Meraki Meeting Notes October 17 2023

Meeting: October 17 2023, 7-9, at Maine Center for Taijiquan (Jason's studio), 500 Forest Ave., Portland

Present: John (Facilitating), Erin, Shelagh (Ingathering), Jimmie, Kari (Checking vibes), Mellen, Lori, Lily, Rebecca, Blair (Time), Tasha (Notes)

Agenda

Membership annual meeting

• Dec 3
• We need a facilitator. Mellen and Kari agreed to co-facilitate.
• We need a quarum of 150 people namely 15.
• Lori will request extra time after dance on this date.
• Potluck, members only. It can be short. 

Board officers

• Deb has volunteered to be Prez. Others could step up. 
• Kari makes a case for being Prez. It's awesome to represent this community. 
• Blair: "A turnip could do this job."
• John describes the other roles.
• Treasurer keeps track of finances. Specifically, cashing out at the end of dance. John serves as bookkeeper and will continue with it.
• Secretary: Takes notes, announces Meraki. John would like not to do it again, but would be willing to do it. John has it done it for 3 years. 
• All these people are on Board, which has ultimate responsilbity for the organization. We are required to have a Board but doesn't have. Board is supposed to be held once a quarter, which often overlaps with Meraki. 
• We need 6 people to have a Meraki quarum. 
• Board would be bottom line if we had to kick someone out of the organization. 
• Shelagh: It would be great to get new folks in these roles and encourage that. 
• Mellen: People who take these roles should come regularly to Meraki. We should be encouraging/grooming people to start coming to Meraki so they can move into the Board roles. 
• Rebecca: Has some people in mind who she would like to encourage.
• Tasha says she would be willing to be secretary if it starts after. Schedule zoom meetings. Delegate if not available.
• Lori says she is willing to remain Treasurer. 

Where can we dance (Lori)

• Mackworth Island is a new idea.
• Reiche Community Center has no windows.
• Riverton has a double gym.
• Yarmouth space has poor sound quality and was too expensive. $367 for our dance at community centers, which is expensive.
• At Waldorf we have to schlepp equipment. Idea of making a cabinet at Waldorf. For now, we are staying at Waldorf. 

DJ pay

• John proposes that we give DJs more money. We pay $175 now. Proposed $200 or $225. Also need to decide how to divide up the pay with trainees. 
• Mellen will bring this back to the DJs.
• Jimmie: How was it decided how much to pay the DJs originally? It feels like part of being a DJ is volunteering like many of us. Some DJs don't come to dance. 
• John: We decided that we don't pay for music or equipment for DJs.
• Blair: How much do we pay and take in per dance? 175 + 100 for the space + 100 for insurance. We take in about $500 per dance. 
• Mellen: DJs have to buy DJ software, mixer, and Spotify account. You now have to buy every song for $1.50 each. It takes more time to not link to Spotify. Some DJs use their own mixer. Most DJs spend about 10 hrs putting together a set. 
• Rebecca: Can PCD purchase a professional account? No. 
• John: Requests that Mellen take this discussion to the DJs. 
• Lily: How much do DJs spend buying music? Average of 30 new songs per set. 
• Kari: Playing a pre-recorded set is always an option and DJs get paid less. 

10th anniversary celebration

• Rebecca: A lot of outdoor activities planned but 50% chance of rain. If inside, cornhold, twister, wiffleball. Kari will find another twister. Planning for outdoor. Lots of fun ideas discussed for indoors.
• Kari: There will be a brief history of PCD by Deb and ice breaker for 30 min, dessert, then games until 3:30.

2024 Retreat planning

• Lily: There's no place other than Ferry Beach. We cannot camp in October though. March 29-31 is available, but it's cold and there's no heat in the rooms, just heat in the hallway and dance hall. Oct 18-20 is our current plan. Two night minimum. 2025 is already booked May - Oct 1 at Ferry Beach. Camping usually closes Memorial Day Weekend but not a fixed date. 
• Lily will put out a poll to PCD membership about how many people would come on these dates, esp given no camping in Oct and March is Easter.
• Do we want to wait an entire year for our next retreat?
• Lily will secure a 2025 date, Oct 3-5. She will ask if we can have the weekend before March 22-24.

Wiz update

• The Wiz: Kari, Jimmie, Lori, Tim, Lily, Rebecca (new member!), John (honorary member)
• They had a meeting recently. Reviewed safety/accident protocol established several years ago. We want to remember that our responsibility is only up to a point in terms of safety. Reminder that we announce that we are available and also can go up to people who look like they need support. 

Next meetings

• Nov 14th on Zoom
• No meeting in Dec due to annual meeting.
• RSVP requested for in-person meeting, text the host
• Lori volunteers to host in January for in-person meeting.