DATE:  June 26, 2018

LOCATION:  Maine Center for Taijiquan and Taiji

ATTENDEES:  John, Lindy, Judy, Oracle, Nicole, David, Neil, Chloe, Jason, Sophie, Blair, Martin, Cooper

FACILATOR VOLUNTEER:  Lindy

GATHER AND GREET:

MISSION STATEMENT READ BY GROUP:

MAY MEETING NOTES RECAP:

LINDY RECAPS WORK IN JAN, FEB-APRIL (MARIN FACILITATING GROUP PROCESS):

AGENDA ITEMS:

* Meeting Structure (Oracle)

* Wave SubCommittee (Marin/Pika/Judy) - TABLED (Marin could not attend)

* Sound System (John/Jason/Pika)

* Finance (John)

* Wiz (Blair/Martin)

* Safety / “Culture of Consent” (Neil/Chloe)

* PCD Governance - TABLED (Decisions re:  meeting structure may impact this topic)

MEETING STRUCTURE:

Oracle researched different types of meeting structures for group consensus (decision making). Our current Meraki process is chaotic (agendas aren’t sent out ahead, facilitation is dynamic and therefore we don’t make the best use of time and run out of time to discuss things).

Some suggestions for improvement: Send out agendas ahead of the meeting, agreed upon (trained) facilitators who volunteer to be at meetings, proposals or reports for discussion can be prepared and accessible to members to read before the meeting, have a timekeeper (not facilitator)

The secretary (Judy) may need assistance (more pre-meeting work as well as capturing notes of what happened including captureing disagreement recorded as part of a vote.  

Oracle suggests the first step would be try it.  Put it in the notes, then on the agenda for discussion and vote the next time.

Group discussion highlights:

• Set known things on agenda in priority order; good for members to know ahead what is on agenda
• Unfinished business goes on agenda (people invested time…) 
• People who come to next meeting have opportunity to add insights to incomplete business
• Advocates must be present rather than introduce something written/emailed (unless emergency item)
• Board should “own” agenda between meetings, point person is secretary
• Distinction between introducing a topic for discussion versus engaging in actual discussion.  There should built in preparatory time between meetings for members
• 2 distinct points:  meetings more efficient and more engaged attendance
• Make the agenda more public for member
• Preferences voiced for making agendas during meeting
• Meeting notes can be uploaded to Google docs to Facebook group for another easy access point for those more engaged with fb (Chloe offered support)

VOTE:  Continue meeting structure discussion for July meeting

SOUND SYSTEM:  

At the May Meraki meeting, there was a vote to form a subcommittee to source a new PCD sound system with the charge to make the purchase within a set budget.  The subcommittee (Pika, Jason, Nev, Mark, Dave and Neil) purchased a system and had enough reserved in the budget to build a mobile storage cabinet. The system will be stored at the Maine Center for Taijiquan and Qigong.

*FOLLOW UP:  John will email Jason concerns about how to handle this

PCD asset (accountability and security). Jason will discuss with DJs and report back 

to Meraki.

WIZ 

• The Wiz wants to meet with the new owner of Avant (only Blair has met with her)
• Changes under new owner:  curtains, mirrors, closet, lost and found, no clutter
• Future changes - she intends to blow out wall in small dance space
• New Years Eve - should we reserve?
• Insure the ballroom is not left in disarray before our Sunday am start (tables and chairs on the dance floor having to be moved at the last minute which happened once a few weeks ago)
• PCD has no written agreement with Avant/new owner, only a 2014 rate sheet
• Should we have a contract?  New owner is very agreeable and we are just establishing communication
• Will be given notice of future construction (such as pulling down a wall)?
• Blair confirmed that curtains are in the works to cover the newly installed mirrors
• WIZ members will provide receipts/be reimbursed for out of pocket for curtains
• WIZ, for those who didn’t know, are those PCD members who take responsibility for Sunday dance (set-up, set back/closing, greeting, collecting donations, waivers, safety issues of all types etc.)

FINANCE

John reports that proceeds from the retreat came out slightly better ($150). He will compile and send out a full financial report. Even with the retreat and purchase for the sound system, PCD still has $6K in the bank as buffer.

SAFETY/ “CULTURE OF CONSENT” 

Neil has been sitting with complaints about individuals who do not feel entirely safe on the dance floor.  He sent an email the Sunday prior to the meeting to approximately 30-35 men.

His intent wasn’t to exclude women but to raise awareness and begin a conversation with men. It should be community wide and hopes it will promote affirmative consent. We should not assume things (that people aren’t going away from dance feeling violated, dancing alone can be as honored as dancing with others)

Group discussion highlights:

• Huge topic; who organizes it; moves it forward to community; separate from Meraki
• Men meet; women meet separately, then come back together
• Other dance groups have safety issues ~ sensitivity to those who are triggered, have had trauma. Try to get at it before a breakdown as other groups have had
• How to turn it into something productive/actionable (beyond Meraki)
• WIZ ~ what are reasons individuals haven’t brought the issue to WIZ? WIZ must be involved. There are privacy issues to consider; WIZ has already handled (successfully) some issues and maintained confidentiality. WIZ has discussed getting training and rejected idea. Each issue is distinct, best is case by case: example ~ it imay not be mistreatment but a discomfort and providing help for someone who may need mentoring. PCD should not be dealing with acute abuse issues.
• This is not a PCD issue; it’s a cultural societal issue
• What is the role of PCD community / organization not just individual responsibility
• Example of Country Dance Portland Oregon - “culture of consent” model. Proactive/collaborative
• Proposal to form a subcommittee to coordinate an effort on the topic

VOTE: To form a subcommittee of volunteers (Chloe, Jason, Oracle, Martin, Nicole, Pika and Neil) to provide recommendations/next steps to Meraki

NEXT MEETING - Tuesday, July 24, 2018, 7-9 pm, Maine Center for Taijiquan and Qigong

500 Forest Avenue