Monthly PyLadies Meeting Notes: November 8th @ 10PM GMT

[MmeMarieLouise]

This template should be used (edited) the month prior and during the meeting. This will ensure we can address all topics added throughout the month; as well as provide minutes and follow up after the meeting is held.

PyLadies Global Meeting

• Date: Tuesday 8th November 2022, 10pm GMT
• Previous meeting issue link: Monthly PyLadies Meeting Notes: 3rd February 2022 @ 8pm UTC #125
• Current meeting attendees: @BethanyG @econchick, Phyllis Dobbs, @Mariatta @MmeMarieLouise

Agenda

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

Review Actions Items from Last Meeting

Action Item	Owner	Relevant links	Completed
find out what time and date for the fixed monthly meeting	@MmeMarieLouise
send monthly meeting placeholder	@MmeMarieLouise
Add GC expected duties and responsibilities to PyLadies Kit	@BethanyG

New Business

Governance Model

• Reduce Quorum (reduce voting rights)

• how many members have been attending the meetings

• can we not have a quorum and whoever comes to the meeting can vote

• usually we have 4 people who attend consistently, only sometimes 5

• should our quorum include global advisors ?

• advisors and gc members should be separate, because gc members should feel empowered to make decisions

• when someone would call a meeting and invite only certain members, so this is a drawback to having certain meetings

• what if we have the meetings scheduled in advance? fixed date and time each month

• if people repeatedly don't show up then they should consider stepping down/ having voting rights revoked

• if we have fixed meetings, we can set the notice that we have to give in advance before the meeting i.e if we want to change the date there must be a 30 day notice, and also we can schedule emergency meetings if needed

• so we should not have quorum so that we can make decisions no matter who doesn't show up

• i.e if we monitor which chapters or which members are engaging and so we can give them access to funds etc if they are active

• emergency meetings should have quorum as well (for transparency)

• decisions should be formed by the community and not individuals, how can we choose our leaders ?

• why was the decision taken to have 9 members? Possibly for representation ?

• we can still have controls in place so that it's not dominated by certain countries or continents

• we should still have a quorum

• they should all be elected, they should have requirements so that people who don't follow to

• the work groups should consist of council members

• in the psf, they have work groups which have rules i.e the grants work group can only approve grants under $10,000

• the total size should be an odd number, so 5 or 7

• we agree to reduce the total council size to 5 and the quorum to 3

• once we have the council requirements and public schedule, then potential candidates can see of they can make teh commitment

• moving forward we can go with a quorum of 3 with the current council.

• we can make sure that gc minutes are searchable

• Attendance policy

• GC members stipend

• List of expected duties

• do we currently have a list ? No

• we could include these rules in the pyladies kit

• if we can get the decisions on paper (roles and responsibilities)

• GC members commitments

• Global Council Election Candidates prerequisites

• election candidates should participate in work groups before running in the election?

• people need to demonstrate that they can lead and organise

• i.e the psf are asking grant award holders more info

• we could add a list of questions to the application for candidates to run for the election

• they can show experience in other areas not just pyladies

• PyLadies Global Contribution

• Specific working groups (non-voting members can support)

• Timeline to deliver outstanding tasks and elect new team / deadlines

• Global Council Election

• Paid PyLadies Administrator

• [ ]

Old Business: Follow up items from prior meeting:

• Definition of an official PyLadies chapter
• PyLadies mission statement
• [ ]
• [ ]

Action Items and Assignees for Next Meeting

Action Item	Owner	Relevant links

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