the extra ~$2500 from previous year
  • 2024 actuals
  • 2025 forecast revenue
  • invite to next meeting
    • contingent: go to Phyllis to get everything together (actuals of last year; filling out of details, why $3000 + $2500, what does infrastructure mean)
    • concerns over our own budget this year
  • previously: hoping to give out per person gift cards (complex because # of countries dealing with) - didn't do that; left over would go towards regional conferences -> would then be a travel grant request to pyladies GC
  • naomi not doing sponsorships this year
  • we'd like to see plans on what if they don't raise the expected $$ thru donations & sponsorships (that's not relying on us to make the difference)
  • Phyllis: made it clear that any money raised is pyladies global $
    • which is why they must come to us to approve budget
    • last year's email thread: any revenue comes back to global
    • PSF has fiscal sponsorship with PyLadies global, specifically
• CiviCRM instance to manage membership database

Old Business: Follow up items from prior meeting:

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Action Items and Assignees for Next Meeting

Action Item	Owner	Relevant links

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